Shared Fleet Vehicles

Shared Fleet Vehicles are vehicles managed by a Fleet instead of an individual user. Fleet admins and managers can create these vehicles; assign them to Active Fleet Members; and can control how much of the record history assigned users are permitted to view.

Shared Fleet vs Personal

Use a Shared Fleet Vehicle when the organisation owns, leases, or centrally manages the vehicle.

Use Personal Vehicle when the vehicle belongs solely to, or is assigned only to, an individual user and does not need Fleet assignment or centralised Fleet review.

When to use a Shared Fleet Vehicle

Shared Fleet Vehicles are useful when:

• Multiple drivers use the same vehicle.
• Fleet managers need records attached directly to the Fleet vehicle.
• Trips, expenses, and maintenance should be reviewed in the Fleet workflow.
• The vehicle should appear as a Fleet-managed option for assigned members.

Who can manage Shared Fleet Vehicles

Fleet Admins and Managers can manage Shared Fleet Vehicles. Drivers can use assigned Fleet vehicles, but they do not manage Fleet vehicle setup.

If you cannot see the Fleet vehicle setup page, ask a Fleet Admin to check your role.

Add a Shared Fleet Vehicle

1. Navigate to Fleet->Vehicles.
2. In the Add vehicle form, enter the plate, make and model, capacity, and notes.
3. Choose whether assigned users can see each other's records.
4. Select the Active Fleet Member(s) who should be assigned to the vehicle.
5. Select Create.

The new vehicle appears in the Fleet vehicle list with a Fleet badge.

Assign members to a vehicle

Use the Assigned users list to choose from which Active Fleet Members can use the vehicle.

Assigned users will see the vehicle in their vehicle options and in the Fleet managed vehicles section of Vehicles.

If no users are assigned, the vehicle remains available to Fleet Admins and Managers for setup, but Drivers will not see it as an assigned Fleet vehicle.

Record visibility

The Assigned users can see each other's records option controls what assigned users can see for that Fleet vehicle.

When this option is ticked, assigned users can see shared records for that vehicle.

When this option is unticked, assigned users only see their own trips, expenses, and maintenance records for that vehicle.

Fleet reviewers can still review Fleet-managed records through the Fleet workflow according to their role.

How assigned members use Shared Fleet Vehicles

Assigned members can select the Fleet-managed vehicle when creating trips, expenses, and maintenance records.

Records created with a Fleet-managed vehicle are attached to the Fleet automatically. This means they can appear in the Fleet inbox and review workflow without the Driver manually submitting them from a Personal Vehicle.

iOS and Android use

Assigned Shared Fleet Vehicles sync to the Travel Logs iOS and Android apps.

On mobile, assigned members can choose a Shared Fleet Vehicle when creating trips, expenses, and maintenance records. Records saved against that vehicle are attached to the Fleet automatically and can appear in the Fleet inbox after sync.

Shared Fleet Vehicle details are managed from the web portal. Mobile users can use assigned shared vehicles, but they cannot edit the Fleet-managed vehicle details from the mobile app.

If an assignment is removed, the mobile app receives that change during sync and the vehicle is no longer available for new records.

Edit a Shared Fleet Vehicle

1. Navigate to Fleet->Vehicles.
2. Select the edit action for the vehicle.
3. Update the vehicle details, visibility setting, or assigned users.
4. Select Save fleet vehicle.

Changes to assignments affect which members can use the vehicle going forward.

Remove a Shared Fleet Vehicle

1. Navigate to Fleet->Vehicles.
2. Select the delete action for the vehicle.
3. Confirm the deletion.

! Caution: Deleted fleet vehicles will be removed from the active fleet vehicle list, and their active assignments and all corresponding records will be permanently removed.

Viewing assigned Fleet vehicles

Assigned users can navigate to Fleet->Vehicles to see a Fleet managed vehicles section.

This section shows:

• Plate.
• Make and model.
• Fleet name.
• Visibility setting (Shared or Private records).

Fleet-managed vehicles are separate from personal vehicles. Personal vehicles are managed by the user, while fleet-managed vehicles are assigned by the Fleet.