Vehicle & fleet log
Mileage, services and what's due — for every vehicle you run. Start from this plan, tell us what's different about your business, and we build it, test it and run it for you.
What it does
A simple log for a small van fleet. The fleet manager keeps a list of vans and their service history, drivers record mileage readings, and any van that has travelled more than 10,000 miles since its last service is flagged as due for a service.
- Vehicles with mileage
- Service records and costs
- Service-due flags
- Driver and fleet manager roles
What it keeps track of
Vehicle
A van in the company fleet, with its registration, make, model, year and current mileage, plus an automatic flag showing whether it is due for a service.
- Registration Plate
- Text
- Make
- Text
- Model
- Text
- Year
- Number
- Current Mileage
- Number
- Mileage at Last Service
- Number
- Service Status
- One of: Ok, Service due
Service Record
A record of a service carried out on a van: when it happened, the mileage at the time, the work done, the cost and which garage did it.
- Vehicle
- Linked vehicle
- Service Date
- Date
- Mileage at Service
- Number
- Work Done
- Notes
- Cost
- Amount
- Garage Name
- Text
Mileage Reading
A mileage reading for a van entered by a driver or the fleet manager. Recording a reading updates the van's current mileage.
- Vehicle
- Linked vehicle
- Reading Date
- Date
- Mileage
- Number
- Notes
- Notes
Who can do what
- Admin
- Manages user accounts and has full access to all vans, service records and mileage readings.Add and edit vehicles, service records and mileage readings. Delete vehicles, service records and mileage readings.
- Fleet manager
- Adds and maintains vans, records services, reviews mileage readings and is alerted when a van becomes due for a service.Add and edit vehicles, service records and mileage readings. Delete vehicles, service records and mileage readings.
- Driver
- Can view the list of vans and record mileage readings for them. Cannot change van details or see service history.Add and edit mileage readings. View vehicles.
What happens automatically
Update mileage from reading
When a Mileage Reading is created
Update service baseline from service record
When a Service Record is created or edited
Recalculate status on vehicle edit
When a Vehicle is created or its current mileage is edited
Service due dashboard
When fleet manager or admin opens the dashboard
Checked 9 ways before it goes live
Every scenario below is turned into an automated test. The app has to pass all of them, in a clean environment, before anyone signs in. Your changes get the same treatment.
- Fleet manager
Given the fleet manager is signed in, when they create a Vehicle with registration plate 'AB12 CDE', make 'Ford', model 'Transit', year 2020 and current mileage 5000, then the Vehicle appears in the Vehicle list with service status 'ok'.
- Driver
Given a driver is signed in and a Vehicle 'AB12 CDE' exists, when they open the Vehicle list and view 'AB12 CDE', then they can see the vehicle details but no edit, create or delete options are available, and opening the new Vehicle page shows an access denied message.
- Fleet manager
Given a Vehicle 'AB12 CDE' exists, when the fleet manager creates a Service Record for it dated today with mileage at service 5000, work done 'Oil change', cost 120.00 and garage 'Town Garage', then the Service Record appears in the Service Record list and the Vehicle shows mileage at last service 5000.
- Driver
Given a driver is signed in, when they try to open the Service Record list, then access is denied and no service records are shown.
Make it yours
This is the description the plan above was written from. Change it to match how your business works — or describe something else entirely.
“Vehicle log for a small company with a fleet of vans. Vehicles (registration plate, make, model, year, current mileage) and service records (vehicle, service date, mileage at service, work done, cost, garage name). Drivers can view vehicles and record mileage; the fleet manager adds vehicles and service records. Flag vehicles whose last service was more than 10,000 miles ago.”Start with this app
Other ready-made apps
- Inventory & suppliersKnow what's in stock, what's running low and who to reorder from.
- Room & resource bookingBook meeting rooms without double-bookings or spreadsheets.
- Maintenance ticketsLog, prioritise and track repairs across your properties or sites.
- Equipment & assetsWho has which laptop, tool or device — and when it's due back.