Fleet & Transport - live preview

Good morning, Daniel

Route 12 is yours today, 14 drops. One vehicle is off the road and 4 compliance items expire this month.

Drops today14route 12, 148 miles

Vehicles available18of 20, 1 VOR

Compliance expiring4within 30 days

On-time delivery94%target 95%

Before you leave

3 open

Daily walkaround check not completedVehicle cannot be released until this is doneBlocking

KX21 ABC - brake defect reported yesterdayOff the road pending repair, replacement allocatedVOR

Your driver card expires in 21 daysRenew before 22 September to avoid downtimeExpiring

Routes

Today's drops in sequence, with the window each one must land in.

Route 12

Stop	Customer	Window	Items	ETA	Status
1	Halden Group	08:00 - 10:00	12	08:20	Delivered
2	Bracken Retail	09:00 - 11:00	6	09:35	Delivered
3	Kelso Logistics	10:00 - 12:00	24	10:50	On board
4	Marlow Foods	11:00 - 13:00	8	11:40	On board
5	Ashby Media	12:00 - 14:00	3	13:10	At risk
6	Cardan Systems	13:00 - 15:00	18	14:20	On board

A stop at risk of missing its window is flagged while there is still time to reorder.

Vehicle checks

Daily walkaround, recorded on the phone, before the vehicle moves.

Recent checks

Date	Vehicle	Driver	Defects	Category	Status
Today	KX70 DEF	Daniel Novak	-	-	Not started
31 Aug	KX21 ABC	Daniel Novak	Brake performance	Prohibition	VOR
31 Aug	KX70 DEF	Marcus Bell	Nearside mirror loose	Minor	Repaired
30 Aug	KX70 DEF	Daniel Novak	None	-	Passed
30 Aug	KX19 GHI	Marcus Bell	None	-	Passed

A prohibition-category defect takes the vehicle off the road immediately and cannot be overridden by a driver.

Driver hours

Driving, other work and rest, against the limits that apply to you.

Daily driving62%

5h 34m of 9h limit

Weekly driving78%

43h 20m of 56h limit

Fortnightly driving71%

64h of 90h limit

This week

Day	Driving	Other work	Rest	Infringement	Status
Monday	8h 10m	1h 20m	11h 30m	None	Compliant
Tuesday	9h 40m	0h 50m	10h 10m	Daily driving exceeded	Infringement
Wednesday	7h 20m	1h 40m	12h 00m	None	Compliant
Thursday	8h 30m	1h 10m	11h 20m	None	Compliant
Friday	5h 34m	0h 40m	-	None	In progress

An infringement is flagged to the driver and the transport manager the same day, not at the next audit.

Vehicles

Every vehicle with its documents, service position and current status.

Fleet

Registration	Type	MOT due	Service due	Tax due	Status
KX21 ABC	18t rigid	14 Nov 2026	Overdue	01 Mar 2027	VOR
KX70 DEF	18t rigid	22 Sep 2026	18 Oct 2026	01 Mar 2027	Available
KX19 GHI	7.5t rigid	08 Sep 2026	30 Sep 2026	01 Dec 2026	On route
KX22 JKL	Van	02 Feb 2027	14 Nov 2026	01 Jun 2027	On route
KX18 MNO	7.5t rigid	12 Sep 2026	12 Sep 2026	01 Dec 2026	Available

A vehicle with an expired MOT or overdue safety inspection cannot be allocated to a route.

Planning

Tomorrow's routes against available vehicles and legal driver hours.

Routes tomorrow9182 drops

Vehicles needed918 available

Drivers short1hours limit reached

Tomorrow

Route	Drops	Miles	Vehicle	Driver	Status
Route 12	16	164	KX70 DEF	Daniel Novak	Planned
Route 14	22	210	KX19 GHI	Marcus Bell	Hours risk
Route 16	18	142	KX22 JKL	Unassigned	No driver
Route 18	24	188	KX18 MNO	Gang driver	Planned
Route 20	12	96	KX21 ABC	-	Vehicle VOR

Planning refuses to assign a driver whose remaining hours cannot legally cover the route.

Compliance

Licences, cards, inspections and tachograph downloads, with expiry ahead of time.

Expiring and overdue

Item	Applies to	Expires	Days	Owner	Status
Safety inspection	KX21 ABC	18 Aug 2026	-14	Tom Ellery	Overdue
MOT	KX19 GHI	08 Sep 2026	7	Tom Ellery	Expiring
Driver card	Daniel Novak	22 Sep 2026	21	Daniel Novak	Expiring
MOT	KX18 MNO	12 Sep 2026	11	Tom Ellery	Expiring
Tachograph download	KX70 DEF	04 Sep 2026	3	Tom Ellery	Due
Operator licence	Fleet	31 Mar 2027	211	Lena Brandt	Valid

Nothing here expires silently - an overdue item takes the vehicle or driver out of planning automatically.

Rules and defect categories

What blocks a vehicle, and how long a document can be overdue before it does.

Defect categories

Category	Definition	Effect	Escalation	Status
Prohibition	Roadworthiness or safety critical	Vehicle off road immediately	Transport manager, immediate	Active
Major	Affects safety margin	Repair before next route	Transport manager, same day	Active
Minor	Cosmetic or non-critical	Repair within 7 days	Weekly report	Active
Advisory	Monitor only	Log against the vehicle	None	Active

Why a driver cannot clear a prohibition

The single control that keeps an unroadworthy vehicle off the road is that the person under pressure to make the delivery is not the person who can authorise the vehicle to move.

A prohibition defect takes the vehicle off the road immediately
Only a transport manager can release it, after a recorded repair
An expired MOT or overdue inspection blocks allocation, not just warns
Planning will not assign a driver without legal hours remaining
Infringements are surfaced the same day, to driver and manager
Every override is recorded with who authorised it and why

Audit log

Every defect, release and override. Retained for the statutory period.

Events

When	Actor	Action	Target	Source
01 Sep 06:40	System	Blocked allocation, safety inspection overdue	KX21 ABC	scheduler
31 Aug 17:20	Daniel Novak	Reported prohibition defect, brake performance	KX21 ABC	mobile
31 Aug 17:22	System	Took vehicle off the road	KX21 ABC	scheduler
31 Aug 09:10	Tom Ellery	Released vehicle after recorded repair	KX70 DEF	web
30 Aug 08:00	System	Flagged daily driving infringement	Daniel Novak	tachograph

VEH-0188

One vehicle, its defects, its compliance and its cost.

In serviceDefect reported 9 days agoVEH-0188 · 18-tonne rigid · 284,000 km · depot Harrowgate

VEH-0188

A brake wear warning was reported on a walkaround check nine days ago, marked as monitor, and the vehicle has run every day since. Nobody decided that; the defect simply had no owner.

Open defects1reported 9 days ago

Days since inspection38interval is 42

Utilisation68%fleet average 74%

Cost per kilometre$0.94fleet average $0.82

The open defect

Reported28 August · walkaround · driver Nils Aaberg

CategoryBrake wear indicatorSafety related

Marked asMonitor · by nobodyNo owner

Journeys since31 · 4,180 kmStill running

Monitor is a legitimate decision made by a competent person. Here it is a default state that a form applied when nobody was assigned.

Compliance

Safety inspectionDue in 4 days · 42-day intervalDue

Annual testValid to 14 March 2027Valid

Tachograph download11 days ago · 28-day limitValid

Operator licence discDisplayed · validValid

Everything statutory is in date. The thing that is not in date is a defect nobody closed, which no compliance calendar tracks.

Cost

Fuel$0.52 a km · fleet average $0.48High

Maintenance$0.28 a km · fleet average $0.19High

Tyres$0.09 a km · fleet average $0.09Normal

Depreciation$0.05 a kmNormal

Maintenance is half again the fleet average on a vehicle three years from replacement. That is a replacement argument, and it needs the cost per kilometre rather than the repair invoices.

Defects

What was reported, by whom, and what happened next.

Open defects41across 88 vehicles

Safety related94 over 7 days old

Marked monitor2214 with no owner

Vehicles running with one1820% of the fleet

Open

14 with no owner

Vehicle	Defect	Reported	Category	Owner	Still running
VEH-0188	Brake wear indicator	9 days	Safety	Nobody	31 journeys
VEH-0212	Nearside mirror loose	2 days	Safety	Workshop	No
VEH-0104	Air leak, audible	11 days	Safety	Nobody	38 journeys
VEH-0166	Cab step damaged	6 days	Non-safety	Workshop	Yes
VEH-0141	Windscreen chip	14 days	Non-safety	Nobody	Yes

Two safety defects with no owner and both vehicles in daily use. Monitor is not a decision when nobody made it.

A defect report is a driver taking a risk on their own behalf. If the system lets it sit for nine days with nobody named against it, the next one does not get reported.

Walkaround check

What the driver saw before the shift.

Completed1 defect raisedCHK-42188 · VEH-0188 · 5 September 05:40 · Nils Aaberg · 4 minutes

Items

1 of 6 failed

Item	Result	Note	Photo	Action
Lights and indicators	Pass	-	-	-
Tyres and wheels	Pass	Tread 6mm nearside front	-	-
Brakes	Defect	Wear indicator lit	Attached	Reported
Mirrors and glass	Pass	-	-	-
Load security	Pass	-	-	-
Fluid leaks	Pass	-	-	-

Four minutes for six items with a photo on the one that failed. A check that takes ninety seconds is a check nobody did.

Check quality across the fleet

Median time taken3 minutes 40 secondsReasonable

Under 90 seconds18% of checksToo fast

All-pass every day for a month11 driversImprobable

Photos attached to defects84%Good

Eleven drivers have never found anything in a month. On this fleet age that is a statement about the checks rather than the vehicles.

What happens to a defect

A safety defect proposes taking the vehicle off the road, by default
Overriding that default requires a named person and a reason
The defect is assigned to somebody at the moment it is raised
The driver who reported it is told what was decided
Nothing can be marked monitor without an owner

Driver hours

What the law allows, and what the roster asks for.

Drivers96across 4 depots

Infringements this month18was 6 last month

Approaching a limit11this week

Rostered over 90%22of the legal maximum

This week

18 infringements

Driver	Depot	This week	Limit	Used	Infringements
Nils Aaberg	Harrowgate	52h	56h	93%	0
Bram de Vries	Selby	54h	56h	96%	2 this month
Ola Sundqvist	Cavell	41h	56h	73%	0
Hedvig Palm	Harrowgate	55h	56h	98%	3 this month
Kasper Lund	Selby	38h	56h	68%	0

Every driver with an infringement is rostered above 93% of the legal maximum. Nobody below 90% has one.

Infringements are recorded against drivers and produced by rosters. Planning to 98% of a legal limit leaves no room for traffic, and the person who pays for that is not the person who built the roster.

Fuel and cost

What the fleet burns, and where the outliers are.

Cost per kilometre$0.82up 4 cents this year

Fuel$0.4859% of running cost

Worst vehicle$0.94VEH-0188

Idle time18%of engine hours

Cost per kilometre by vehicle age

Fleet average $0.82

Under 2 years$0.68

2 to 4 years$0.76

4 to 6 years$0.88

Over 6 years$0.96

Cost rises with age in the way anybody would expect. The useful part is that four vehicles under four years old sit in the top band, and those are a driving or a maintenance question rather than an age one.

Outliers worth a conversation

VEH-0188$0.94 · 3 years oldMaintenance

VEH-0212$0.91 · 2 years oldIdle 31%

VEH-0104$0.89 · 3 years oldFuel 18% high

VEH-0141$0.61 · 7 years oldBest in fleet

The last row is a seven-year-old vehicle cheaper than everything newer. Whatever is happening on that one is worth knowing before the replacement plan is written.

Idle time is eighteen per cent of engine hours across the fleet. That is fuel burned going nowhere, and it does not appear in a fuel-card report at all.

Reports: activity

Volume and throughput, by owner and by vehicle type.

Vehicles in service88across 4 depots

Opened this month41against 188 closed

Median age6.2 daystarget is 2 days

Owned by nobody14oldest is 9 days

By transport manager

This quarter

Transport manager	Open	Closed	Median days	Overdue
Harrowgate	24	412	4.1	6
Selby	22	386	5.8	4
Cavell	21	341	6.9	2
Ostervall	21	298	8.2	8
Unassigned	14	0	-	14

Median days is defect reported to closed. Fourteen defects belong to no depot at all, and those are the ones running for nine days and more.

By vehicle type

This quarter

18-tonne rigid34

7.5-tonne22

Artic tractor18

Van11

Trailer3

Volume over time

12 weeks

Journeys per week. Utilisation is the constraint people watch; the defect backlog underneath it is the one that stops a vehicle without warning.

Reports: performance

Against target, with the gap named.

Against target74%fleet utilisation

Best transport managerCavell81% utilisation, 2 open defects

WorstOstervall64%, 8 open defects

Trend-2 ptson last quarter

Against target by vehicle type

100 is the target

Cavell81

Selby78

Harrowgate72

Ostervall64

The depot with the fewest open defects has the highest utilisation. Vehicles that get fixed are vehicles that run, and the causation is not the way managers usually argue it.

What moved

Rule-derived

Infringements up from 6 to 18Every driver with one is rostered above 93%Down

Fourteen defects with no ownerTwo are safety related and still in serviceWatch

Cost per kilometre up 4 centsFour young vehicles in the worst cost bandDown

Threshold rules over the figures above, not a model. Each line names the number it came from so you can disagree with it.

Reports: exceptions

What breached, what is late and what nobody owns.

Breached9safety defects open

At risk18inside 48 hours

Unassigned14no owner at all

Reopened11closed then raised again

Exceptions

9 open

Vehicle or driver	Problem	Age	Still in use	Owner
VEH-0104	Audible air leak, safety	11 days	38 journeys	Nobody
VEH-0188	Brake wear indicator, safety	9 days	31 journeys	Nobody
Hedvig Palm	3 hours infringements, rostered at 98%	This month	Driving	Harrowgate
11 drivers	All-pass checks every day for a month	30 days	Driving	Nobody
VEH-0212	31% idle time	3 months	In service	Selby

Rows one, two and four are the same failure in three forms: a defect process where nobody is named, so nothing is decided and eventually nothing is reported.

A driver reporting a defect is taking a risk on their own behalf. Nine days of silence teaches the whole depot that the form does nothing, and eleven drivers finding nothing in a month is what that looks like afterwards.

People

Who has an account, and what they own.

People

118 accounts

Name	Role	Depot	Last active	Status
Solveig Ranta	Administrator	Head office	6 minutes ago	Active
Emil Draxler	Transport manager	Harrowgate	22 minutes ago	Active
Nils Aaberg	Driver	Harrowgate	1 hour ago	Active
Bram de Vries	Driver	Selby	3 hours ago	Active
Katarina Vukovic	Workshop	Harrowgate	40 minutes ago	Active
Owen Brennan	Compliance	Head office	2 hours ago	Active

Deactivating somebody prompts you to reassign what they own rather than doing it silently, because an unowned record is how a register rots.

Roles

What each role is scoped to and what it may approve.

Recent changes

Safety defects now default to off the roadSolveig Ranta · 6 SeptemberLogged

Compliance given a stop on any vehicleSolveig Ranta · 14 AprilLogged

Role changes sit in the same audit log as record changes, because both change what somebody can do.

Why custom roles exist

A driver can take a vehicle off the road and does not need permission
Only a transport manager can put one back on with an open safety defect, by name
A workshop closes a defect; nobody else can, including the manager who raised it
Compliance can stop any vehicle in any depot without agreement

Roles

5 roles

Role	Type	People	Scope	Can approve to	Status
Administrator	Built in	1	Everything	No limit	Active
Transport manager	Built in	4	Own depot	Overrides a defect	Active
Driver	Built in	96	Own vehicle and hours	Reports defects	Active
Workshop	Built in	12	All vehicles	Closes defects	Active
Compliance	Custom	5	Read all, hours and defects	Stops any vehicle	Active

A role carries a scope and an approval ceiling. Both are enforced on the server; hiding a button is not access control.

Permissions

Every capability against every role, as enforced.

What each role can do

10 capabilities

Capability	Administrator	Transport manager	Driver	Workshop	Compliance
Report a defect	Yes	Yes	Yes	Yes	Yes
Take a vehicle off the road	Yes	Yes	Yes	Yes	Yes
Return one to service with a safety defect	No	By name	No	No	No
Close a defect	No	No	No	Yes	No
Mark a defect monitor	No	By name	No	Yes	No
Build a roster	Yes	Yes	No	No	No
Roster above 90% of the limit	Yes	With a reason	No	No	No
See driver hours	Yes	Own depot	Own	No	Yes
Stop a vehicle immediately	Yes	Own depot	Own	Yes	Yes
Read the audit log	Yes	Own depot	Own	Yes	Yes

Enforced per query rather than by hiding controls. A scoped "yes" means the row exists but is limited, which is why some actions need a second person.

Every role can take a vehicle off the road and only one can put it back with an open safety defect, by name. Stopping is easy and starting is deliberate, which is the opposite of how the defect list currently behaves.

Notifications

What the system sends, to whom, and when.

What is sent

Safety defect reportedTo the workshop and transport manager, immediatelyOn

Defect open 24 hours with no ownerTo the transport managerOn

Vehicle in service with an open safety defectDaily, to the manager and complianceOn

Driver approaching an hours limitTo the driver and the plannerOn

Inspection due in 7 daysTo the workshopOn

Every message names the record it is about, so a reply lands somewhere.

Quiet hours

No routine notifications20:00 to 07:00, local to the personOn

Urgent overridesA safety defect on a vehicle currently on a journeyOn

Weekly digestMonday 08:00On

A notification that waits until morning is one that did not work, so the override is explicit rather than a setting nobody finds.

Notification rules are yours to set. What is here is a starting point drawn from how the queue actually behaves.

Integrations

Connected systems and their sync history.

Connected

4 connected

TelematicsPosition, idle time and harsh eventsConnected

TachographDriver hours and infringementsConnected

Fuel cardsLitres, cost and locationConnected

Workshop systemJobs, parts and downtimeConnected

Statutory recordsTest and licence expiryNot connected

What breaks without them

Without tachograph data infringements are found at audit rather than on the Monday after they happen
Without telematics idle time is invisible and eighteen per cent of fuel goes unexplained
Without statutory records inspection dates are a spreadsheet somebody maintains
Vehicles still run; every problem gets found later and by somebody external

Sync history

Last 24 hours

When	Source	Records	Result
Continuous	Telematics	88 vehicles	Live
Daily	Tachograph	96 drivers	18 infringements
Daily	Fuel cards	$18,400	Current
06:00 today	Workshop system	41 open jobs	Current

A sync that half-succeeded is listed as such rather than as a failure, because the records that did land still changed something.

Import and export

Bulk load and extract, with per-row validation.

Import

WhatIf a row already exists

Validated before anything is written. A file with one bad row imports the rest and tells you which line failed and why.

Export

WhatFormat

RangeEverythingThis yearFiltered view

Recent imports and exports

Last 30 days

When	What	Rows	Result	By
2 Sep 06:00	Import	88	Complete	Solveig Ranta
1 Sep 18:00	Export	96	Complete	Owen Brennan
25 Aug 08:40	Import	412	Complete	Solveig Ranta

Every import is kept with its source file, so a bad load can be traced rather than argued about.