Fleet Manager user guide

Getting started

Sign in at /login. New accounts may need email verification and administrator approval before the system grants access. If you cannot sign in, use the password reset link or contact your administrator.

• Use the sidebar to open a page. On a phone, use the menu button to open navigation.
• Use the language control to switch English or Arabic, and the theme control to change appearance.
• Pages hidden from your menu are unavailable to your account. Ask an administrator to review your role and individual permissions.

Dashboard

The dashboard summarizes fleet records, maintenance, and activity available to your account. Use its cards and links to move into the relevant list and inspect the underlying records. Dashboard counts depend on the data currently recorded in the system.

Trucks

Open Trucks to search and view the truck register. A truck record can contain its plate, VIN, make, model, year, mileage, driver, status, oil-change dates, and other fleet details.

• Use Add, Edit, or Delete only when those actions are enabled for your account.
• Update driver and mileage details on the truck record so dashboards, maintenance checks, and Excel exports use the current values.
• Review a truck’s linked maintenance and job-card history before changing or retiring its record.

Trailers

Open Trailers to manage trailer numbers, status, driver, inspection dates, and maintenance history. Use the trailer number consistently when creating a job card or recording trailer-related work.

Tire management

Tire Management records tire issue/out entries, including size, out quantity, driver, truck or trailer association, serial number, manufacturer/origin, date, and notes when those fields are available. Use the tire-entry form as the source for new tire records.

• Search and filter the table by the available tire, vehicle, driver, serial, and date fields.
• The tire analytics and reports count positive Out Qty values. A zero quantity does not add to the tire total; keep a zero-quantity historical row only when it is meaningful to the record.
• Check the source row and quantity before saving imports. Workbook-origin and manufacturer values must use accepted values shown by the form or validation message.

Workshop job cards

Workshop Job Cards is the system’s work-order page for truck and trailer workshop jobs. The older Maintenance route redirects here. Create a card for the vehicle, then record the service date/type, reported issue, priority, odometer when relevant, technician, driver, work performed, parts, checklist, notes, and next-service schedule.

• Save the card, then use its preview, download, or print action to create the job-card document. The document is formatted as a single-page A4 portrait form.
• A share link opens a read-only copy of that job card for anyone who has the link. Share it only with intended recipients; the card may contain vehicle, driver, work, and signature details.
• Job-card maintenance schedules can feed due/overdue notifications and the Excel workbook when those integrations are configured.

Oil changes

Use Oil Changes to record and review oil-change events separately from general workshop cards. Select the truck and enter the actual date, mileage, driver, and oil details available on the form. Accurate dates and odometers are needed for useful maintenance history and reporting.

Purchase invoices and fleet accounts

Use Purchase Invoices & Accounts to enter vendor bills for maintenance, spare parts, tires, batteries, oil and filters, and other fleet expenses. Add the vendor, invoice number and dates, then add one or more lines and search for the truck or trailer responsible for each cost.

• Choose VAT invoice or No VAT. For a VAT invoice, use the rate shown on the supplier invoice (15% is the starting rate) and indicate whether prices include VAT.
• Posting debits the assigned truck/trailer expense account, records input VAT separately when applicable, and credits the vendor payable account for the full bill. No-VAT bills post no input VAT.
• Use Truck & Trailer Accounts, Vendor Accounts, and Input VAT to inspect ledger history. Payments and bank reconciliation are not recorded here.
• Posted invoices are locked. Authorized users can reverse an incorrect bill; the system keeps the original and records a counter-entry for audit.

Mechanics

Mechanics is the technician directory. Add or update mechanic contact and specialty information where your permissions allow, then select the mechanic or technician on applicable maintenance records and job cards.

Reports and analytics

Reports generate filtered views of the records available in the system. Set the date range and filters, choose one vehicle or several when the report supports selection, review the preview, then download the report. A single selected truck, trailer, or tire filter should produce a report for that selection; multiple selections include each selected record.

• Use the preview and matching-record count to confirm the scope before downloading.
• Advanced Analytics shows aggregated trends; it is not a substitute for reviewing the source records.
• If the report is empty, clear restrictive filters and verify that matching records exist in the selected dates.

Notifications

The bell in the top bar shows recent in-app notifications. Open Notifications for the full list, refresh, filter unread items, and mark notifications as read. The header refreshes its list about every 30 seconds while the app is open.

• Maintenance checks run from the production scheduled job once each day, targeting 04:00 UTC (07:00 in Riyadh); hosting schedules can introduce a delay.
• Checks use upcoming and overdue maintenance dates, truck mileage intervals, trailer inspection/maintenance dates, and job-card next-service dates or mileage.
• Email notifications require the email option to be enabled and the email provider to be configured. Maintenance alert email delivery is to active, approved administrators.
• Low-stock alerts are not available because spare-parts inventory quantities are not stored in the application.

OneDrive Excel Sync and Excel Changes

Excel Sync connects an administrator-authorized personal Microsoft OneDrive account. The workbook contains fleet, trailer, maintenance, oil-change, tire, and workshop job-card data. App changes trigger workbook refreshes when the integration is connected; administrators can also use Sync Now.

• Edits or additions made in the workbook are detected and shown in Excel Changes for review. They are not silently written into the app.
• Apply a change or use the bulk action for eligible changes. The server checks the applying user’s current role and permissions and validates the row before saving it.
• Conflicts, invalid values, and changes your role cannot apply need individual review. A deleted worksheet row does not delete an app record.
• Use the workbook link and Last successful update in Settings → Excel Sync to check the connected file and sync status.

Profile and user accounts

Profile shows your account information and lets you update profile fields or photo where permitted. User Management is for authorized administrators and managers: create or update accounts, approve or reactivate them, and assign roles or individual permissions.

• Role permissions control which sections and operations are available. User-specific overrides can further restrict or grant allowed access.
• Do not share passwords or one-time codes. Ask an administrator to disable access when a staff member should no longer use the app.

Settings and system administration

Settings contains the configuration available to your role, such as company details used on documents, currency and time zone, maintenance intervals, notifications, system preferences, OneDrive Excel Sync, and role permissions. Some tabs and actions are administrator-only.

• Save settings after editing and check for a success message.
• Admin pages provide user activity, system monitoring, and administration actions. Treat backup files and exported logs as sensitive business data.

Troubleshooting and support

If a page or action is missing, first check the current account and role. If a workbook is stale, check its connected status and last successful update, then use Sync Now or ask an administrator to reconnect OneDrive. For a workbook edit, open Excel Changes and review validation or conflict details.

• If email alerts fail, ask an administrator to check the email setting, sender configuration, and deployment logs.
• For incorrect records, capture the record number, page, date, and a brief description; do not send passwords, access tokens, or secret keys.
• Contact the fleet system administrator or saad@saadfreeh.com for account and application support.