Set up vehicles, record mileage and trips, and review service and document deadlines.
Register a vehicle and choose the distance unit#
A corporate workspace owner or administrator can install Business Fleet and enter the legal owner, registration, vehicle label and most recent observed odometer. Use kilometres or miles as recorded by that vehicle. The original distance unit stays fixed so later readings and trip distances use the same unit.
Enter dates using the confirmed business timezone shown in workspace setup. Workspaces without a confirmed business timezone use UTC. The register works independently of Accounting, Expenses and Equipment Maintenance.
Authorize drivers for individual vehicles#
As an owner or administrator, choose a verified staff member and record the reviewed authorization reference and expiry. For example, authorize a driver for Van 03 through the date on your company approval. Verify the person's permission under the rules that apply to the vehicle and trip.
Drivers can read their authorized vehicles and their own submitted mileage and trips. Vehicle documents, authorization references and service evidence remain with fleet managers. Revoking a grant, changing the membership, or reinstalling Fleet requires a fresh authorization.
Log trips and correct the odometer#
Enter a trip's date, starting odometer, ending odometer and a trip reference. If the reading at departure is 15,200 and the reading on return is 15,245, the trip records 45 in that vehicle's distance unit. Enter an odometer-only reading when you have a reading without a specific trip.
Record readings in chronological order. If a reading was entered incorrectly, ask a fleet manager to use Correct odometer with a reason. The correction records the old and new readings while preserving the original trip and service entries. Fleet records manual entries and collects no continuous location history.
Review services, registration and insurance deadlines#
Schedule the next service by date, odometer, or both. Fleet highlights service once either threshold has been reached. On completion, enter the performed service reference, observed odometer and any new threshold. Use a work-order reference if you tracked the work separately.
Record the expiry for registration, insurance or inspections. The register highlights dates within 30 days and overdue dates. Renewing an entry updates the current reminder and retains the earlier reference in the vehicle history. Review reminders in the app and confirm status with the issuing organization.
Recover a stale action or retire a vehicle#
If another person updates the vehicle first, reload and compare the exact latest reading or authorization before resubmitting. For an uncertain network response, reload and check the vehicle history before repeating the action.
Archive a retired vehicle with a reason. Managers can still open its history while drivers lose access. For larger fleets, use the page controls to review the vehicle register. Each vehicle shows its latest 50 visible events.
Keep the active workspace, actual business requirements and current setup summary in view. A guide explains a choice; it does not make that choice for you.