Fleet · Daily operations · 9 min read

Record trips, odometer readings, checklists and daily logs

Log how vehicles are used, keep the odometer history clean, and run vehicle checklists.

Before you begin

• The vehicle is registered and not sold or scrapped.
• Trips and daily logs depend on the Trips and daily logs feature switch. Viewing the Trips list needs fleet.trip.view.

Log a trip

1. Open Fleet > Operations > Trips and click New Trip.
2. Choose the Vehicle. Leave Driver blank to use the vehicle's current driver.
3. Fill From, To, Purpose, Customer and Project. A blank project takes the vehicle's project.
4. Tick Start it now to start the trip at once, or leave it unticked for a Planned trip.
5. Click Save.

To finish a trip, click End on the row. In the dialog enter the end odometer and any Toll, Parking, Driver cost and Other cost. Leave Fuel used blank to estimate it.

Only one trip can be started per vehicle at a time: "VHC-000001 is already on trip TRP-00003." Starting a trip makes the vehicle In use.

Worked example

A vehicle with a normal consumption of 8.0 L/100 km and a last fill price of AED 2.85 per litre starts a trip at 50,000 km and ends at 50,180 km with toll AED 8 and parking AED 10.

Toll and parking go to the cost ledger. The fuel part is not written again, because fuel fills already carry their own cost.

To record a trip that is already finished, use Log trip on Vehicle 360 and enter start and end times and readings.

A finished trip cannot be changed or cancelled.

Record an odometer reading

1. Open Fleet > Operations > Odometer and click Record a reading, or use Record odometer on Vehicle 360.
2. Enter the Odometer (km) or the Engine hours, the When time and a Note.
3. Click Save.

Readings also come from trips, fuel fills, services, inspections, check-outs, returns, daily logs and GPS, each with its source.

Doubtful readings

The system keeps every reading. A reading is flagged Needs review if it is lower than the previous one, repeats within 10 minutes from the same source, implies an average speed over 180 km/h across more than 50 km, or jumps by more than the Unusual odometer jump setting in a day. A flagged reading does not change the vehicle's odometer.

A user with fleet.edit opens the Needs review tab and clicks Accept or Reject. Accepting a lower reading sets the vehicle's odometer to it. A rejected reading is left out of distance calculations.

Run a vehicle checklist

1. Open Fleet > Operations > Vehicle Checklists and click Start a checklist, or use Inspection on Vehicle 360.
2. Choose the Vehicle and the Checklist (Daily, Weekly, Monthly, Pre-Trip, Post-Trip, Annual, Safety or Heavy Equipment).
3. Answer each item OK, Not OK or N/A. For Not OK, say what is wrong and attach a photo.
4. Submit.

The result is Passed, Pass with issues or Failed. A Not OK on a safety item (brakes, tyres, lights, seatbelt, hydraulics) fails the inspection and raises a High priority service request with the photos. Other issues raise a normal request.

Write a daily log

1. Open Fleet > Operations > Daily Logs and click New daily log.
2. Choose the vehicle and driver. The Day defaults to today.
3. Enter Start odometer, End odometer, Hours used and Fuel added (L).
4. Type any Issues. Any text raises a Repair service request.
5. Save. The end reading must be at or above the start reading.

Good to know

• The driver app offers the same trip, fuel and check actions on a phone: see Use the driver app.
• Odometer figures feed fuel efficiency, maintenance plans and TCO, so correct a wrong reading by rejecting it rather than overwriting it.