Frequently Asked Questions - Fleet Module

General

What does the Fleet module include?

The Fleet module includes:

• Vehicle management (cars, vans, trucks, motorcycles)
• Trailer management
• Driver assignment to vehicles
• Document expiration alerts
• Assignment history

Do I need special permissions to use the module?

Yes, you need fleet permissions assigned. Check with your administrator if you don’t see the “Fleet” option in the menu.

Is the Fleet module mandatory?

No, it’s an optional module. Your company can decide whether to use it or not.

Vehicles

Can I register any type of vehicle?

Yes, the system supports: motorcycles, cars, vans, small, medium, and large trucks, and trucks with trailers.

What happens if two vehicles have the same plate?

It’s not possible. The system requires each plate to be unique.

Can I upload photos of the vehicle?

Yes, you can upload a photo of the vehicle when creating or editing it.

Can deleted vehicles be recovered?

Yes, vehicles are “soft” deleted and can be restored by an administrator.

Drivers

What is a “driver” in the system?

A driver is a user with the Courier (Shipper) role who has a driver profile with their license information.

Can a driver have several vehicles assigned?

No, a driver can only have one vehicle assigned at a time. However, they can be reassigned to different vehicles over time.

Can a vehicle have several drivers?

Not simultaneously. A vehicle can only have one driver assigned at a time.

Is the assignment history saved?

Yes, the system keeps a complete record of all assignments and unassignments, including dates and reasons.

What driver information is recorded?

• License number
• License type (A, B, C, D, E)
• License expiration date
• Medical certificate
• Blood type
• Emergency contact

Trailers

Can I use a trailer without an assigned vehicle?

Yes, you can register trailers without linking them to a vehicle. They’ll stay available to be assigned when needed.

Can a trailer be on several vehicles?

Not simultaneously. A trailer can only be linked to one vehicle at a time.

What’s the point of recording the trailer’s dimensions?

The dimensions help plan loads and verify that the goods fit in the trailer.

Alerts

How far in advance does the system warn me?

By default, 30 days before each document’s expiration.

What documents does the system monitor?

• Vehicle insurance
• Technical inspection
• Circulation permit

Do alerts block use of the vehicle?

No, alerts are informational. The vehicle stays available to be assigned to orders.

Can I receive alerts by email?

Currently, alerts are shown on the dashboard and the alerts page. Email notifications are in development.

Integration with Orders

What happens when I assign a courier to an order?

If the courier has an assigned vehicle, that vehicle is automatically assigned to the order.

Can I assign a different vehicle than the courier’s?

Yes, you can manually select any available vehicle when editing the order.

What’s the point of assigning vehicles to orders?

• Delivery traceability
• Fleet usage reports
• Bill-of-lading compliance (Carta Porte, in Mexico)
• Efficiency analysis

Export

Can I export my vehicles to Excel?

Yes, on the vehicles page (Fleet → Vehicles) you’ll see an Export button with a green icon. Clicking it downloads an Excel file with all the data.

What information does the exported file include?

The file includes: plate, name, type, brand, model, year, fuel, assigned driver (name, email, phone), assignment date, days assigned, status, availability, and document expiration dates.

Do filters affect the export?

Yes, if you filter by vehicle type or status, only vehicles matching those filters are exported.

What format is it exported in?

The file is exported in Excel format (.xlsx) named vehicles_YYYY-MM-DD_HHmmss.xlsx.

Common issues

I don’t see the Fleet menu

Check that you have fleet permissions. Contact your administrator.

I can’t assign a driver

Check that:

1. The user has the Courier role
2. The user has an active driver profile
3. The user isn’t already assigned to another vehicle

Alerts don’t appear

Check that:

1. Vehicles have expiration dates recorded
2. You have alert-viewing permissions
3. The dates fall within the alert range (next 30 days or already expired)

I can’t delete a vehicle

Check that:

1. You have delete permission
2. The vehicle doesn’t have active orders associated with it