Fleet Management
Fleet Management
Fleet Management helps you keep patrol vehicles road-ready, assign them to the right shifts, and document maintenance and inspections so field teams know what they can rely on.
Last updated February 2026
Overview
When to Use This
- You assign patrol vehicles to officers or shifts.
- You need maintenance history and service due controls.
- You need auditable vehicle usage and handoff records.
Model
Core Concepts
Fleet Management uses the following objects and relationships as its operating model.
Vehicle
Primary asset assigned to sites, teams, or shifts.
- Persisted Data
- VIN, plate, status, odometer baseline.
- State Changes
- Available, assigned, maintenance, out of service.
Vehicle Assignment
Links a vehicle to an officer or dispatch unit.
- Persisted Data
- Start and end time, assignment reason, handoff notes.
- State Changes
- Planned, active, returned.
Work Order
Maintenance action against a vehicle.
- Persisted Data
- Issue, vendor, cost, due date, evidence files.
- State Changes
- Open, in progress, completed, cancelled.
Inspection
Pre or post shift checklist tied to assignment.
- Persisted Data
- Checklist results, photos, defects.
- State Changes
- Pending, submitted, reviewed.
Role Requirements
- Fleet managers maintain master vehicle records and work orders.
- Supervisors can assign and return vehicles.
- Officers can submit inspections when mobile permissions allow it.
Side Effects
- Out-of-service vehicles are excluded from the default assignment pool; users with force-assign permission can override.
- Completed work orders update next service due counters.
- Inspection defects can auto-create maintenance tickets.
Notifications
- Service due reminders send to fleet managers.
- Failed inspections notify supervisors immediately.
- Assignment changes can notify dispatch board users.
Automation Hooks
- Mileage thresholds trigger maintenance reminders.
- Assignment conflict checks prevent double-booking by default; users with override permission can force-assign.
- Inspection failures can escalate based on defect severity.
Flow
How It Works
- 1
Register a vehicle and define service intervals.
- 2
Assign vehicle to shift, officer, or dispatch unit.
- 3
Capture pre-shift inspection and odometer values.
- 4
Track incidents, fuel, and maintenance during active use.
- 5
Close assignment with post-shift inspection and return status.
Walkthrough
Example
Scenario
Unit 14 is assigned to overnight patrol and fails brake check at shift start.
Walkthrough
- 1
Supervisor opens assignment for Unit 14 at 21:45.
- 2
Officer submits pre-shift inspection marking brake issue critical.
- 3
System holds activation and sets vehicle to out of service.
- 4
Work order is created and alternate vehicle is assigned.
- 5
Dispatch receives the change in real time.
Outcome
Unsafe vehicle stays off the road and patrol coverage continues with replacement.
Watch Out
Edge Cases / Gotchas
- Odometer rollbacks are restricted by default and require an admin correction workflow.
- Open work orders can prevent assignment even when a vehicle appears available.
- Archived vehicles remain in historical reports and should not be deleted.
- Assignment overlap checks use exact timestamps, not shift labels.