Shared Fleet Vehicles

Shared fleet vehicles can be used by multiple drivers in the fleet. Assigned members can use those vehicles for mobile trip, expense, and maintenance tracking. The record details can be private or shared.

How shared fleet vehicles appear on mobile

After a fleet admin or manager assigns a shared fleet vehicle to you, sync the iOS or Android app.

Assigned shared vehicles can appear alongside your personal vehicles. They include fleet details such as the fleet name and whether the vehicle is fleet-managed.

If an assigned shared vehicle does not appear, check that:

• You are signed in with the correct account.
• The app has synced recently.
• You are still an active member of the fleet.
• A fleet admin or manager has assigned the vehicle to you.

Using a shared fleet vehicle

When creating a trip, expense, or maintenance record on iOS or Android, choose the assigned fleet vehicle from the vehicle list.

Records created with a shared fleet vehicle are attached to the fleet automatically and marked for fleet review. You do not need to manually submit those records from a personal vehicle.

Records and fleet review

Records created on mobile with a shared fleet vehicle will appear in the fleet inbox after sync.

Fleet managers and admins can then review the record, add comments, approve it, reject it, or inspect its audit history depending on their permissions.

Record visibility on mobile apps

Fleet admins and managers choose whether assigned users can see each other's records for a shared fleet vehicle.

When shared record visibility is on, assigned users may receive records from other assigned users for that vehicle during sync.

When shared record visibility is off, assigned users only see their own trips, expenses, and maintenance records for that shared vehicle.

Records from other users are read-only for members who did not create them.

Assignment changes

If a fleet admin or manager removes your assignment from a shared fleet vehicle, the mobile app receives that change during sync.

After the assignment is removed, the vehicle is no longer available for new mobile records. If the vehicle still appears, sync the app again.

Audit log source

Changes synced from iOS or Android appear in fleet audit logs with Mobile as the source.

This helps fleet reviewers understand whether a record was created, submitted, edited, or deleted from the mobile app instead of the web app.

Best practices

Sync before starting work so your assigned fleet vehicles are up to date.

Choose the correct vehicle before saving a trip, expense, or maintenance record. Records saved against a shared fleet vehicle are attached to the fleet automatically.

Add clear notes and photos where needed so fleet reviewers have enough context when the record appears in the fleet inbox.