Fleets and Submitting Records

Fleet features let you submit local Travel Logs records to a Fleet team. Submitted records can be reviewed from the Fleet dashboard showing current status and comments.

Fleet access requires a signed-in account with an available Fleet team.

Fleet dashboard

Open Fleets on the main menu. The dashboard shows:

• The selected Fleet team*.
• Pending record count.
• Approved record count.
• Rejected record count.
• Comment count.
• Recent submitted activity.

*If your account belongs to more than one Fleet team, use the team selector to switch between the teams.

Submitted activity

Recent activity shows submitted records such as trips, expenses, and maintenance. Each record includes its type, status, date, vehicle, and comment count.

Tap a submitted record to view in more detail. Details can include:

• Trip origin, destination, odometer, duration, and route, if available.
• Expense amount, type, notes, and receipt photo, if available.
• Maintenance date, odometer, items, total cost, notes, and photo, if available.
• Fleet comments.

Comments

Use comments to review team feedback, questions, or status notes attached to a submitted trip, expense, or maintenance record. Comments appear on submitted record as they are added by the Fleet team.

Submit records

1. Open Fleets.
2. Tap Submit Records.
3. Choose the Fleet team.
4. Choose the record type: Trips, Expenses, or Maintenance.
5. Choose the date period.
6. Choose the vehicle.
7. Select one or more records.
8. Tap Submit.

Travel Logs syncs before submitting, then sends the selected record IDs to the Fleet service.

Submission filters

Submit Records includes filters for:

• Record type: Trips, Expenses, or Maintenance.
• Fleet team.
• Date period: All, Today, This Week, This Month, Last 3 Months, or This Year.
• Vehicle.

If no records match the filters, Travel Logs shows that 'no unsubmitted records are available'.

Already-submitted records

Records that have already been submitted are excluded from the Submit Records list. This prevents you from submitting the same trip, expense, or maintenance record multiple times.

Submitted records appear on the Fleet dashboard after refresh.

Common Fleet messages

No fleet teams are available for this account means the signed-in account does not currently have a fleet team.

Choose a fleet team before submitting records means no team is selected.

No active vehicles are available means there is no active vehicle to filter records by.

No unsubmitted records match these filters means the current filters do not find anything new to submit.