Vehicles

In addition to staff and subcontractors you can also schedule vehicles for jobs. First you need to enter them to your database. Then you can define categories for them (similar to categories for your employees) here: Administration > Vehicles > Categories. Now you can assign different categories to your vehicles. When planning a job, you'll search for the vehicle category and book the vehicle you need for your job. It is possible to select a driver (if a special license is needed, only employees with this license can be chosen) and optionally passengers. Times can also be recorded for the vehicle. You can also manage vehicles at different branches and record inspections. For each vehicle, you can also do a risk assessment.

Add vehicles

Please click on "Add vehicles" or use the + icon (upper right corner) in the tab "vehicles" in your base data. A new tab for the new vehicle will open.

Profile

Enter all information about your vehicle here, as well as the price per kilometer/mile as a fixed rate. Under Administration > Vehicles > Additional data, further data fields can be created. You can upload one or more photos and see the current number of kilometers/mileage. The statistics show the number of jobs for which the vehicle was booked.

Categories & Certificates

Here you can create categories for your vehicles. You can assign them to the vehicles to make it easier to filter and categorize them later.

Also, it is possible to define which certificates are necessary for driving this vehicle. To do this, create one or more certificates that are relevant for vehicles (e.g. a driver's license) under Administration > Staff > Certificates.

Driver's Log

Here you get an overview of the trips already made by the respective vehicle. You can also add new trips. Journeys that have been recorded for this vehicle by time clock are added automatically. To create a new trip, click on "+ Add driver's log". Fill in the given fields with start and end kilometer/mileage.

Inspections

In this section you can see the inspections already recorded, the date of the next inspection and you can add more inspections. To do this, click on "+ Add Inspection" and fill in the fields provided. The inspection intervals can be done not only on the basis of a date, but also on the basis of kilometers/mileage.

Documents

Save important documents for this vehicle here.

Risk assessment

You can do a risk assessment for your vehicle. To add a new one, just click on "+ Add Risk assessment". A new screen will open. First you enter the title. The respective vehicle is preselected. By clicking on "Risks" (left side) a new tab opens. Now you can add a risk either by choosing one of the previously created risks or by creating a new risk. You can create risks under Administration > Work safety > Risk assessment > Risks. (Please find detailed information about the Risk assessment here.)

Once you have added one or more risks, make sure to set the right status for this risk assessment. By going back to the fold icon (left side), you will see the status of the risk assessment on the right side. You see who is responsible and you can select the status. Please note, only approved risk assessments will be considered in your jobs.

From now on, every time the vehicle is booked in a job, the risk assessment of the job will contain the risk assessment of this vehicle.