Fleet Management manual

The Fleet Management module centralizes the company's fleet management. Each vehicle has a complete record (registration, manufacturer, model, chassis, mileage, purchase value, GPS unit…); it is assigned to a driver, tracked for maintenance (upkeep, oil changes), for consumption (fuel, mileage log) and for administrative documents (insurance, rental/leasing contract, road tax sticker, technical inspection, operating permit).

The fleet's 9 sub-modules

Left-hand side menu: Fleet Management (icon ). The sub-menu expands into vehicles, assignments, maintenance, oil changes, fuel, insurance, contracts, incident reports and car wash.

The Vehicles sub-module lists the entire fleet. Each row shows the registration, the manufacturer, the assigned driver and the status of the due-date documents (road tax sticker, technical inspection, insurance, operating permit) — shown in red as expiry approaches.

Vehicle list columns

Vehicle record (create / edit)

The record brings together identity (registration, chassis, type), technical specifications (manufacturer, model, power, payload, number of wheels/axles), the purchase value, the assignment and the GPS options (unit, remote shutdown).

Assignment to a driver

A vehicle can be assigned in permanent driver mode (dedicated driver), to a field seller (distribution route), or to a customer / consumer (rental). The assignment history keeps the periods (start / end) per driver.

Swifto distinguishes corrective maintenance (repair following a breakdown) from preventive maintenance (planned servicing). Oil changes are tracked by mileage: Swifto calculates the km remaining before the next oil change and alerts as the due date approaches.

List of maintenance records

List of oil changes

The Fuel sub-module records every fill-up with the quantity, the amount and the odometer reading. Reconciling quantity with kilometres travelled tracks the consumption of each vehicle. The mileage log traces how the odometer changes over time.

Swifto manages vehicle insurance contracts, rental contracts and leasing. Each contract carries a number, an insurer/agency, a period (start / end) and a status; Swifto alerts as expiry approaches to avoid any break in coverage.

Vehicle rental contracts

The Vehicle incident reports sub-module records accidents and claims: vehicle, driver, insurer, date, accident type and whether the report is available. The Car wash sub-module tracks the fleet's cleaning upkeep.

When a vehicle is equipped with a GPS unit (the Unit ID field on the vehicle record), Swifto displays its real-time geographic position on a map. Advanced options include remote engine shutdown and route tracking.

From acquisition to fleet disposal, every vehicle passes through operation and maintenance, feeding costs and documents.

flowchart LR
  A([Acquisition]):::s --> B[Vehicle record]:::p
  B --> C([Driver assignment]):::ok
  C --> D[Operation]:::p
  D -->|fuel / km| E[(Mileage log)]:::st
  D -->|maintenance / oil change| F[Maintenance]:::p
  D -->|GPS| G([Real-time tracking]):::ok
  D -->|claim| H([Incident report]):::ko
  B -.->|insurance / tax sticker / inspection| I([Due dates + alerts]):::st
  D --> J([Fleet disposal]):::ko
  classDef p fill:#E0F2FE,stroke:#0EA5E9,color:#075985;
  classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6;
  classDef st fill:#FEF3C7,stroke:#F59E0B,color:#92400E;
  classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;
  classDef ko fill:#FEE2E2,stroke:#EF4444,color:#991B1B;

Indicative matrix — the visibility of each sub-module depends on the privileges defined in your company.