Configure lists, approval rules, alerts and fuel cards
Maintain the Fleet lists, set who approves what, choose who is alerted, and add fuel cards and toll accounts.
Before you begin
- Anyone with
fleet.viewcan open the Configuration pages. Onlyfleet.configurecan change them, even if buttons show. - The first time Configuration is opened in a company, the defaults are created for you.
Work with the lists
- Open Fleet > Configuration and choose a list: Vehicle Categories, Makes / Models, Fuel Types, Service Types, Maintenance Plans, Permit Types, Alert Rules, Country Profiles, Toll & Parking, Fuel Cards or Other Lists (Body Types, Violation Types, Insurance Coverage Types, Service Request Types).
- Click New, fill the form and save. Click a row to edit it.
- Delete removes unused entries. Entries already used by records are switched off instead: "It is used by existing records, so it was switched off instead." Fuel types, service types and cost categories are always switched off, never deleted. Set Active back on to restore.
Vehicle Statuses is a fixed list shown for reference.
Important details by list:
| List | Notes |
|---|---|
| Vehicle Categories | Code is saved in capitals. Counts engine hours makes the vehicle form ask for hours and applies hour plans. Arabic name is optional |
| Makes / Models | Model carries tank, seats, payload and rated L/100 km, which start the normal consumption for fuel checks |
| Document Types | Group, For (Vehicle or Driver), Country, Mandatory, alert days, and "Renews every (months)" |
| Inspection Templates | Items with a group and an optional required photo. Blank rows are dropped on save. Old inspections keep their own list |
| Country Profiles | Plate regions and toll providers per GCC country; one profile per country |
Approval rules
Open Fleet > Configuration > Approval Rules. Each rule has What (work order, expense, reservation, fine deduction, disposal and others), From amount, Approved by and Active.
- From amount 0 means every item needs approval. The rule with the highest From amount that the item reaches applies.
- Approved by is one of: Work order approvers, Fleet coordinators, Fine deduction approvers, Fleet administrators.
- An inactive rule means nothing needs approval for that subject.
- Whoever asked can never approve. Approval is always by a different person.
Supplied rules: work orders from AED 5,000, pool reservations, fine recovered through salary, vehicle disposal from AED 0, and fleet expenses from AED 2,000.
Alert rules
Open Fleet > Configuration > Alert Rules. Each rule has a When (one of 14 alert kinds), Days before for expiries (for example 45, 15, 0), the permission groups to Tell, extra named people and Tell the driver. The driver is notified only if linked to a user.
Fuel cards and toll accounts
- Fuel Cards. Enter the card number (6 to 40 letters or digits; shown masked afterwards), provider, vehicle and driver, fuel, monthly limit, per-fill limit, status and expiry. Limits flag a fill for review; they do not refuse it. Editing a masked card and saving keeps the number.
- Toll & Parking. Enter Salik/Darb tags and parking permits with balance and a Warn below amount. A daily alert goes out when the balance drops under it.
Fleet Settings and features
Thresholds and posting options are on Fleet > Configuration > Fleet Settings (see Set up Fleet before the first vehicle). Ranges are checked when you save, for example "Between 1 and 24." for working hours and "Alert days run from 0 (the day it expires) to 730."
If you tick Post fleet costs no bill carries to the ledger, each cost category needs an account code that exists in the chart ("Account 99999 is not in the chart."). Blank codes fall back to an account found by name, then the company expense role.
A company administrator turns areas on or off, and hides or requires fields, at Applications > Fleet > Features. A switched-off area refuses changes and hides its menus but keeps old records readable.
What happens next
Changes apply to new activity at once. Settings changes are recorded in the audit trail.
Good to know
- Telematics connections, devices and geofences are set up on Fleet > Operations > GPS / Telematics by a user with
fleet.configure. Connections are adapters (simulator, custom HMAC API, Samsara, Geotab). Secrets are never shown again after saving. - GPS positions and route history need
fleet.telematics.view. Raw GPS is kept for the number of days in Fleet Settings, then purged. - The distance and volume units (miles, gallons) can be stored but screens still show km and litres.