Fleet · Daily operations · 6 min read

Use the driver app

How a driver starts trips, logs fuel, checks the vehicle and reports problems from a phone, including when offline.

Before you begin

• The driver has a driver profile with a system login (see Drivers, assignments and reservations). Without it the page says "You are not set up as a driver. Ask the fleet team to add your driver profile."
• A vehicle is assigned to the driver.
• The driver role (Fleet driver) allows viewing, logging, creating trips and creating fuel entries.

Open My Vehicle

Go to Fleet > Fleet > My Vehicle (Driver App). The page shows an Online or Offline badge, your vehicle with its odometer, whether it is on a trip, whether it was checked today, any open problems and the vehicle's documents.

Steps

1. Pre-Trip Check. Tap Pre-Trip Check. Answer each item OK, Not OK or N/A. For Not OK say what is wrong. Submit.
2. Start Trip. Tap Start Trip, enter the odometer now, where you are going and the purpose. You can only start a trip on your own vehicle ("VHC-000004 is not assigned to you.").
3. Fuel Entry. Tap Fuel Entry. Enter litres and total paid, odometer and station. Choose a fuel card or leave it as Paid cash. Add a receipt photo if you have one.
4. End Trip. Tap End Trip, enter the odometer now and any toll and parking paid. The end reading cannot be below the start.
5. Report Issue. Tap Report Issue and describe what is wrong. This raises a service request.
6. Breakdown. Tap Breakdown, say where you are, what happened and whether you need recovery.
7. Report Accident. Tap Report Accident. Enter where, what happened, the police report number, whether someone is hurt, and a photo.

Each action shows "Saved." and the vehicle card refreshes.

Working offline

When the phone has no signal the badge says Offline. Actions are saved on the phone with the message "Saved on this phone - it will be sent when you are back online." A banner shows "N item(s) waiting to be sent".

When you are back online the items are sent automatically, or tap Send now. You see "Sent 2 item(s)." Each item carries a unique id, so pressing Send now twice never creates duplicates. Records show the time you captured them.

What happens next

• Trips appear on Operations > Trips; fuel on Operations > Fuel with source Driver app.
• Issues, failed checks, breakdowns and accidents appear as service requests, breakdowns and accidents for the fleet team. See Service requests and work orders.
• A breakdown with recovery needed raises an Urgent request.

Good to know

• A driver can act only on their own vehicle and trip. Each item in a batch is checked separately, so one refused item ("VHC-... is not assigned to you.") does not stop the others.
• Users with fleet.edit can act for any driver.
• An accident report needs a description: "Describe what happened."