Fleet records are the resources Dispatch uses. Review Services & types, Vehicles, Driver Groups, and Drivers under Fleet before assignment work begins.
Prepare resources
Use distinct names, confirm active drivers and vehicles appear in the expected lists, and review the vehicle types and groupings used for assignment. If a resource is unavailable, check its active status and operational settings before creating a duplicate. Preserve records referenced by completed work.
Driver, vehicle, and affiliate profiles show document summaries. Manage those records in Compliance; the profile summaries are read-only. Company documents are also visible in Company Setup.
Set vehicle-type fallbacks
A fallback list names the other vehicle types that can run a booking when no vehicle of the booked type is free, in order of preference. It works one way: listing an SUV as a fallback for Sedan does not let a Sedan run SUV bookings.
- Open Fleet → Services & types, select the fleet and service, and open the vehicle type.
- Select Fallbacks. The list is marked Hub default or Custom list.
- Hub default follows the recommended list, limited to the types you have active, and adds types you activate later. To change it, choose Customize list.
- Drag rows or use the arrow buttons to reorder. Use Add a vehicle type and Add to include another active type from the same service, or remove a type. Select Save. A Custom list does not pick up types you activate later.
- To change a custom list, choose Edit list. Revert to hub defaults asks for confirmation, then discards the custom list.
A listed type that is inactive shows Inactive, skipped. Whether dispatchers may assign a fallback, or a type outside the list, is set by the Fallback vehicle type and Outside the fallback list rules in operations settings; both start at Allow.
Check compliance readiness
Open Compliance → Overview. The tiles show Managed subjects, Required records, Current, and Needs attention. The Action queue state filter offers Needs action, Missing, Expired, Expiring, and In review. Select Add for a missing record, or open an existing record to resolve it.
Compliance → Requirement checklist shows everything one subject must hold. Choose a Subject kind and a Subject to see each requirement and its state.
Readiness is calculated from published requirement packs. Each active subject needs a baseline pack; overlays add requirements. Drafts, retired packs, and assignments to inactive subjects do not contribute. A subject without a baseline has unknown readiness. If Central library unavailable appears, use Retry; absent totals during an outage do not mean everything is current.
Waive a requirement
In Requirement checklist, select Waive on a requirement the subject does not need, enter a Reason, and confirm with Waive. The reason is kept on record. When a maximum waiver duration is set, the dialog says This waiver ends on the end date, and the checklist shows Waived until that date. Revoke ends a waiver early.
Set compliance rules
Open Settings → Compliance. Each row saves on its own, and Default marks a value that matches the platform default.
| Setting | Default | What it controls |
|---|---|---|
| Expiring soon window | 30 days | How many days before its expiry date a document counts as expiring soon. |
| Expiry grace | 0 days | How many days past its expiry date a document still counts. |
| Maximum waiver duration | No limit | The longest a new waiver runs before it lapses. |
| Treat unconfigured subjects as not ready | Off | Whether a subject that no published pack reaches should count as not ready. |
| Require notes on verify | Off | Whether verifying a document asks for a note. |
| Allow deleting verified documents | On | Whether a verified document can still be deleted. |
Agree changes with your compliance owner: the window and grace change which documents count as expiring or expired. Overview and Requirement checklist still report a subject without a baseline as unknown, so publish a baseline for each subject kind rather than relying on Treat unconfigured subjects as not ready.
Define and assign requirements
- Open Compliance → Requirements and select New pack, or open an existing operator pack.
- Enter the name, subject kind, and role. A baseline applies to every active subject of that kind; an overlay adds requirements to its assigned subjects. Subject kind and role cannot be changed after creation.
- Add the required record kinds and warning periods, then select Save draft. Save new changes before publishing: Publish uses the saved draft. A pack must contain requirements before it can be published.
- Select Publish when the requirements are ready to apply. For an overlay, use Assignment to choose all active subjects or named subjects and select Save assignment. A company overlay applies to the company itself.
- Recheck Overview and the resulting action queue. Use Retire pack when an operator pack should stop applying; retired packs are read-only and appear when you select the Retired (N) pill.
Platform-managed pack details are read-only. Creating a document type in Compliance → Document types makes it available for entry; a requirement pack determines whether it is mandatory.
Resolve document actions
In Compliance → Licenses & permits, search or filter the list, then open the record and choose the action that matches the change. Replaced (N) includes superseded records.
- Verify & approve accepts a pending submission after review; it asks for a note when Require notes on verify is on. Reject requires notes explaining what to correct. A submission awaiting review counts toward readiness only after verification.
- Renew document files a new record and keeps the old one for history.
- Edit corrects the record using its original form. Bring to current version checks the answers against the updated form; complete the newly required answers before saving.
In Document types, applicable driver document types have Requires review when filed from the driver app. This governs driver submissions; records filed by an operator in Backoffice are verified on arrival. After resolving an action, return to Overview and confirm the updated readiness.
Find a driver and review recorded work
Fleet → Drivers offers office, vehicle-type, group and setup filters, with a Group / Pay Plan column. Driver groups show the member’s driver name, vehicle and office. Check active filters before creating another record.
The Status column and the driver profile show Active or Inactive, the duty state (Available, On break, On trip, or Off duty), a Connected or Disconnected dot, and the age of the last position, such as Position: 5 min ago.
In a driver profile, Bookings holds trip history; Activity remains separate. Timecards appears only when your tenant has the capability and the driver requires time entry or already has recorded history. History-only access is read-only. Expand a recorded week to load its entries and use Show older weeks for earlier weeks. A hidden tab does not mean old records were deleted.
Review insurance and document definitions
Use Compliance → Policies for coverage policies and Compliance → Certificates for certificates of insurance. Add policy and Add certificate create different records; a certificate names the policies it covers. Both lists offer search. Policies filters by Subject, Validity, Expires, and certificate link, and Replaced (N) includes superseded policies when reviewing history. Subject starts at Company; choose All subjects or another kind before deciding a policy is missing. Certificates filters by Status, including Replaced.
Document types shows type descriptions, field chips, custom fields and platform sharing defaults, and Retired (N) includes retired types. An older-form indicator means the record uses a previous form; review it before choosing Bring to current version.