Fleet: Vehicles, Reminders, and Inspections

Fleet lives under Operations → Fleet, on a page titled Fleet Management. Three cards across the top show Total Vehicles, Operational Vehicles, and Reminders Due, which turns red the moment something is overdue. Underneath, tabs split the work: Vehicles, Inspections, and Reminders. (An AI Damage Detection tab appears too if you have it enabled — see its own article.)

The Vehicles tab, headed Vehicle Fleet, is your fleet register, shown as either Cards or a Grid. Each vehicle carries a name, a status, a current mileage reading, notes, and whatever else you track; active vehicles sort to the top, and the Last Updated column records who last touched the record and when.

Every fleet starts with a standard set of fields: Status, Notes, VIN, License Plate, Service Type, Vehicle Owner, and Vehicle Provider. Status ships with Operational, Grounded, Ready for audit, and Unknown — only Operational counts a vehicle as active, which drives the Operational Vehicles card and the Grounded badge on parked vans elsewhere. From the gear icon (Configure custom fields) you can rename status options and add fields of your own as text, number, dropdown, status, or document.

Press Add Vehicle to create one: Vehicle Name, Status, and Current Mileage, then VIN, License Plate, your other fields, and any documents like registration or insurance. Entering a VIN matters — it's what lets a driver start an inspection by scanning the van.

The history icon beside a vehicle's mileage opens Odometer history, listing each reading a driver reported on inspection and how many miles it added. A reading that went backwards, or jumped more than 1,000 miles since the last one, is flagged in amber so you catch a typo instead of acting on bad numbers.

If your fleet syncs from Cortex, a banner warns you: edits made here can be overwritten the next time the sync runs.

Vehicles are assigned to drivers, not routes, and you do it on the roster rather than here. On Operations → Rostering, the Roster tab has a Vehicle column beside Driver. Pick from your fleet — vans already used that day drop out of the list — or type a name that isn't in the fleet. Picking a real fleet vehicle is what tells the app to expect that day's inspections from that driver; a hand-typed name won't. The row's Actions text that driver an inspection reminder, and Send Inspections in the page header does everyone at once.

The Reminders tab tracks maintenance schedules and vehicle events like registration renewals, across three sub-tabs: Pending, Completed, and Configuration.

Add Reminder offers One-time or Recurring. A one-time reminder applies to a single vehicle, takes a description ("E.g., tire change"), and fires on either a Date or a Mileage threshold. A recurring rule applies to All vehicles or Specific vehicles and repeats on an interval — every so many months, or every so many miles — regenerating each time one is completed. Either way, a switch controls whether admins get texted when it comes due.

Pending reminders sort due ones first. A date reminder shows its due date; a mileage reminder shows a progress bar counting up to the target, so you see a service coming. Once due, the card turns red with a Due now chip and a Mark Completed action, which opens Complete Maintenance Event — capture service notes and attach the invoice there. Completed reminders move to the Completed tab stamped with the date and who closed them, and clear out automatically after 30 days.

Configuration holds Configure Recurring Reminders, where you toggle a rule's notifications or delete it, and Notification Subscribers, the admins who receive the alerts. If nobody is subscribed, nothing goes out — add yourself here first. Mileage reminders don't wait for a nightly check: a driver-reported odometer reading can trip one the same day.

The Inspections tab appears once you're set up for inspections. The records come from drivers: in their app they open an inspection the roster assigned them or scan the vehicle's VIN, take a photo per angle, add a damage report with a comment if anything's wrong, enter the odometer reading, and submit.

The top of the tab is a coverage grid — one row per vehicle, one column per day, over the last seven days. Each day holds a bar per inspection type you require, colored Done, Missing, Awaiting (still expected today), or Not expected. A warning icon marks a day where damage was reported, and if vehicles missed an assigned inspection yesterday, a red banner names them.

Click a bar, or pick a van from the Vehicle box, to open that vehicle's inspection history. The list shows each inspection by date, type, and submitting driver, with a check mark for a clean submission and an amber warning where damage was reported. Select one to see the whole submission: the walk-around photos laid out by position, the mileage the driver reported, and a Damage section pairing each photo with the driver's comments. Click a photo to enlarge it, or download it for a claim.

The gear icon opens Inspection Settings, where you choose what you require each day — Single Daily Inspection, Pre & Post Trip Inspections, or a Custom Setup where you name your own types. That choice becomes the expectation the coverage grid measures against.