Everything a fleet manager actually needs

Mobile-first fleet workflows

Use the mobile app to run daily inspections, defect updates, and handovers quickly. Every action is time-stamped and tied to the user for clear accountability.

• Faster daily vehicle checks from the mobile app
• Consistent inspection flows across teams and sites
• Time-stamped activity history tied to each user
• Cleaner handovers between drivers, managers and fitters

Instead of paper forms and WhatsApp updates, every check is recorded in one consistent digital flow.

Fleet management

Track every vehicle in your fleet from one dashboard. Registration lookups, mileage, inspection history, and service information stay up to date without manual admin.

• Add vehicles by registration — DVLA details populate automatically
• Live mileage baseline with spotting of unusual increases
• Assign vehicles to drivers and set usage expectations
• View every vehicle’s full inspection and defect history

Managers see at a glance which vehicles need attention, which are overdue for inspection, and who’s driving what.

Vehicle inspections

Structured pre-use inspections with required photos and a clear checklist. Drivers cannot skip steps, and every submission is time-stamped and attributed.

• Six-photo walkaround (front, rear, driver side, passenger side, interior, odometer)
• Overall condition plus per-item checklist
• Automatic mileage capture from the odometer photo step
• Managers get notified immediately when a defect is raised

When a problem arises, you have a documented record that the vehicle was checked and by whom — useful for insurance, clients, compliance, and moving beyond paper inspection sheets.

Read why UK fleets are moving from paper to digital inspection sheets

Defect workflow: flagged to fixed

Defects do not get stuck in a spreadsheet. The moment a driver raises one, the vehicle moves into maintenance, your fitter (assigned the manager role) sees it in their My Jobs list, and everyone can track progress through to resolution — scheduled, waiting for parts, or completed.

• Severity levels and mandatory descriptions at the point of reporting
• Vehicle fleet status updates automatically when a defect is raised
• My Jobs screen (available to the manager role) groups open defects by vehicle and priority
• Each defect tracked through Open → Scheduled → Waiting for parts → Completed
• Reporter name and contact number surfaced so fitters can clarify quickly
• One-tap resolve returns a vehicle to active — blocked automatically if any defect is still open
• Full history of past defects per vehicle, inspector, and manager/fitter

A driver flags a brake issue at 7am. The vehicle shows as in maintenance, the fitter (using the manager role) sees it on their phone, marks it Waiting for parts, and resolves the job once fitted — the vehicle returns to active automatically, with a timestamped activity trail.

MOT and tax monitoring

Connected to DVLA data so MOT dates, tax status, and vehicle details refresh on demand. Avoid the fine and the awkward conversation with a customer.

• See MOT and tax status on every vehicle card
• On-demand refresh direct from DVLA per vehicle
• Cached to stay fast and keep API usage predictable
• Flagging of vehicles approaching MOT or with expired tax

No spreadsheet of expiry dates, no forgotten renewals — the dashboard tells you before it matters.

Learn how MOT expiry tracking helps fleets stay ahead of renewals

Team roles and permissions

Two clean roles keep the system simple. Managers get full company-wide oversight from the web dashboard; staff use the mobile app to do their day job.

• Invite team members by email in single or bulk
• Scoped access — staff only see what they need
• Managers handle vehicles, inspections, reporting, and billing
• Remove or reassign team members at any time

Onboarding a new driver takes under a minute — they download the app, accept the invite, and they are inspecting the same day.

Manager dashboard

A single web dashboard for everything a manager needs: fleet status, defect alerts, team activity, and subscription management.

• At-a-glance metrics for vehicles, inspections, defects and team
• Defect notifications with full context
• Reports and exports for insurance or audit requests
• Open billing controls and contact support for plan changes

You start the day, open the dashboard, and know exactly what needs attention — no chasing, no phone calls.

Plant & Machinery (optional add-on)

For teams that maintain lifting equipment and site plant. Managers run LOLER thorough examinations, service inspections, and pre-hire checks in the mobile app, with PDF reports and a web dashboard for records and retries.

• Register machines with examination due dates and usual locations
• LOLER thorough examination, service, and pre-hire / off-hire inspection flows
• PDF certificates stored with LOLER-compliant retention (2 years minimum for LOLER records)
• Managers receive push reminders when an examination is due within 7 days or overdue
• Machine seats tied to your plant subscription quantity (from £12 per machine per month)
• Plant reports on the web dashboard with secure PDF download and limited manual retry

A fitter completes a thorough examination on site, submits from the app, and the LOLER PDF is available to managers on the web — with examination due dates monitored automatically.