FleetPilot 2.0 · VTC and taxi fleets

FleetPilot 2.0 is the management app for a VTC and taxi fleet: the private hire cars with driver that work with Uber, Bolt, Cabify or FREENOW and the taxis managed for their licence holders. Its motto sums it up: «Every kilometre counts». It brings together in one place what a fleet manager usually has spread across spreadsheets, each platform's dashboard, the payroll agency's emails and the fines folder:

• the fleet: each vehicle with its VTC licence or taxi licence, MOT, insurance, workshop, claims and inspections;
• the people: drivers with their contract, qualifications and working-time record, the shift rota and who has each car at each moment;
• the finances: each platform's production attributed to whoever was driving, payroll with the collective-agreement variable pay, expenses, fuel cards, cash, the monthly settlement with each owner and invoicing;
• control: fines with the driver identified on time, discrepancies between what the platforms, GPS, cards and shifts say, each car's and driver's compliance, and reports;
• and two portals: My shift, the driver's on the phone, and My investment, the owner's.

A few terms that appear from the start: VTC is Spanish private hire with driver (the licence of Uber or Cabify cars); the owner is whoever provides the car and the licence —self-employed or a company— and is usually the employer of their drivers; the fleet manager is the company that runs everything on the owners' behalf and charges them a management fee. All acronyms are in the Glossary.

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   The sidebar leads to each section, grouped by area: General, Operations, Fleet, People, Finance and Control. Only those your profile allows appear.
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   The search finds a number plate, a driver, a fine, an invoice or an owner from any screen (also with ⌘K or Ctrl+K).
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   Create creates a booking, an assignment, an incident, an expense, a fine… without leaving where you are.
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   The bell with your notifications: the fine to identify, the urgent incident, what is expiring… (see Notifications).
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   Your user: your profile, language and theme, notification settings, the Claude connection and sign-out; for the administrator, also Users, Settings and Audit log.
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   Your day: what is on your plate today according to your profile, first of all (see Dashboard).
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   The Help menu opens this manual —at the chapter for the screen you are on— and the screen's help.

#The demo fleet manager

The screenshots in this manual come from the demo of Alcora Movilidad, S.L., a fictitious fleet manager based in Getafe (Madrid) with a branch in Málaga. Its figures are those of a mid-sized fleet manager:

Each office person has their own account with a different profile: the managing director (administrator), the general manager, the traffic manager, the Málaga branch manager, HR, administration and finance, fleet and workshop, the external payroll agency and an auditor; and, in their portals, a driver and an owner (see Signing in to FleetPilot).

#How the app is organised

The sidebar groups the sections by area, in the order a fleet manager works: today, the street, the cars, the people, the money and control. Each section is a chapter of this manual with the same name and icon.

#A month's work in FleetPilot

This is how the fleet manager's work fits together over a month. Each step is a section of the app and a chapter of this manual (tap any of them to go there):

#Every event, to whoever had the car

The idea that ties the whole app together is attribution: every trip, every card refuel, every GPS journey and every fine is assigned to the driver who had the car at that moment. Not the car's «usual» driver or whoever had it at the end of the month, but the one at that exact moment, according to the rota:

• the day's cover (the relief driver or colleague who did that shift) overrides the regular assignment;
• each assignment applies from its start time and until its end time, without including it: the minute it ends already belongs to the next one;
• what cannot be attributed (a car with nobody assigned, a trip outside any shift) stays unassigned, with its reason, for someone to review in Production.

From this come each driver's payslip (with their trips only, never counting the same one twice), the fine proposed for identification, the cash they must deposit and their production per hour. That is why it is so important to keep the Rota up to date.

#What FleetPilot checks for you

The important rules do not depend on someone remembering them: they are enforced by the database, the same for the app, for the driver's phone and for Claude. If something breaks a rule, it is not saved and FleetPilot says why.

• Permissions. Each person sees the sections, data and buttons of their access profile. What is not theirs to see —an amount, an IBAN, sick leave, the car's position— never even reaches their screen: a padlock appears.
• Branches. Whoever works in one branch only sees their branch: the Málaga manager does not see Madrid's cars or drivers, nor do they count in his totals.
• Rules of the trade. A driver cannot have two cars at once, nor a car two drivers on the same shift; to assign a car you need a contract in force with its owner, and MOT and insurance in force. Clock-ins are never deleted or changed: a correction is a new clock-in with its reason, and all are chained with a digital fingerprint. An issued invoice is not modified: it is corrected. A closed payslip is no longer recalculated.
• Deadlines. A fine counts down its 20 days to identify the driver, MOT and insurance warn before they expire, cash not deposited raises an alert after a few days.

The detail of each rule is in its section's chapter; profiles and branches, in Profiles, permissions and branches.

#Where to start depending on your job

These are the chapters you will use most depending on your job (in brackets, the demo account with that profile):

If it is your first time, read Signing in to FleetPilot and The screen and what is common first: they cover what works the same in every section (searching, filtering, opening a record, filling in a form).

#On the computer and on the phone

FleetPilot runs in the browser, with nothing to install, and adapts to the screen size. On the phone, the sidebar hides in a drawer and lists turn into cards. The driver has their own portal, My shift, designed for the phone: clock in, check the car, see earnings so far and sign their documents.

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   The menu opens the drawer with the sections.
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   Your day and, below, the dashboard blocks one after another.

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   No sidebar: the driver only has their portal, with help, their notifications, the language and their menu.
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   Their tabs: today, earnings, requests, signatures and working time (see My shift).

#How to read this manual

• Screenshots with marks. Every screenshot is of the real app. The numbers 1 point to the parts explained below, in the legend. Hover over a mark or its line in the legend and the area is highlighted in the screenshot; tap the screenshot to see it full screen.
• Screen labels. What you see written on a button, a tab or a field appears like this: Create, Save. Keys, like this: ⌘K.
• Steps. Tasks are explained step by step in numbered boxes, with what happens at the end.
• Coloured boxes. Tips in green; important points in amber; regulations (with the rule and its article) with a band on the left; how a figure is calculated, with a worked example; examples with the demo data; and what changes depending on your access profile, with a padlock.
• Acronyms. Those of the trade (VTC, ROTT, ITV, DGT, DEV, SOV, RC, RD, NAF, CCC, ZBE, PMR…) are explained the first time they appear in each chapter and are all in the Glossary.
• Search. The search box on the left (or the / key) finds any word in the whole manual.
• Print. Print or save as PDF, bottom left, produces the manual on paper or as a PDF, each chapter on its own page.

#How this manual is organised

After these first steps, each chapter matches a section of the sidebar, in the same order and with the same icon. At the end, the appendices: profiles and permissions, the Claude connector, integrations, regulations and the glossary.

Each person signs in to FleetPilot with their own user: an email and a password. What they see afterwards is decided by three things, configured by an administrator in Users:

• their access profile (management, traffic manager, human resources, administration, workshop and fleet, payroll agency…): the sidebar sections, the data they can look at (amounts, personal data, location…) and what they can create or change;
• their branches: all, or only the branch they work at (the Málaga manager only sees Málaga);
• the linked person, for a driver or an owner: their user opens their portal directly, My shift or My investment, and they only see their own data.

There is no self-registration: accounts are created by an administrator.

#The sign-in screen

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   Email: the address the administrator registered you with.
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   Password. The eye on the right shows or hides it as you type.
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   Sign in (or the Enter key in the password) opens FleetPilot.
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   Demo accounts: in the demo, one click on a person signs in directly with their account.
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   The presentation video: about five minutes on what FleetPilot does. Tap ▶ to watch it (best with sound).
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   Explore the proposal: the specifications, the presentation and the proposal as a PDF.
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   The app's language (Spanish or English), already from the sign-in screen.
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   Switches between light and dark mode.

Below the accounts, a notice reminds you that the company, owners, drivers, vehicles and trips are fictitious and that the integrations run in simulated mode. A click on the FleetPilot logo opens its presentation website. On narrow screens (a phone or a small window) the presentation on the left disappears: the form remains with the logo on top and, below the accounts, the video and the documents.

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   Invalid username or password: check both fields (capitals count in the password). If the message is «Could not connect to the server», the problem is the connection, not your details.

#The demo accounts

In the demo, the eleven people of the sample fleet manager, Alcora Movilidad, S.L., appear below the form. Each has a different access profile, so you see the same app as each job would see it. One click on any of them signs in directly; if you prefer to type it, the email is the first name followed by @fleetpilot.demo (for example, nuria@fleetpilot.demo) and everyone's password is demo1234.

What each profile allows exactly, switch by switch, is in Profiles, permissions and branches; how what a profile cannot see shows on screen (a padlock instead of the data), in The screen and what is common.

#The video and the proposal documents

The presentation on the left has a video of about five minutes explaining what FleetPilot does. Tap ▶ to watch it, best with sound; the full-screen button enlarges it.

Below, the Explore the proposal block gathers three documents from City Scape Ventures S.L. about FleetPilot, meant for whoever is evaluating it:

• Specification — every feature, section by section. Opens in another tab.
• Presentation — the key processes, animated. Opens in another tab.
• Proposal · PDF — a four-page summary that is downloaded to your device.

All three are in Spanish even when the app is in English.

#If you forget your password

The sign-in screen has no link to recover the password: accounts are managed by an administrator. Ask them to open your record in Users and set a new password with Reset (at least 8 characters; FleetPilot can generate one). They must give it to you securely; the old one stops working immediately. If an administrator deactivates your user, you can no longer sign in, but your name is kept on what you signed, recorded or approved.

#Your user menu

At the top right is your user button: your initials, your name and your access (your profile's name or «Administrator»). Tapping it opens your menu, with your name and email at the top. To its left, the bell with your notifications (see Notifications).

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   My profile: your details, language and theme.
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   Notification settings: which notifications reach your bell and which also arrive by email (see Notifications).
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   Connect to Claude: work with FleetPilot from a chat with Claude, as you and with your permissions (see Connect to Claude).
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   Administration: Users only for administrators; Settings for the administrator (all of it) and whoever can sync integrations (only its tab); Audit log, for whoever has its permission.
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   Sign out takes you back to the sign-in screen.

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   A non-administrator has My profile, Notification settings, Connect to Claude and Sign out.

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   Job title: your position at the fleet manager, as recorded by the administrator.
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   Access: «Administrator» or your access profiles. If you have several, they are joined with «+».
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   Language: ES (Spanish) or EN (English). It changes the whole app at once.
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   Theme: light (the sun), «System» (whatever your computer or phone uses) or dark (the moon).
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   Close the dialog: the changes are already applied.

«My profile» does not let you change your name, job title or password: an administrator does that in Users. The other two menu options have their own chapter: notification settings, in Notifications, and Connect to Claude, in Connect to Claude.

#Language and dark mode

On a computer the language and theme are also in the top bar, one click away: the globe with the language letters opens the list of languages, and the moon switches to dark mode (in dark mode, the sun goes back to light). Only the app changes: the data (names, number plates, expense descriptions…) is not translated.

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   The globe, with the current language.
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   Spanish and English; the tick shows the one in use.

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   In dark mode, the sun goes back to light.

#Full-screen portals

The driver and the owner have no management sections: their profile only has their portal, so FleetPilot opens it full screen, with no sidebar, as soon as they sign in. At the top, a header with the logo, the portal's name, Help, the notifications bell, the language and their menu. Each portal has its own chapter: My shift and My investment.

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   The portal's header: the logo and the name, instead of the sidebar.
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   On the right, Help (also with F1), her notifications, the language and her menu.
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   The parts of the portal: summary, vehicles, settlements, fleet and documents. Lucía only sees her cars and her drivers.
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   What awaits her answer: here, the September settlement, issued and awaiting her approval (see My investment).

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   On the phone, the header keeps only the icons: help, notifications, language and his menu.
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   The greeting with the date; below, what he has pending (signatures, a fine) and the clock-in.

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   Notification settings: which notifications he wants and whether also by email.
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   Sign out. The portals have no «My profile»: the language is in the header.

If a profile has My shift or My investment as well as other sections, the portal opens from the sidebar like any other section; on the phone it opens full screen, with an Exit button to go back to the rest of the app. The administrator does not have the portals: they belong to a specific person (the driver or owner linked to that user).

#Signing out

#If your user has no access profile

A user who is not an administrator needs at least one access profile to see anything. If an administrator creates your account without a profile (or removes all of them), on signing in you will see the No access profile screen, with the logo, a padlock and the text «Your user has no access profile assigned, so it cannot see anything yet. Ask an administrator to assign one.», your email and the Sign out button. When the administrator assigns you a profile, sign in again.

#Signing in from the phone or tablet

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   The same form: email, password and Sign in.
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   The demo accounts, in one column. Scroll down to see the rest, the video and the proposal documents.

FleetPilot works the same in a phone's or tablet's browser. If you are going to use it often —the driver to clock in, the traffic manager away from the office—, add it to the home screen from the browser menu («Add to home screen»): it will open like any other app. It needs an internet connection.

Every FleetPilot section shares the same structure and the same pieces: the sidebar to move around, the top bar with the search and the create button, lists that are searched and filtered the same way, records that open on the right with their documents and changes, and forms with the same buttons. What you learn here works on any screen.

The exceptions are the driver's and owner's portals, My shift and My investment, which open full screen with no sidebar (see Signing in to FleetPilot).

#The parts of the screen

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   Sidebar: the sections, grouped by area. The section you are in is highlighted.
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   The Help menu, fixed at the bottom: this manual and the screen's help.
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   Top bar: the section's title and the tools that work on any screen (details below).
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   The section's content; it changes when you choose another one in the sidebar.

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   The title of the section you are in.
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   The global search: tap it or use ⌘K (Mac) / Ctrl+K (Windows).

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   Help for the screen you are on (also with the F1 key).
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   Create: creates a booking, an assignment, an incident, an expense, a fine… from any screen.
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   Language: Spanish or English.
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   Theme: the moon switches to dark mode; in dark mode, the sun goes back to light.
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   The bell with your notifications; if you have unread ones, a red number on top (see Notifications).
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   Your user menu, with your name and access profile below (see Signing in to FleetPilot).

#The sidebar

Sections are grouped by area, in the order a fleet manager works. You only see those your access profile allows: whoever runs the workshop does not get Payroll or Invoicing, and the payroll agency only has Drivers, Working time and Payroll.

If the list does not fit, the bar scrolls; the Help menu always stays at the bottom. When you change section, the screen you leave returns to its initial state: if you had searched or filtered something, you will find it unfiltered when you come back.

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   Each icon is a section (hover over it to see its name); areas are separated by a line.
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   The Help menu stays at the bottom.
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   The search box narrows to make room for the title (and still opens with ⌘K / Ctrl+K).
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   At this width, lists already show as cards, as on the phone.

#Help: this manual and each screen's help

There are two kinds of help inside FleetPilot:

• This manual, which opens from the Help menu at the foot of the sidebar, directly at the chapter for the screen you are on, in your language, or from the cover.
• The screen's help: the Help button in the top bar (or the F1 key, or Interactive guides in the bottom menu) opens a panel on the right that explains in a paragraph what the section is, with the link to its chapter in the manual, its interactive guides (each guide plays step by step on the screen itself) and those that apply across the whole app. In the portals, the button is in the header.

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   Opens this manual at the chapter for the screen you are on (here, Vehicles), in another tab.
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   Opens the whole manual, from the cover.
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   Opens the screen's help (the same as the Help button at the top or F1).

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   Where you are: what the section is and what it contains, in one paragraph.
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   The link to this section's chapter in the manual.
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   The section's interactive guides, with their steps: ▶ plays each one on the screen itself.
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   Below, the guides that apply across the whole app: searching, creating something new, understanding a figure…

#Searching for anything

The global search in the top bar finds, from any screen, vehicles (by number plate, VIN, make, model or owner), drivers (by name, code, or their platform phone and email), owners (by name, code or tax ID), fines (by number, case file, ticket or number plate), claims, bookings, invoices, expenses, cards (by their last four digits), licences and documents (by their name or note). It only shows what your profile can see and from your branches: the Málaga manager does not find Madrid's cars.

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   Type at least two letters or digits; results appear as you type. A number plate, with or without a space.
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   Each result with the details that identify it (owner, status…). Tap it to go to its section with the record open.
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   Results are grouped by section, each with its icon: here, the car's workshop expenses…
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   …and its VTC licence, which carries the number plate of the assigned car.

#Creating something new

The Create button in the top bar creates, without leaving where you are, any record your profile can create: it opens the same form as the «New…» button in its section. When saved, FleetPilot takes you to that section.

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   Operations: a business client booking, a car-and-shift assignment and an absence.
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   Fleet: an incident, a claim and a workshop order.
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   An expense with its invoice and a received fine.
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   New records: a driver and a vehicle.

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   Only the options the profile allows appear: for Pablo, incidents, claims, workshop orders and vehicles.

The administrator sees them all. If you cancel the form, nothing is created and you stay where you were. If your profile cannot create anything (management, the payroll agency, the auditor), the button does not appear.

#Language and theme

The globe in the top bar switches the whole app between Spanish (ES) and English (EN), instantly; the moon switches to dark mode and the sun back to light. Both are remembered in your browser; on the phone they are changed from My profile. Data (names, number plates, descriptions) is not translated: only the app. Screenshots in Signing in to FleetPilot.

#Notifications (the bell)

The bell in the top bar, to the left of your name, gathers the notifications meant for you. It is not everything that happens in the fleet (that is in the Dashboard and in Compliance), but what concerns you according to what you can do and your branches:

A red number on the bell says how many you have unread. Nobody sees anyone else's notifications, not even the administrator.

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   Mark all as read marks them all as seen at once. At the top, how many you have unread.
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   The settings: which notifications you want and whether also by email (below).
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   A new notification (the blue dot): what happened (here, an upcoming expiry), which record it refers to, the date and how long ago it arrived. Tap it to open the record.
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   Each notification with its icon, what happened and when, newest first; read ones stay in the list.
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   At the bottom, whether email is enabled on this installation (in the demo, it is not).

Tap a notification to open its record —the fine, the incident, the discrepancy, the driver— and it is marked as read. If your profile cannot open that record, the notification says so («Your profile cannot open this record»). Notifications are created when what they report happens (when the fine is received, the incident opened, the discrepancy detected, the car assigned, the settlement issued); expiry ones, once a day, with the days of notice set in Settings.

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   A driving licence about to expire, with the driver and the date.
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   An identity document already expired: that driver cannot work until it is renewed.

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   A breakdown open on a car, with its incident number and number plate.

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   Which address your emails go to and whether sending is enabled on this installation. In the demo it is not: your choice is saved and will apply once it is enabled.
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   Each notification type that makes sense for your profile, with its ⓘ: what it is, who receives it and an example.
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   In the app: the notification appears in the bell.
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   By email: you also receive an email.
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   Daily summary: the same as the Dashboard's «Your day», every morning by email if you ask for it.
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   If you turn both off, that notification is not created; what it reports is still in its section and on the Dashboard.

#The ⓘ help for figures and acronyms

Next to many indicators, blocks, acronyms (ITV, CVF, PMR, SOV, RD, DEV…) and permissions there is a small ⓘ, «What is this?». Tapping it opens a three-part explanation: what it shows, how it is calculated (with an example) and how to read it (what to do with the figure or what is left out). It is the quickest way to find out where a number comes from.

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   What the figure shows.
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   How it is calculated, with an example.
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   How to read it: what it means and what to do. Tap outside (or Esc) to close it.

#Lists

Almost every section starts with a list: vehicles, drivers, fines, expenses, invoices… They all work the same way. This is the Vehicles one.

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   The section's indicators, each with its ⓘ.
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   List search box: filters by any word in the columns.
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   Export CSV: downloads what you see to open in a spreadsheet (if your profile allows it).
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   Some sections have more filters (here, by branch, owner, fuel, service…).
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   The button to create a record in the section (only if your profile can).
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   Quick filters with their count. Tap one to see only those rows; the filter row scrolls sideways.
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   Headers: tap one to sort by that column; again, to reverse the order.
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   Each row is a record; tap it to open its record.

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   What you type in the search box…
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   …is combined with the chosen filter…
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   …and with the sort order: the arrow shows the column and direction.

#Records

Tapping a row opens its record in a panel that slides in from the right, without losing the list behind. They all follow the same pattern: a header with the name and actions, often a band with the main figures, and tabs with the information grouped. This is a vehicle's; each tab is explained in its section's chapter (Vehicles).

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   The header: the owner's code, the branch and the service, the status and the name, and below what identifies it.
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   Edit and More options (each record's own actions). They only appear if your profile can use them.
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   Close the record (also with Esc or by clicking outside it).
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   Tabs: each groups part of the information; the number says how many records are inside. If they do not fit, they scroll sideways.
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   The figures band: the essentials at a glance.
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   The ⓘ explain the block they accompany.
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   Links open the related record (here, the owner's) on top of this one.

If you change something in a record, the list behind updates by itself when you close it. Records opened from another one (the owner from their car, the driver from their fine) open on top and, when you close them, you go back to the previous one. On the phone, records take up the whole screen.

#Each record's documents

Almost every record has the Documents tab: a car's registration certificate and transport card, the policy, a driver's signed contract, a claim's photos, an expense's invoice… kept next to what they document. The tab's number says how many there are. Some records gather those of others: a vehicle's also shows its licence's.

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   The record's Documents tab, with how many there are.
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   Upload documents opens the window to choose files; you can also drag them onto the window.
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   The car's documents, with their type, size, who uploaded them and when. On the right, view, download and more actions.
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   Those of its VTC licence, also shown here.

#The Changes tab

With the See audit log permission (in the demo, the administrator, management and the auditor), records also have the Changes tab: who created or changed that record, when and which fields, newest first, from the app or from Claude. Tap a line to see each field before and after the change; values your profile cannot see show as «(hidden by your profile)». If nobody has touched it since the data was loaded, you will see «No changes recorded».

All changes to all records, with app sign-ins and sign-outs, are together in Audit log.

#Forms

To create or change a record you use a form in a window. They are all filled in and saved the same way. Many check what you type live with the same rules the database will apply, so you know before saving whether it can be done. This is a rota assignment form, opened by Nuria, the traffic manager.

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   Fields with an asterisk are compulsory. Those that pick another record (the driver, the vehicle) open a selector with a search box.
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   Lists drop down; dates and times open a calendar and a clock.
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   Buttons to tick several values: here, the days off each week (FleetPilot proposes those of the current assignment).
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   The live check: each rule with its result in green, amber or red, or an informative note.
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   A blocker: the car belongs to another owner and Andrés has no contract with them. While there is one, it cannot be saved.
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   What will happen on saving: his current assignment will be closed and he will take over from the driver of that car and shift.
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   Cancel closes without saving anything; the saving button (here, Assign) stays disabled while there is a blocker.

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   Type part of the number plate, model or owner: the list filters instantly.
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   Each option with what identifies it (here, the model, the owner and the branch). Tap the one you want.

#What your profile does not let you see

Each access profile decides which sections you see, what data you can look at and what you can create or change, and each user has their branches. What is not yours to see shows like this:

• Sections: those your profile does not allow do not appear in the sidebar, nor do their results in the search.
• Branches: if you only have one branch, you only see its data; counts, totals and reports are calculated with it alone. The Dashboard reminds you with a label («Málaga only»).
• Sensitive data: revenue (trip, production, cash and invoice amounts), costs (expenses, workshop, premiums), payroll, settlements, contact data, personal data (document, date of birth, address, permit number), bank data (IBAN, Social Security number), health data (personal injury in a claim, sick leave) and location (GPS positions and journeys). If you cannot see them, the column or figure disappears or a grey padlock appears (on hover: «Hidden by your access profile»).
• Buttons and tabs: create, edit, assign, approve or settle buttons do not appear if you lack that permission, nor do tabs for what you cannot see (a driver's payslips, the Changes tab…).
• Export: the CSV export button only appears if your profile allows it.

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   His tabs: Nuria sees contracts, assignments, production, working time or risk, but has no payroll or changes tab: her profile sees neither payroll nor the audit log.
2. 2
   The padlock: she sees that the ID card is valid and when it expires, but not the number.
3. 3
   Personal data (date of birth, address…): «Hidden by your access profile».
4. 4
   Bank and Social Security (IBAN, Social Security number), the same. The database does not even send them.

#Jumping from one section to another

FleetPilot is designed to take you from a figure to what explains it without searching:

• From the Dashboard to the section: each figure on the Dashboard opens its section with the filter already applied (fines with deadlines, cars in the workshop, expenses to approve…) and each row opens its record.
• From record to record: a record's links (a car's owner, a fine's driver, a vehicle's policy) open the related record on top.
• From notification to record: tapping a notification in the bell opens what it reports.
• From the search to the record, as seen above.

If your profile does not see the destination section, the figure or row does nothing.

#FleetPilot on the phone and tablet

On a phone (or a narrow window) FleetPilot rearranges the screen: the sidebar hides in a drawer, the top bar keeps only icons, indicators and filters scroll sideways, lists become cards (one per record, without columns) and records and forms take up the whole screen. On a tablet, the sidebar shrinks to icons (see above).

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1. 1
   The menu opens the drawer with the sections.
2. 2
   Search, help, Create, the notifications bell and your menu, as icons.
3. 3
   Indicators and filters scroll sideways.
4. 4
   Each record is a card; tap it to open its record full screen.

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1. 1
   The same sections as on the computer, with the current one highlighted; at the end, the administration ones. Tap outside the drawer to close it.

#Keyboard shortcuts

#Direct links

FleetPilot's address accepts some parameters that open a screen directly, useful to bookmark or to send a link to a colleague (who will have to sign in with their user and will only see what their profile and branches allow):

• ?seccion=multas opens that section. Each section's key is the last part of the address of its chapter in this manual: #cuadrante, #vehiculos, #multas…
• ?ficha=vehiculo:<id> opens that record on entry (vehicles, drivers, fines, claims, bookings, invoices, expenses, cards, owners, settlements, documents…).
• &lang=es or &lang=en chooses the language, and &tema=dark or &tema=light the theme.

The Dashboard is FleetPilot's home page. Nothing is edited here: it gathers what needs looking at today and takes you, with one click, to the record or section where it is dealt with. It has three parts:

• Your day: a summary of what is on your plate today according to your profile (today's operations, bookings, this week's expiries, fines to identify, serious discrepancies, urgent incidents, administration, production and the workshop). It is the same summary that arrives by email every morning and the one Claude gives you if you ask.
• The indicators: six cards with the key figures right now (in service, net this month, uncovered shifts, drivers working, expired documents, fines to identify…).
• The blocks by area: fleet, production, operations, expiries and deadlines, discrepancies, fines, drivers, finance and compliance.

Everything is calculated by the database with fixed rules (there is no artificial intelligence in the figures), with your permissions and your branches: the Málaga branch manager only sees Málaga, and whoever cannot see revenue sees trips instead of euros. What your profile cannot see simply does not appear. It refreshes every 5 minutes on its own; the Refresh button does it straight away.

#Your day

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1. 1
   The greeting with the date and the company. On the right, when it was last updated and the Refresh button.
2. 2
   Today's operations: cars without a driver, today's absences, absence requests to approve and rota covers. Each figure opens the Rota.
3. 3
   Expiring this week: what expires or has expired (permits, certificates, MOT, insurance…), most urgent first. Show all 13 expands the whole list.
4. 4
   Serious discrepancies: data cross-checks that need looking at now (cash not deposited, km without trips…). See Discrepancies.
5. 5
   Bookings today and tomorrow, with the time, the route and whether a car has already been assigned.
6. 6
   Fines to identify, with the days left of the 20-day deadline (overdue ones in red). See Fines.
7. 7
   The button to collapse «Your day» if you want to go straight to the indicators and, if you have any, your unread notifications (the same as the bell at the top).

Each line of «Your day» opens its record (the booking, the fine, the driver with the expired permit…) and each View all takes you to the section with the filter already applied. Blocks appear or not depending on your profile: Javier, from administration, sees bookings, this week's expiries (his own: cash not deposited), fines and the Administration block, but not the rota or the workshop.

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1. 1
   Today's and tomorrow's bookings, as on Alba's.
2. 2
   His expiries this week are those of his area: drivers with cash not deposited for some days.
3. 3
   Administration: expenses to approve, drivers holding more cash than the maximum and pending platform payouts. Each figure takes you to Expenses, Cash or Production.
4. 4
   Production: net and trips yesterday and over the last 7 days, and unassigned trips (that could not be attributed to any driver).
5. 5
   How it is calculated (rules, your permissions and your branches, every 5 minutes) and Ask Claude, which opens the Claude connection (see Connect to Claude).

#The indicators

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1. 1
   In service now: cars in service whose current driver clocked in (or resumed after a break) within the last 20 hours. Below, how many cars are in service and how many are in the workshop.
2. 2
   Net this month: what the platforms paid after their commission, from the 1st to today, with the change against the same days of the previous month (so a half month does not look worse). Without «See revenue», trips.
3. 3
   Uncovered shifts today: shifts of cars in service with nobody to drive them (an absent driver without cover, an unassigned shift). It is fixed in the Rota.
4. 4
   Drivers working according to their clock-ins, out of those under contract, and how many are absent today.
5. 5
   Expired documents: serious alerts (expired or preventing work) for vehicles, licences, policies, drivers and fines; below, the upcoming ones.
6. 6
   Fines to identify: those whose driver has not yet been reported to the authority; below, those due within 5 days or already overdue.

Each indicator has its ⓘ (What is this?) with what it shows, where it comes from with an example and how to read it; and you can tap it to go to the section that explains it. Which indicators appear depends on the profile: the workshop sees fleet and expiries, administration sees cash to deposit and HR, compliance.

#The blocks by area

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1. 1
   Fleet today: operational, in service (on a trip right now), free (with a driver who is not working), in the workshop, off the road and without a driver. Each figure leads to Vehicles or the Live map.
2. 2
   The fleet split in a ring chart and, below, the cars in service by branch (Madrid and Málaga) and their status according to telematics.
3. 3
   Production: today, yesterday and the month, compared with the same stretch of the previous month and with the whole previous month.
4. 4
   Net per day for the current month (bars) against the previous month (dots). Further down, the split by platform: Uber, Bolt, Cabify, FREENOW by Lyft, street hails, direct services and the taxi dispatch radio.
5. 5
   Today's operations: uncovered shifts, cars without a driver, absences, covers and bookings, with the breakdown of absences (sick leave, holidays) and the requests to approve.
6. 6
   The uncovered shifts with their reason (here, a driver on sick leave without cover) and the next bookings with their car. Each line opens its record.

Further down come the blocks for expiries and deadlines (serious, upcoming, this week and informational, with a list of the most urgent), discrepancies by severity, fines (to identify, overdue, due within 5 days, early-payment discount ending and upcoming deadlines), drivers (working, under contract, in the pool, on sick leave, leavers this month, high risk and the best of the month by net per hour), finance (platform payouts, cash, expenses, invoices and owner settlements) and compliance (a traffic light per area).

#On the phone

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1. 1
   At the top, the menu (the sidebar opens as a drawer), search, help, Create, notifications and your user.

On the phone the Dashboard stacks into a single column: first «Your day» and then the indicators and blocks. Nuria, the traffic manager, starts her morning here: she checks uncovered shifts and fines falling due, and opens the record with one tap.

On a tablet, the sidebar shrinks to icons and the blocks go two by two. See The screen and what is common.

#Tips

• Turn on the «Daily summary» by email in Notification settings (user menu): you get «Your day» every morning without opening the app.
• Use the figures as shortcuts: tapping «Fines to identify» opens Fines already filtered by deadline.
• If a figure does not add up, open its ⓘ: it explains exactly what it counts and what it leaves out.
• Ask Claude the same thing in your own words («which cars are left without a driver tomorrow?»); it answers with your permissions.

My shift is what a driver sees when signing in to FleetPilot: a full-screen app, with no sidebar, made to be used on the phone at the start and end of the shift. Everything in it is theirs: their car, their clock-ins, their trips, their payslip, their fines. The database filters it by the person linked to their user (in Users, the user record carries the driver), so a driver never sees anyone else's.

It has five tabs at the bottom: Today (clock in, check the car, the car and permits), Earnings (production, this month's payslip, cash and closed payslips), Requests (expenses, incidents, accident reports, holidays and fines), Signatures (documents to sign on screen) and Working time (their working-time record). At the top, help, notifications, language and the user menu. On a computer it looks the same, with the tabs on the left.

#Today: clocking in and the car

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1. 1
   What is pending: documents to sign, a fine to answer, cash to deposit. View goes to the tab.
2. 2
   The shift status (off duty, working or on a break) and how long he has worked; here, today's shift is already over, with its breaks.
3. 3
   The clock-in buttons that apply now: with the shift over, Clock in again; during the shift, Take a break and End shift (or Start shift and Back to work).
4. 4
   Today's clockings (clock-in, break, back to work and clock-out), with the location icon if where he was got saved.
5. 5
   The tabs, with a red number where something is pending.

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1. 1
   Your car: insurance and licence with their status and, if needed, a warning (here, the old VTC plate, valid until 3-11-2026).
2. 2
   Your earnings so far: today's, yesterday's and the month's net, and cash on hand with the maximum they may keep.
3. 3
   Your permits: the driving licence with its points, the VTC driver permit and the ID card or NIE, with their expiry.

At the very top, the Your car card also says which car they drive today (or whether they are covering someone else's, or have the day off), with its number plate, its shift and the car's documentation (MOT, insurance, VTC licence or taxi licence and, in taxis, the taximeter). If the car's assignment declaration still needs signing, it says so.

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1. 1
   The clock-out is saved with the current time. If you make a mistake, the office corrects it leaving a record: the clock-in is never deleted.

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1. 1
   All OK marks every point at once.
2. 2
   Each point: bodywork, lights, tyres, cleanliness, documents, safety equipment, dashboard.
3. 3
   The fuel or battery level; further down, the km and the photos.

The car check takes two minutes and protects the driver: the photos and any new damage go into the car's inspection (see Workshop), with the date and who was driving. FleetPilot does not allow fewer km than the last ones recorded.

#Earnings and this month's payslip

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1. 1
   Production, This month's payslip, Cash and My payslips.
2. 2
   The period: today, yesterday, this week, this month or last month.
3. 3
   Net (tips shown separately), trips, hours online on the platforms and cash collected.
4. 4
   The split by platform and the day's trips one by one.

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1. 1
   A simulation: HR closes the final payslip at the end of the month.
2. 2
   The month's fixed pay and the variable pay so far.
3. 3
   How much more turnover they need before earning variable pay.
4. 4
   The projection: at this pace, what they would finish the month with. Below, last month's variable pay.
5. 5
   Your band on the scale: the month's turnover, the percentage that applies and what is left for the next one.

Further down, the simulated payslip breaks down turnover by platform, the commission according to the scale band, the fixed pay, the base salary and the collective-agreement allowances, and the allowed fuel and km (a percentage of turnover and a number of km per euro billed; extra km are deducted from the variable pay). It is the same calculation the office makes in Payroll, with the trips the database attributes to them (the car's trips while they were driving).

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1. 1
   In your box and To deposit: what they have to deposit if it exceeds the maximum (here, €100).
2. 2
   Cash collected in 90 days and the last hand-over.
3. 3
   How to deposit it: with their deposit card (the office reconciles it by its last 4 digits). See Cash.

#Requests

In Requests the driver does what used to be a piece of paper or a phone call: upload an expense (the photo of the receipt for a car wash, parking or a toll they paid themselves), report an incident (a breakdown, damage, a lost item), file an accident report with the joint report and photos, and request holidays or days off. Below are their fines, their expenses, their incidents and their holidays and days off, each with its status.

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1. 1
   Add an expense: photo of the receipt, what was paid, amount and date. Administration reviews it in Expenses.
2. 2
   Report an issue and Accident report: they reach Incidents and Claims.
3. 3
   Request holiday or days off: HR reviews it against the rota.
4. 4
   Their fines: the one the office passes on to them, with Respond.

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1. 1
   How much of the fine the office passes on.
2. 2
   The details: offence, date and time, place, number plate, case number, rule, amount and when they were identified as the driver.
3. 3
   Accept the fine (deducted from the variable pay) or I don't agree, explaining why.

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1. 1
   What they ask for: holidays, personal days, paid leave or training.
2. 2
   Which days (at most 45 in a row, never past days) and the reason, optional.

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1. 1
   First, if anyone is hurt or in danger, call 112.
2. 2
   When, where and what happened (collision, rear-end, side impact, parking, glass, vandalism, theft, pedestrian).
3. 3
   The other vehicle (number plate and insurer), whether the joint accident report has been filled in (with its photo) and whether anyone is injured.

#Signatures

In Signatures are the documents the driver has to sign —their car's assignment declaration, the legal notices (geolocation, video surveillance, data processing, use of devices) and debt acknowledgements (RD)— and those already signed. They are signed with a finger on the screen, after ticking «I have read the document and agree». The signature stores the moment and the text's SHA-256 fingerprint: proof of exactly what was signed.

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1. 1
   To sign: a legal notice and a debt acknowledgement, with Read and sign.
2. 2
   Signed: each with its date, its version and the start of its fingerprint.

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1. 1
   What is stored on signing: the signature, the moment and the text's fingerprint.
2. 2
   The whole text: here, €180 for damage to the bumper, deducted in 3 instalments from the variable pay.
3. 3
   I have read the document and agree must be ticked for Sign to become active.

#Working time

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1. 1
   The month (previous ones with the arrows).
2. 2
   Download record: their monthly record as a PDF, the same one the company shows the Labour Inspectorate.
3. 3
   Days worked, working hours, attendance hours and breaks for the month.
4. 4
   Record intact: their clock-ins for the month keep their fingerprint. And the warnings (here, a day with more than 10 h of work).
5. 5
   Each day, with its start, its end, the work and the time online on the platforms.

#Tips

• Always clock in from your phone, when you get in and out of the car: the record is proof of your hours.
• Check the car and take the photos at the start: if damage appears, it shows who had the car before.
• Look at the simulated payslip mid-month: it tells you how much is left to reach the next band.
• Upload receipts the same day: with a sharp photo, the amount and date are read automatically.

An owner is whoever provides the car and the VTC licence (or the taxi licence) and hires the drivers; the fleet manager (Alcora Movilidad) runs the operation on their behalf and each month settles with them what their cars produced minus the costs and the management fee. My investment is their portal: full screen, only with what is theirs, filtered by the database according to the owner linked to their user.

It has five tabs: Summary, Vehicles (their cars and drivers), Settlements (each month's accounts and the management invoices), Fleet (compliance, fines and claims) and Documents. Lucía Romero, the demo owner, has three VTC cars and six drivers.

#Summary

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1. 1
   What is pending: here, the September settlement, issued and awaiting her approval. Review opens it.
2. 2
   Her cars' net this month, with the change against the same days of the previous month (details below).
3. 3
   Last result: what she was left with in the last settled month, with the change against the previous month and its status.
4. 4
   Her vehicles (how many in service) and her drivers under contract.
5. 5
   Recent months: net (bars) and result (line) for each month.
6. 6
   Net by platform this month.
7. 7
   Things to note: a policy about to expire, an old-model VTC badge, an open claim…
8. 8
   Your cars this month, with their net and trend.

#Vehicles and drivers

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1. 1
   Each car: number plate, model, km, status and its drivers (D, day shift; N, night shift).
2. 2
   Net this month with its trips and the margin of the last settled month, with its trend.
3. 3
   Its papers: MOT, insurance and licence endorsement, green if in order and amber if expiring soon.
4. 4
   Her drivers: car and shift, contract type and seniority, earnings this month and their rating.

Each car opens its record with production by platform and driver, the month's costs, its documentation, its workshop history and its claims. The drivers' personal data the owner sees are those of their contract with her.

#Settlements and invoices

Each month the fleet manager calculates each owner's settlement: the net revenue of their cars (what the platforms pay after their commission), minus the costs (their drivers' payroll and Social Security, fuel and charging, workshop, insurance, renting, fines not passed on and other expenses) and the management fee. The result is what the owner keeps. The settlement is issued, the owner gives their approval (or calls the fleet manager if in doubt) and it is paid. It comes with the management invoice for the fee.

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1. 1
   Settlements and management Invoices.
2. 2
   Each month: net revenue, costs, fee and result, and its status (here, awaiting your approval).
3. 3
   The earlier ones, paid.

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1. 1
   What to do: review the breakdown and approve it, or call the fleet manager first.
2. 2
   Net revenue, costs and fee and result, with the change against the previous month.
3. 3
   The breakdown: gross revenue, platform commissions, payroll and Social Security, fuel, workshop, insurance, renting, other expenses and the management fee.
4. 4
   By vehicle: the same, car by car.
5. 5
   The settlement PDF and Approve.

#Fleet: compliance, fines and claims

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1. 1
   Compliance, Fines and Claims for her cars.
2. 2
   Points in order, to review soon and to resolve.
3. 3
   Your fleet: drivers with a VTC driver permit, signed contracts, drivers against licences and adapted vehicles (PRM).
4. 4
   Each vehicle: MOT, insurance with passenger liability, licence and endorsement, VTC plate… each point with its ⓘ and the rule that requires it.

In Fines she sees those of her cars with the identified driver and whether they have been passed on; in Claims, those of her fleet with their status. In Documents, what the fleet manager shares with her (contracts, policies, invoices, settlements).

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1. 1
   On the phone, the tabs are at the bottom.

On the phone, My investment is the same: the summary in one column and the tabs at the bottom. Settlements are reviewed and accepted the same way.

The owner sees nothing of other owners or of the fleet manager: no cars, drivers or amounts. The database filters it.

#Tips

• Review the settlement as soon as the notification arrives: until you approve it, it is not paid.
• Look at «Things to note»: a policy about to expire or an old-model VTC badge affect how much your cars can work.
• Compare each car's margin in Vehicles: a car with a lot of workshop time or few trips stands out at once.

The rota is how the fleet is shared out among the drivers. In a VTC (vehículos de turismo con conductor, private hire cars that work with Uber, Bolt, Cabify, FREENOW or client bookings) and taxi fleet manager, each car goes out on one or two shifts a day and each shift is driven by one driver. FleetPilot organises it in four pieces:

• Shifts: the schedule templates. In the demo, D (day, 06:00 to 16:00), N (night, 16:00 to 02:00), C (full, 08:00 to 18:00) and, for taxis, TD and TN. A double-shift car has a day driver and a night driver; a single-shift car, just one.
• Assignments: the regular driver of a car on a shift from a date, with the days they have off each week (usually two in a row) and the assignment declaration the driver signs. They are kept with their history: each change closes the previous one.
• Absences: holidays, IT (incapacidad temporal, sick leave), leave, personal days, unjustified absences, suspensions and training. The driver requests them from My shift or the office records them, and they are approved here.
• Covers: a one-day change. When the regular driver has the day off or is absent, another driver takes the car for that shift: a relief driver (a driver without a regular car who covers days off and absences; each one is always on days or always on nights) or a colleague who is not working that day. A cover without a driver leaves the car off road for that shift.

What matters is what comes next: every event is attributed to whoever had the car at that moment. An Uber trip, a card refuel, a GPS journey or a fine is charged to the driver covering that day or, if there is none, to the assigned one. That is why the rota feeds each driver's production (Production), their variable pay (Payroll), the identification of a fine's driver (Fines) and the cross-checks in Discrepancies.

#The week's rota

Opening Rota shows the current week: each row is a car on a shift and each column, a day. In each cell, who drives. It is traffic's working screen: at a glance you see covered shifts, covers and gaps (shifts nobody drives).

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1. 1
   The five views: Week, Month, Assignments, Absences and Shifts.
2. 2
   Covered today: of today's shifts, how many have a driver (the regular one or the cover). The difference is today's gaps.
3. 3
   Gaps: shifts from today onwards this week with no driver. Tapping it turns on Gaps only.
4. 4
   The week's Covers, Absences leaving shifts to cover, absence Requests to approve (leads to the Absences tab) and cars in service Without a driver on any shift.
5. 5
   The week shown, with its number: the arrows go to the previous or next one and Today returns to the current one.
6. 6
   The search box (number plate, model, owner or driver name) and, with several branches, the Branch.
7. 7
   Gaps only leaves only the cars with a shift to cover. The ⓘ next to it explains the colours.
8. 8
   A cover (teal, with arrows): José L. is driving the Lexus today for the regular, Nelson G., who has the day off.
9. 9
   A gap (red): Miguel N., the night regular, has the day off and nobody covers.

Today's column is highlighted. Each car takes as many rows as it has shifts that week; a car with no assignment shows in one row with «—» as the shift and the cell «No driver».

#What you can do from a cell

Tap any cell from today onwards and the action sheet for that car, shift and day opens. What it offers depends on the cell and your profile (without «Assign» you can only view).

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1. 1
   The car, the shift, the day and why it is like this: «Miguel N. day off · uncovered».
2. 2
   Cover this day: choose who takes the car on that shift (in a cell with a driver it says Change the driver for this day).
3. 3
   View the assignment opens the regular driver's assignment record.
4. 4
   View the regular driver (Miguel N.) opens their driver record; View the car, the vehicle's.

Depending on the cell, the sheet also offers Change or remove the cover (on a cover or an off-road car), Assign a regular driver (on a car with no driver on that shift), View the absence or View the absence request. On a past day there are no change actions: what happened is already attributed.

#Covering a gap

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1. 1
   Why it needs covering: the regular has the day off (or is absent, or the car has no regular driver).
2. 2
   To search by name, code or number plate among the drivers under contract in the car's branch.
3. 3
   First, the free relief drivers. In amber, «another employer»: their contract is with another owner (here, Alcora itself, T-001, and the car belongs to T-002).
4. 4
   Then, regular drivers of other cars («regular on 4016 NFN · D»). Those already working that day or absent appear at the end, dimmed, and cannot be chosen.
5. 5
   The cover's reason; if left empty, FleetPilot records «Regular driver's day off» or «Regular driver's absence».
6. 6
   Keep the car off the road: the car does not go out that shift (it records «The car does not go out this shift»).
7. 7
   Cover saves the cover (not tapped in the screenshot).

To undo a cover, tap the cell and choose Change or remove the cover: the same dialog shows Remove the cover, which gives the shift back to the regular driver (or leaves it as a gap if they have the day off).

#The month at a glance

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1. 1
   The month: the arrows go to the previous or next one.
2. 2
   The search box, the branch and Gaps only, as in the week.
3. 3
   The month's gaps, from today onwards (past days do not count).
4. 4
   Today, framed. Each square carries the initials of whoever drives: blue for the regular, dark teal for a cover.
5. 5
   A gap («!» in red). «P» is an off-road car and «T», in the workshop. Hover over it to see the details or tap the square for its actions.

The month is for planning: where uncovered days off pile up, which weeks have approved holidays and which cars are left without a driver. Covers are usually set a few days ahead, which is why the following weeks show full of «!» until traffic covers them.

#Assignments

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1. 1
   Active: assignments in force right now. A double-shift car has two.
2. 2
   Without declaration: active ones whose assignment declaration the driver has not signed. Tapping it filters the list.
3. 3
   Without day off: active ones with no days off; the rota counts them all seven days and does not show their gaps.
4. 4
   Changes this month: assignments that started this month (new hires, car or shift changes, handovers).
5. 5
   The filters: Active, Declaration pending, No days off, Ended (the history) and All.
6. 6
   Period: from when to when, with the reason it ended («Reassignment», «Termination»…) if it has ended.
7. 7
   Declaration: signed or pending (only for active ones).
8. 8
   New assignment: a regular driver for a car and shift (with «Assign»).

Each row is an assignment: the driver, the vehicle (number plate and model), the car's owner, the shift with its time slot, the day off (M, T, W, T, F, S, S) and the period. Assignments are never deleted: when a driver changes car or leaves the company, theirs is closed with a date and time and stays in Ended. That way you can always tell who had a car on any past day.

#An assignment's record

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1. 1
   Number plate and shift, the status (Active or Ended), the driver, the car, the owner and the period.
2. 2
   Change days off and End the assignment (with «Assign»).
3. 3
   Summary, Next days (the next 14, cell by cell) and Documents (the signed declaration's PDF).
4. 4
   The warning: without the signed declaration, identifying a fine's driver depends only on the rota and the trips.
5. 5
   Assignment: driver, vehicle, owner, shift with its time slot, day off, from and until (date and time) and who created it.
6. 6
   Assignment declaration: pending or signed (with the signature and time). PDF generates it and Sign opens the on-screen signature for the driver.

The assignment declaration is the document in which the driver declares that they are the regular driver of that car on their shift from that date, except for days off, absences or covers, and that they are liable for the offences they commit. It is signed on the office screen with Sign (or by the driver in My shift); the signed PDF is saved automatically in Documents. If a fine arrives for that car during their shift, identifying them leaves no doubt (see Fines).

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1. 1
   An uncovered day off: marked as a Gap.
2. 2
   An uncovered absence day («sick leave»).
3. 3
   A covered day: Ramón Muñoz García drives it.

Each row of Next days can be tapped to cover or change that day, with the same dialog as from the week.

#Assigning a regular driver

New assignment (in the Assignments tab, in the top bar's Create button or, with the car and shift already set, from the week's «No driver» cell with Assign a regular driver) opens the assign dialog. As you choose, FleetPilot checks the rules with the database and shows you the result before saving.

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1. 1
   Driver and vehicle: chosen by searching by name, code or number plate.
2. 2
   The shift (only active ones).
3. 3
   From (date and time): today, at the current time; a future day, one hour before the shift. Past dates are not allowed.
4. 4
   Days off each week (up to four): on those days the shift is left as a gap to cover.
5. 5
   A blocker (in red): the car belongs to T-003 and the driver only has a contract with T-001.
6. 6
   An informative note (blue): on saving, the current assignment for that car and shift (Adrián Cortés) would close at the same instant.
7. 7
   Assign only becomes active without blockers; on the left, how many there are.

The check goes through, in this order: that the driver is under contract, that they have a contract in force (signed) on that date, that the car belongs to their employer, that the car is available (not retired or off road; in the workshop it only warns), the MOT (ITV, vehicle technical inspection) and insurance in force, the driver's qualifications (ID or NIE, driving licence, VTC driver permit in Madrid and a sex offences certificate less than a year old: they warn, they do not block), what is going to be closed (the driver's current assignment and the car's on that shift), that no future assignments overlap and whether the driver has an approved absence in progress. Green ones are fine, amber ones warn, blue ones inform and red ones block. If you do not tick any day off, a warning reminds you the rota will count all seven days.

To end an assignment without giving the car to someone else (the driver leaves, the car is taken off the road), open its record, tap More options → End the assignment, enter the date, time and reason, and tap End. From then on the shift has no regular driver; what happened before stays attributed to the driver. Terminating a driver from Drivers closes their assignments, covers and future absences.

#Absences

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1. 1
   To approve: requests awaiting an answer. A request does not leave a gap until it is approved.
2. 2
   Absent today: drivers with an approved absence that includes today.
3. 3
   On sick leave (IT) today. The reason is health data.
4. 4
   Holidays (30 days): approved holidays starting in the next month, to plan who covers.
5. 5
   The filters: To approve, In progress, Upcoming, Past, Rejected and cancelled and All.
6. 6
   A request: driver, number (AU-…), type, period, calendar days and status.
7. 7
   Approve and Reject from the row itself (with «Assign» or «Manage contracts»).
8. 8
   New absence: record an absence for a driver.

When approved, the driver gets a notification and from then on their shifts on those days show in the rota as gaps («Uncovered · Holidays»…) until someone covers them. When rejected (with confirmation) they are also notified. An approved absence can be cancelled from its record: the driver counts in the rota again on those days.

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1. 1
   Number, status, type, driver, period and calendar days.
2. 2
   Summary and Affected shifts: their car's shifts on those days and who drives them (tap one to cover it).
3. 3
   How many of the absence's shifts are still uncovered.
4. 4
   The absence details. The Reason (health data) is only visible with «Health data»; Nuria sees the padlock.
5. 5
   Cancel the absence (with confirmation). For a request, Approve and Reject also appear, and the pencil to edit it.

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1. 1
   The driver (already set if opened from their record in Drivers).
2. 2
   Type: holidays, sick leave, paid leave, personal days, unjustified absence, suspension of employment or training.
3. 3
   From and To, both included. Calendar days are counted below.
4. 4
   Reason (health data): only appears with «Health data». For sick leave the diagnosis is not needed.
5. 5
   Record it as approved: for what arrives another way (a sick note, a leave). Otherwise it stays as a request.
6. 6
   Save (not tapped in the screenshot).

#Shift templates

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1. 1
   Code (one to four letters or digits: D, N, C, TD…) and name.
2. 2
   Start and end time: if the end is earlier than the start, the shift ends the next day.
3. 3
   Days the shift runs; the others show greyed out in the rota («No shift that day»).
4. 4
   Colour, order in the rota and Active: inactive ones are not offered when assigning.
5. 5
   The shift's hours and whether it crosses midnight. If it exceeds the maximum daily working time in Settings, it warns.

The Shifts tab lists the templates with their time slot, hours, the days they run and how many active assignments each has. With «Assign» they are created with New shift and changed by tapping their row. A shift that crosses midnight belongs to the day it starts: a trip at 01:30 on Sunday belongs to Saturday's night shift (and to Saturday's cover, if any).

#A branch's rota

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1. 1
   The indicators only count his branch's shifts.
2. 2
   No Branch drop-down: Sergio only sees Málaga.
3. 3
   The cars of Málaga's owners. To cover, only drivers from the AGP branch are offered.

#Tips

• Start the day with Gaps only. The week's Gaps indicator is your to-do list: each gap today is a car that does not go out.
• Always record covers, even if it is a verbal swap between colleagues: otherwise that day's trips, fuel card and fines are charged to the regular driver.
• Do not chain a night with the next morning. FleetPilot does not prevent it when covering; Working time and Discrepancies flag it afterwards as insufficient rest.
• Set the day off on every assignment. Without it the rota counts all seven days and does not show you the gaps.
• Sign the declaration the same day as the assignment. The Without declaration indicator should be at zero.
• Approve holidays early and look at Holidays (30 days) to plan the relief drivers.
• To move a driver to another car, use New assignment: it closes the previous one at the same instant and leaves no overlaps or gaps in attribution.

Besides platform trips, a VTC fleet manager runs services for business clients: a hotel asking for an airport transfer, a law firm hiring a car by the hour, an agency with a group. Bookings records those services: the client, pick-up and destination, date and time, the flight (to follow its delay), the passengers, the vehicle requirement (standard, premium, minivan, PRM-adapted —for persons with reduced mobility—, electric…) and the agreed price excluding VAT. Then the car and driver are assigned, the service is notified to the Ministry register before it starts and, once done, it is invoiced to the client at the end of the month from Invoicing.

It has three tabs: Bookings (the list), Calendar (the week) and Clients (their records and terms).

#The list of bookings

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1. 1
   Today and 7 days: bookings with pick-up today and over the next week (excluding cancelled ones).
2. 2
   Unassigned: pending, with no car or driver, picking up within the next 48 hours. They need assigning now.
3. 3
   Not notified: assigned but not yet notified to the VTC service register. Starting without notifying is a very serious offence.
4. 4
   Completed this month with their amount excluding VAT (with «See revenue») and Cancelled or client no-show.
5. 5
   The search box: number, client, origin, destination, flight, number plate or driver. Below, the filters by status.
6. 6
   The assigned car and driver and the status in the VTC register (notified, not notified, cancelled).
7. 7
   New booking (also from Create, at the top).

#A booking's record

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1. 1
   Number, branch, status and client, with the date and route.
2. 2
   Date, time, passengers and price excluding VAT.
3. 3
   Route: pick-up, destination, type (transfer, by the hour, event…) and the planned pick-up and end times.
4. 4
   Passenger and requirements: the name for the sign (not sent to the register), their phone (with «Contact data»), the passengers and the vehicle requirement.
5. 5
   Car and driver with Change (or Assign if it has none yet).
6. 6
   The client with their terms: payment days and discount.

12

1. 1
   How many cars meet everything out of those available, and Show all to see the others too.
2. 2
   Each car with its driver on shift (N, night; D, day), the model, the seats and the owner, and whether it is electric or PRM-adapted.

#Notifying the VTC service register

Every VTC service is notified electronically to the Ministry of Transport register before it starts: the hiring company and its tax ID, the intermediary, the place and date of the contract, the place and time of the start, the end date and the number plate. No passenger data. The booking's VTC register tab holds the notifications made and the buttons to notify the booking, a change, the start or the cancellation. In the demo, notification is simulated with the shape of the official web service (see Simulated integrations).

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1. 1
   What is notified and when (RD 785/2021): no passenger data. In Madrid, if it cannot be notified, the route sheet justifies it.
2. 2
   Report an amendment, Report the start or Annul in the register.
3. 3
   Each notification with its register reference, date and result (Notified).

#New booking, calendar and clients

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1. 1
   The client (searched by name or code) and the branch that will do the service.
2. 2
   The type (transfer, by the hour, event…), the hours booked if by the hour, the date and the time.
3. 3
   Pick-up and destination.
4. 4
   The flight, to follow its delay on an airport pick-up, and the passengers.
5. 5
   The vehicle requirement: it decides which cars are proposed when assigning.
6. 6
   The price excluding VAT (the client's discount is applied on the invoice).

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1. 1
   The week (the others with the arrows) and the total number of bookings.
2. 2
   Today, highlighted.
3. 3
   Each booking in green if assigned or done, in amber if pending. Tap it to open its record.

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1. 1
   Active clients, upcoming bookings, amount invoiced in 12 months and outstanding.
2. 2
   Filters: active, with outstanding amounts, with overdue invoices, inactive.
3. 3
   Each client's payment days, discount, bookings, invoiced and outstanding.

#Tips

• Assign early: the «Unassigned» indicator only looks 48 hours ahead.
• Notify as soon as you assign: if you then change the car, notify the change.
• Add the flight to airport pick-ups: the driver sees the delay.

Each car carries a telematics unit (GPS) that sends its position, its speed, whether the engine is on and driving events (harsh braking, harsh acceleration, speeding). The Live map plots them on the map in the colour of their status and, alongside, lists the fleet with the current driver: the one covering that day or, if none, the one whose assignment shift includes that time (the same attribution rule the whole app uses: every event is attributed to whoever had the car at that moment).

In the demo the telematics are simulated with the API shape of a real provider (see Simulated integrations), and the data runs up to 06:45 each morning.

The Live map has two tabs:

• Fleet: the picture right now. Where each car is, who is driving it and, when you tap it, its route of the day.
• Trips: the history. The trips of every platform (Uber, Bolt, Cabify, FREENOW, taxi and direct bookings) in a period and, when you pick one, the route the car followed, coloured by speed, with its harsh acceleration, braking, cornering and speeding, the speed chart with the road speed limit and who was driving.

#The fleet on the map

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1. 1
   The two tabs of the Live map: Fleet (right now) and Trips (a period's trips with their route).
2. 2
   The count by status: on a trip (with a passenger or on the way to pick one up), free, idle (engine on, not moving) and switched off.
3. 3
   Each car in its place, in the colour of its status. Tap it to see its card and route.
4. 4
   The controls: points of interest (airports, stations, the ZBE —low-emission zone—), number plates and names on the map, fit all cars, zoom in and zoom out.
5. 5
   The list's search box and the filters by branch and by platform.
6. 6
   The statuses as filters: tap one to see only those cars.
7. 7
   Each car in the list: number plate, model, current driver with their shift, status, speed and how long ago its last position arrived.
8. 8
   When the map was updated and when the last signal arrived.

#A car's route for the day

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1. 1
   The car with its number plate and owner, and the arrow to go back to the list.
2. 2
   Its status (telematics, availability and car status), the current driver, the shift, the last trip, today's trips and km, the speed, the odometer and the last position.
3. 3
   Shortcuts to the vehicle record and the driver record.
4. 4
   The route drawn on the map: each trip follows the actual route recorded by telematics, street by street.
5. 5
   Route of the day: today, yesterday or another day, with km, journeys, trips, the percentage with a passenger and events.
6. 6
   The legend: journey with a trip (green: it matches a trip on some platform), without a trip (amber: km with no passenger) and the single positions.

Below, the day's list: each platform trip with its time, route and amount, each telematics journey and each driving event. Km without trips are what later shows up in Discrepancies («km without trips») if over the threshold.

On the map, trips are no longer straight lines between pick-up and drop-off: each trip draws the route the car followed according to telematics (a point every 20–30 seconds and at every turn). To look at a trip in detail —its speed, its events and who was driving—, use the Trips tab.

#Trips: the route of each trip

The Trips tab brings together the trips of every platform that ended in a period, most recent first. They come from Production, each attributed to whoever had the car, and the route comes from telematics (Sherlog, on the Wialon platform). Use it to check a passenger complaint, see which way a long trip went, see how someone drives or explain mileage that does not add up.

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1. 1
   The period: today, yesterday, the last 7 days or a date range (up to three months).
2. 2
   The filters: platform, branch, status (completed, cancelled…), a driver or a car.
3. 3
   Out of range only: only the trips with a driving event above the company thresholds.
4. 4
   The figures for what is filtered: completed trips, km, net to the fleet (with «See revenue») and how many have out-of-range events, with the count by type.
5. 5
   Each trip: platform, pick-up and drop-off time, origin → destination, driver, number plate, km and minutes, and the amount. A red number counts its out-of-range events.
6. 6
   Tap a trip to see its route on the map.

Telematics keeps the route for the last 14 days and only for cars with a unit fitted: older trips appear in the list, but without a map («no route»). A cancelled trip has no route either. The button at the foot of the list loads more trips.

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1. 1
   The legend: the colour of the line by speed (from light blue, slow, to dark blue, fast) and the events out of range (red) or within range (amber).
2. 2
   The pick-up and the first events: a harsh acceleration and a harsh braking. Each circle is an event; tap it to see its value.
3. 3
   A speeding event: 132 km/h on a 100 road for almost five minutes.
4. 4
   Fit route on screen puts the whole route back on screen; with plus and minus you zoom in and out.
5. 5
   The speed chart: the line is the car's speed and the dashed one, the road speed limit. The peaks above it are the speeding; hover to see the time, the speed and where it was.
6. 6
   The pick-up and drop-off with their time, the distance, the duration, the average and top speed, and how many events are out of range.
7. 7
   The trip's driving events with their value, the company threshold and whether they are out of range.
8. 8
   Who was driving and why the trip is attributed to them (further down, when you scroll).

At the top of the panel, the arrow goes back to the list with the same filters. The events in the list and the circles on the map are the same: tap one and the map goes to that point. Below the figures box, «According to telematics» gives the km the car drove according to GPS and how many points the route has (they may not quite match the distance the platform reports).

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1. 1
   Who was driving: the driver (tap to open their record) and the rule by which the trip is attributed to them: the day's cover, the shift assignment, a manual reassignment or their platform account.
2. 2
   The telematics check: who had the car according to the rota when the route started. If it does not match, an amber warning appears.
3. 3
   The car (tap to open its record), its model and owner, the branch and the payment method.
4. 4
   The amounts (with «See revenue»): gross including VAT, the platform commission, net to the fleet, the tip and the toll.
5. 5
   Trip record: the detail in Production, with the explanation of the attribution and the reassignment.

You can also get here from Production: each trip record has the See route on the map button, which opens this tab with the trip already selected. And from the list, with Out of range only and a driver, you can see at a glance their trips with harsh braking or speeding.

In Trips, without «See location» you see the list of trips with their driver, car, distance and duration, but not the route or the driving events. Amounts, only with «See revenue».

#Tips

• Filter by «Free» to see which cars can take an urgent booking.
• Turn on the points of interest to see the airport queue or the ZBE.
• Check the km without trips of the cars with the most amber: they usually explain a discrepancy.
• Look at Trips → Last 7 days with «Out of range only» once a week: the drivers who come up most often are the first ones to talk to.

An incident is anything that happens to a car or a service and needs dealing with: a breakdown (it will not start, a warning light on), damage to the vehicle (a loose mirror), a client complaint (late arrival, bad route), an item left behind by a passenger, cleaning or an accident. Drivers open them from My shift (with photos) and so does the office. Each has a priority (low, medium, high, urgent), a status (open, in progress, resolved, discarded) and, if needed, an assigned person. Breakdowns and damage go to the Workshop as an order; accidents, to Claims.

#The list of incidents

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1. 1
   Open: not closed (open or in progress).
2. 2
   Urgent and high and unassigned: the first thing to look at.
3. 3
   Items in custody: left behind by passengers and not yet returned. Next to it, the average resolution time (30 days).
4. 4
   Filters by type, priority, origin (driver, office, client, platform), vehicle and driver.
5. 5
   The views with their count: open, urgent and high, unassigned, assigned to me, breakdowns and damage, complaints, lost items, resolved and discarded.
6. 6
   The origin, the priority and who it is assigned to.
7. 7
   New incident (also from Create).

#The record and what you do with it

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1. 1
   Number, type and status, the short description, when, the origin and who opened it.
2. 2
   Priority, status, how long it has been open and who it is assigned to.
3. 3
   The incident: type, priority, origin, date and description.
4. 4
   The vehicle and the driver who had it (attributed by the time), with its branch.
5. 5
   Resolve (with what was done), Assign to someone, Send to workshop (creates the order), Open a claim or Dismiss.

Depending on the type, the record has its own block: for a complaint, who complains, their contact (with «Contact data»), the platform or the booking, the reason and the reply to the client; for a lost item, what it is, where it is kept and, when it is returned, to whom, how (at the branch, via the driver, by courier or through the platform) and when.

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1. 1
   The complaint: the client, their contact (hidden without «Contact data»), the platform, the trip reference, the reason and the reply.
2. 2
   Reply to customer records the reply given.

If the job is done in the in-house workshop, book it from Workshop → Appointments with the incident as its source: the appointment creates its scheduled order linked to the incident and notifies the car's drivers.

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1. 1
   A search box for types.
2. 2
   Each type with its explanation: breakdown, damage to the vehicle, client complaint, lost item, cleaning, accident or other. Then the car, the description and the priority are requested.

#Tips

• Assign every incident to someone: the «Assigned to me» view is each person's to-do list.
• Always answer complaints and record it: if the client calls again, the reply is on the record.
• Record the hand-over of lost items: who took it and when.

Vehicles is the register of the fleet managed by Alcora Movilidad: the VTC cars (vehículos de turismo con conductor, the private hire cars that work with Uber, Bolt, Cabify, FREENOW or client bookings) and the taxis of Madrid's licence holders. Each car belongs to an owner (the self-employed person or company that contributes it together with the licence) and sits in that owner's branch (Madrid or Málaga). For each one FleetPilot keeps:

• Its identification: number plate, chassis number (the 17-character VIN), make, model, version, colour, date of first registration and service (VTC or taxi).
• Its technical data: fuel, the DGT environmental label (Dirección General de Tráfico, the Spanish traffic authority: ZERO, ECO, C, B or no label), seats, whether it is adapted for PRM (persons with reduced mobility), length, fiscal horsepower in CVF (caballos fiscales), tank, battery and reference consumption.
• Whether it meets the vehicle requirements that the ROTT (Reglamento de la Ley de Ordenación de los Transportes Terrestres, the land transport regulation) sets for a VTC, or the taxi's maximum age.
• The owner and tenure (owned, renting, leasing or loaned), the leasing company, the monthly fee and the contract end.
• The VTC licence or taxi licence it is attached to (see Licences) and the policy covering it today (see Insurance).
• The MOT (ITV, Inspección Técnica de Vehículos, the vehicle technical inspection): the last one, its result and the next one; for taxis, also the taximeter and its annual verification.
• The mileage, which arrives automatically from telematics (the car's GPS unit) or is entered by hand and in each workshop order.
• What it does each month: trips, income, costs and margin, with the drivers who have driven it.

From a car's record you can reach everything that hangs from it: its drivers (Rota), its workshop (Workshop), its claims (Claims), its fines (Fines), its cards and expenses.

#The vehicle list

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1. 1
   In service: cars working out of all those not retired («64 / 68»). Next to it, In workshop, Off road and No driver. Each indicator can be tapped to filter the list, and its ⓘ explains where the figure comes from.
2. 2
   No driver: in-service cars that currently have no assignment on any shift. That is lost production: assign them a driver in the Rota.
3. 3
   MOT expired or due: MOT expired, without a date or expiring within the expiry warning period set in Settings. «7 · 1 expired» means seven to review, one already expired.
4. 4
   Uninsured: in-service, in-workshop or off-road cars that are not on any policy in force today. Next to it, the fleet's average age and the ECO and ZERO share.
5. 5
   The search box: by number plate (with or without a space), VIN, make, model, owner, licence, policy, driver, telematics unit or taximeter number.
6. 6
   The filters with their counts: Active, In service, In workshop, Off road & onboarding, No driver, MOT to review, Insurance to review, Requirements, Maintenance, VTC, Taxis and Cancelled (the row scrolls sideways).
7. 7
   The MOT and Insurance columns: the status (valid, expiring soon, expired) with the date and how long is left. The row of a car with an expired MOT or no insurance is shown in light red.
8. 8
   New vehicle creates a car (with «Edit vehicles»). To its left, Filters (branch, owner, fuel and label) and Export CSV.

Each row shows the vehicle (the plate with the environmental label, an icon if it is a taxi or PRM-adapted, the make, the model and its age), the owner with their code, their branch and the tenure, the status (with the reason if it is not in service), the drivers assigned to it (with their shift in brackets), the MOT, the insurance, the mileage and, if your profile sees revenue, the month's net with its trips. Tap a column header to sort by it.

The Filters button (the one with the sliders) adds four filters that combine with those in the row: Branch (only if you see both), Owner, Fuel and Environmental label; the number on the button says how many are set and Clear filters removes them.

#Reviewing MOTs about to expire

Once a week, or when the Dashboard warns about an MOT, tap the MOT expired or due indicator (or the MOT to review filter). The warning appears with the notice period of Expiry warning in Settings.

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1. 1
   The MOT to review filter, active.
2. 2
   Taxi 4749 LJN is in the workshop: its clutch is being replaced before the MOT.
3. 3
   Its MOT expired on 7 October: until it passes, it cannot be driven or assigned to any driver.
4. 4
   The Skoda Superb 9373 KRR has it on the 19th: expiring soon. Its MOT order is already scheduled in Workshop.

#A vehicle's record

Tapping a row opens the car's record on the right. At the top, the owner, the branch and the service, the status, the number plate with the make and model, and the buttons to edit it and for the other actions (More options). Below, the tabs: Summary, Drivers, Production & profitability, Workshop, Claims, Fines, Expenses & cards, Documents and, with the «See audit log» permission, Changes.

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1. 1
   Owner, branch and service; the car's status; the number plate, make and model; and below, the version, colour, age and owner.
2. 2
   The pencil (Edit) opens the vehicle form.
3. 3
   More options: change the status, record the MOT, update the mileage, verify the taximeter, open a workshop order, an inspection or a claim.
4. 4
   The tabs, with their counts: drivers with an assignment in force, open workshop orders, claims and fines.
5. 5
   The key figures: mileage, next MOT, insured until, trips this month and, with «See revenue», the month's net.
6. 6
   Identification: number plate, VIN, make and model, colour, first registration (with its age), service and branch.
7. 7
   Technical data: fuel, environmental label (here C, a Euro 6 diesel), seats, PRM, length, fiscal horsepower, tank and reference consumption (used to detect abnormal refuels).
8. 8
   VTC vehicle requirements (ROTT art. 181.2): seats, power, length and age, each with the car's figure. This one complies and stops meeting the age requirement on 25-8-2029.

If something is not in order, the record says so in a warning below the figures: the car off road or in workshop (with the reason), the MOT expired, uninsured, a VTC without a licence attached, that it does not meet the requirements or that it has maintenance overdue.

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1. 1
   Owner and tenure: who contributes the car (tap to open the owner) and how they hold it. The leasing fee and the purchase value only appear with «See costs».
2. 2
   Licence: the VTC licence it is attached to (tap it to open it), its status, the endorsement (visado) and the badge.
3. 3
   Insurance: the policy covering it today, the type, the expiry and the cover. If passenger liability is missing, a red warning appears.
4. 4
   MOT: the last one (15-12-2025, passed) and the next one (19-10-2026, expiring soon). The bar runs from one MOT to the next.
5. 5
   Record enters the new MOT (with «Edit vehicles»).
6. 6
   The frequency in RD 920/2017 would propose 15-12-2027, but the date on the MOT card prevails: FleetPilot only proposes.
7. 7
   Mileage & telematics: the mileage and its last reading, the month's mileage in service, the GPS unit, the next maintenance and the last inspection.

#A taxi in the workshop

Taxis have the same record with three differences: the requirements are only the maximum age (10 years in Madrid), the licence is a taxi licence (municipal, without the ROTT's two-yearly endorsement) and there is one more card, the taximeter.

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1. 1
   A taxi (TAXI in the top line and the car icon) with status In workshop.
2. 2
   The reason for the status: set by the workshop order on check-in (or by whoever changes the status by hand).
3. 3
   The expired MOT warning: the car cannot be driven or assigned until the new one is recorded.
4. 4
   Taxi requirements: up to 10 years old (Decree 74/2005, art. 20). This one stops qualifying on 4-11-2031.
5. 5
   An LPG taxi: FleetPilot proposed the ECO label because of the fuel.
6. 6
   The Fines tab with its two fines: each attributed to whoever was driving the car at that moment.

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1. 1
   The taxi licence it is attached to. The endorsement shows «No date»: taxi licences do not have the ROTT's two-yearly endorsement.
2. 2
   A taxi's MOT: annual up to 5 years old and every six months from 5 years (RD 920/2017, art. 6.1).
3. 3
   Taximeter: its number, the last verification and the next one, which here is expiring soon. Verification is annual and after every fare change.

#The car's drivers

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1. 1
   The Drivers tab, with how many assignments in force the car has.
2. 2
   Each assignment in force: the driver, the shift with its time slot, since when and whether they signed the assignment declaration. Tap it to open it in the Rota.
3. 3
   The covers for the next few days: who drives the car when the regular driver has the day off or is absent.
4. 4
   The day, the shift (D, day; N, night), the covering driver and the reason.

Further down is the History: assignments already ended, with their end date and the reason (reassignment, driver termination, vehicle retirement…). With all this FleetPilot knows who had the car at every instant and attributes to that person each trip, refuel, journey, fine or claim: the day's cover prevails over the shift's assignment.

#Production and profitability

The Production & profitability tab answers two questions: what the car is doing this month and how much it leaves. It is the one management looks at; what you see depends on your profile: with «See revenue», the net euros; with «See costs», the costs; with both, the margin. With neither, only trips and kilometres.

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1. 1
   The month's figures: trips, km in service, net, net per km and the average monthly margin of closed months.
2. 2
   By platform: what the car has done this month on Uber, Bolt, Cabify, FREENOW, direct services or, for a taxi, street hails and the dispatch radio (net and trips).
3. 3
   By driver: who has produced with the car. Besides the two regular drivers, the relief drivers who covered it appear; «Unattributed» are trips that could not be attributed.
4. 4
   Income and costs in recent months: the net (blue), the costs (amber) and the margin line. The current month, highlighted, is incomplete.

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1. 1
   Car profit & loss: one column per month, with the same criteria as the owner's settlement.
2. 2
   Net income: the car's net production with the platforms' incentives.
3. 3
   The costs: fuel and charging from its cards, completed workshop work (excluding what the insurance pays), the monthly premium, the renting or leasing fee, fines not passed on to the driver and other validated expenses.
4. 4
   Margin: income − costs. It is what the car contributes before its drivers' payroll and the management fee.

#The car's workshop, claims, fines and expenses

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1. 1
   The appointments at the in-house workshop from today on, with their bay, mechanic and status (here, to confirm). Tap one to open it.
2. 2
   The car's upcoming maintenance according to the plans in Workshop, by km and by time.
3. 3
   The service is due at 420,000 km (827 to go) and already has its order scheduled: tap it to open it.
4. 4
   Schedule a maintenance job that has no order yet: book it at the in-house workshop or create the order at an external workshop.
5. 5
   The car's workshop orders, with the date, the workshop, the days off road, the work, the status and, with «See costs», the cost.

• Claims: the car's accident reports with the date, the driver, fault, status and, with «See costs», the cost (see Claims).
• Fines: each fine with the identified driver, the authority, the identification status and the amount (see Fines).
• Expenses & cards: the fuel, charging or toll cards that go with the car (others go with the driver), the month's refuels and charges with their anomalies, and the expenses charged to the car (see Fuel cards and Expenses).
• Documents: the technical data sheet, the registration certificate, the MOT card, the leasing contract, photos… Besides the car's own, you see (without being able to change them) those of its licence and its policy.
• Changes: who changed what and when, with the «See audit log» permission (see Audit log).

#The actions in More options

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1. 1
   Change status: in service, in workshop, off road or retired, with the reason.
2. 2
   Record MOT: the inspection, its result and the next one.
3. 3
   Update mileage: an odometer reading (telematics sets it automatically).
4. 4
   Verify taximeter: only on taxis.
5. 5
   New workshop order with the car already filled in (see Workshop).
6. 6
   Book at the in-house workshop: the appointment with its bay, mechanic and scheduled order (see Workshop appointments).
7. 7
   New inspection: the car's 12 photos at a handover, a return or after an incident.
8. 8
   New claim: an accident report (see Claims).

Each option only appears if your profile can do it: changing the status and recording the MOT need «Edit vehicles»; updating the mileage, «Edit vehicles» or «Edit workshop»; verifying the taximeter, «Edit vehicles» or «Edit licences»; the order, the inspection and the in-house workshop appointment, the Workshop section with «Edit workshop» (the inspection also with «Edit claims»); the claim, the Claims section with «Edit claims». A retired car no longer has actions.

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1. 1
   Inspection date: the one on the station's report; it cannot be in the future.
2. 2
   Result: passed, failed (there are defects to fix) or rejected (it cannot be driven except to go to the workshop).
3. 3
   Next MOT: with a failed result, FleetPilot proposes returning within 2 months; with a pass, in a year (a taxi under 5 years old).
4. 4
   The reading's km: they only count if they are more than the current ones.
5. 5
   The frequency that applies: for taxis, annual up to 5 years and every six months from 5; for VTC cars, that of passenger cars.
6. 6
   The result's warning: fix the defects and pass it again within 2 months at most.
7. 7
   Record MOT (not tapped in the screenshot).

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1. 1
   New status: here, Retired.
2. 2
   Reason: required to take it off the road or retire it; it appears in the list and on the record.
3. 3
   Retirement date: only for retirement.
4. 4
   What retirement does: it closes the assignments and cards, removes the car from its policy the following day, detaches it from its licence (which will have 2 months to attach another) and cancels scheduled workshop orders.
5. 5
   Change status (not tapped in the screenshot).

To take a car to the workshop it is better to open a workshop order than to change the status by hand: the order sets it «In workshop» on check-in and returns it to «Operational» on completion, and counts the days off road. Update mileage records an odometer reading; if it is lower than the current one, you have to tick It is a correction (a mistyped reading). Verify taximeter asks for the verification date and, if it has changed, the taximeter number: the next one is set a year later.

#Creating or editing a vehicle

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1. 1
   Plate: the current format, 4 digits and 3 letters without vowels (1234 LMN). It can be written with or without a space.
2. 2
   VIN: 17 characters, without I, O or Q. Plate and VIN cannot be repeated.
3. 3
   First registration: it gives the car's age, the maximum age and the MOT frequency.
4. 4
   Service: VTC or taxi. It changes the requirements checked and the MOT proposed.
5. 5
   Fuel: when you choose it, FleetPilot proposes the environmental label (electric or plug-in, ZERO; hybrid, LPG or natural gas, ECO; the rest, C).
6. 6
   Check the label on the MOT card and change it if it does not match (a Euro 4 or 5 diesel, for example, is B).
7. 7
   Length (in mm) and Fiscal HP (in CVF): without them the VTC requirements cannot be checked.
8. 8
   Owner: who contributes the car and the licence. The car's branch is the owner's.

Further down are the Tenure (owned, renting, leasing or loaned by the owner), the Leasing company, the Contract end, the Monthly fee and the Purchase value (these two, only with «See costs»), and the Devices: the Telematics unit (the GPS unit's identifier at the provider, used to receive positions and mileage automatically) and the Taximeter number (taxis only). When creating a car, the starting Odometer is also requested.

The form checks as you type and warns at the end:

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1. 1
   A conventional hybrid: the ROTT does not list it among alternative energies, so power and length are required as for any combustion car.
2. 2
   4,547 mm and 11.6 CVF: below the 4.60 m and 12 CVF required by the ROTT.
3. 3
   Tenure: with renting or leasing, enter the contract end and FleetPilot will warn 60 days before.
4. 4
   Devices: the telematics unit and the taximeter number.
5. 5
   The warning: with this data it does not meet the VTC requirements (under 12 CVF, under 4.60 m). FleetPilot allows saving, but the car will show as «Does not comply» on its record and in the checks in Licences.
6. 6
   Save (not pressed in the screenshot).

Other form warnings: a plug-in hybrid below the power or length stays «to review» (the ROTT does not mention hybrids: confirm it with the transport authority); if power or length are missing, it asks you to add them; a VTC with label C, B or no label (and not PRM-adapted) reminds you of the Madrid rule (ECO or ZERO); and a renting or leasing contract without an end date asks you to enter it.

A car onboarding created by mistake can be deleted from its form (Delete); once it has had activity, it cannot: it is retired with Change status and keeps its full history.

#What FleetPilot checks

#Tips

• Fill in the fiscal horsepower and length of every VTC from the technical data sheet: without them, the car shows «Data missing» and you cannot tell whether it complies.
• Check the Requirements filter every quarter: cars reaching 10 years appear with 180 days' notice, just enough time to find the replacement and attach it to the licence.
• Use workshop orders instead of changing the status by hand: the car goes in and out of the workshop automatically and the days off road and the cost are recorded.
• Record the MOT on the same day, with the card's date, and attach the report in Documents.
• Check the Drivers column: an in-service car without a driver is a car that does not produce.

To work, each car needs its operating licence:

• The VTC licence (arrendamiento de vehículos con conductor, hire of vehicles with driver), granted by the autonomous region: in the demo, those of the Community of Madrid (28-VTC-…) and those of Andalusia for the Málaga branch (29-VTC-…). It is tied to an owner and to an attached vehicle, which it must have at all times.
• The taxi licence, municipal (LIC-MAD-…), with its municipality or joint service area.

For each one FleetPilot keeps the owner, the attached vehicle and the history of the cars it has had, the scope (autonomous region and municipality), the date granted, the endorsement (visado, the periodic review that the owner still meets the requirements: every two years), the badge the car carries in Madrid (the old 2016 model or the new two-colour 2026 model with a serial number) and the status: valid, in progress, suspended or retired.

The Checks view goes through, with your data, what the regulations require of licences and their cars —attached vehicle, vehicle requirements, ECO or ZERO label and adapted fleet in Madrid, badge, endorsement, drivers per licence and taximeter— and lists what does not comply or needs watching.

#The licence list

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1. 1
   The two views: Licences (the list) and Checks (the regulations). FleetPilot remembers the last one you used.
2. 2
   Valid, by type: VTC licences and taxi licences with status «Valid».
3. 3
   Endorsement to review: endorsements expired or expiring within the expiry warning period (here, two in the coming weeks).
4. 4
   Old badge: Madrid VTC cars still carrying the 2016 badge and the days left until 3-11-2026, when it stops being valid («8 · 24 days»).
5. 5
   No vehicle: valid or in-progress licences without an attached car. Next to it, In progress: those applied for and not yet granted.
6. 6
   The search box: by number, owner, number plate, model, municipality or badge serial number.
7. 7
   The filters: Valid, VTC, Taxi, Renewal to review, Old decal, No vehicle, Pending, Suspended & cancelled and All.
8. 8
   New licence creates a VTC licence or a taxi licence (with «Edit licences»).

Each row shows the licence (number and type), the owner, the attached vehicle (plate, environmental label, model and an icon if it is PRM-adapted) or, if it has none, «No vehicle» with the days left to attach one, the scope (region and municipality), the endorsement (status and date), the badge (only for Madrid VTC: «Old (2016)» in amber or «New (2026)» with its serial number) and the status. The row of a licence without a vehicle or with an expired endorsement is shown in light red.

#A licence's record

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1. 1
   Type and region, status, number, owner and attached vehicle.
2. 2
   The pencil edits the licence; More options changes or removes the vehicle and records the endorsement (on a taxi licence, it also verifies the taximeter).
3. 3
   The key figures: status, next endorsement, vehicle and, for Madrid VTC, the badge.
4. 4
   The badge warning: the 2016 model is only valid in Madrid until 3-11-2026; the new one has to be requested.
5. 5
   Details: type, number, owner (tap it to open it), region, municipality and date granted.
6. 6
   Endorsement: the last and the next, with a bar showing what is left. Record enters the new endorsement.
7. 7
   Attached vehicle: number plate (tap it to open the car), model, label, PRM and the car's status.
8. 8
   VTC vehicle requirements: it complies today, but stops meeting the age requirement on 21-11-2026: the warning asks you to plan the replacement and the attachment of the new car.

Below is the Badge card, with the model and serial number («Replace before 3 Nov 2026» if it is the old one). The record's tabs are Summary, Attached vehicles (the history: each car the licence has had, from when and until when, the days, the reason for the change and who recorded it; the current one with the label «Attached»), Documents (the grant decision, the last endorsement, the transport card…; you also see, without being able to change them, those of the attached car) and, with «See audit log», Changes.

#Changing the attached vehicle

Corolla 3806 JLH of licence 28-VTC-039654 was registered on 21-11-2016: on that day it turns 10 and stops being valid as a VTC. Transportes Arganzuela has to attach another car before then. Once the new car has been created in Vehicles (with the same owner and as a VTC), it is changed like this:

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1. 1
   New attached vehicle: the search only offers the owner's (T-008) cars that are VTC.
2. 2
   Date of the change: up to 60 days ahead, to have it ready.
3. 3
   Reason: it stays in the licence's history.
4. 4
   The reminder: the new car must meet the ROTT requirements and, in Madrid, be ECO or ZERO.
5. 5
   Change the vehicle (not tapped in the screenshot).

Remove the vehicle leaves the licence without a car (for example, if the car is sold or written off before the replacement arrives). From that day the 2-month period to attach another one starts counting: the list, the record and the checks show how many days are left, and meanwhile the licence cannot provide services. Retiring the car in Vehicles also detaches it.

#Recording the endorsement

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1. 1
   Endorsement date: the date of the decision; it cannot be in the future.
2. 2
   The next endorsement: FleetPilot sets it 2 years after the date.
3. 3
   Record endorsement (not tapped in the screenshot).

If the attached car does not meet the VTC requirements, the dialog warns you: the endorsement will check it. Recording the endorsement of a suspended licence makes it valid again. Taxi licences do not have the ROTT's two-yearly endorsement: their reviews are carried out by the city council and their endorsement card shows no date.

#A taxi licence

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1. 1
   A taxi licence of the Community of Madrid, valid, with its owner and its taxi.
2. 2
   The municipality: for taxis, the municipality or the joint service area (here, Madrid's).
3. 3
   No two-yearly endorsement: taxi licences are reviewed by the city council (Decree 74/2005).
4. 4
   The attached taxi and the next taximeter verification, which here is expiring soon. It is verified from More options → Verify taximeter.

#The regulatory checks

The Checks view is the list worth going through every week. Each card is a rule, with the regulation that requires it, a count (red: does not comply; amber: to review; green: complies) and the cases that need attention; each case opens from its row to resolve it.

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1. 1
   Non-compliances: the red cases across all checks. To review: the amber ones, which comply today but need watching.
2. 2
   Attached vehicle (LOTT art. 99.4): licences without a car, with the days left of the 2 months to put it right.
3. 3
   VTC vehicle requirements (ROTT art. 181.2): 3492 LJW does not comply, 9038 LJF (plug-in hybrid) stays to review and 3806 JLH stops complying in 42 days.
4. 4
   ECO or ZERO label in Madrid: 9373 KRR is C; it is valid until 31-12-2027 because it is already attached, but its replacement will have to be ECO or ZERO.
5. 5
   New badge in Madrid (Decree 59/2026): the eight licences that still have to change their badge before 3-11-2026.
6. 6
   Adapted fleet in Madrid: an owner with 10 or more licences needs 1 adapted car in every 10. Alcora (T-001) has 10 and one adapted: it complies.
7. 7
   Two-yearly endorsement (ROTT art. 42): endorsements expired or expiring soon.
8. 8
   Taximeter verification: that of 2962 MGN expires on 22 October. Further down, Drivers per licence.

The eighth check, Drivers per licence, compares each owner's drivers with a contract in force with what Madrid's regulations require: for VTC, drivers for at least 75 % of the licences; for taxis, at least as many employees as licences. It always stays «to review» and never red, because the owner or their relatives may drive without a contract in FleetPilot.

#Creating a licence

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1. 1
   Type: VTC or taxi licence.
2. 2
   Number: the one on the decision (28-VTC-…); it cannot be repeated.
3. 3
   Owner: the licence is tied to them; its branch is the licence's.
4. 4
   Attached vehicle: same owner and service. If you do not have it yet, it is attached later.
5. 5
   Autonomous region and Municipality (for taxis, the municipality or the joint service area).
6. 6
   Status: «In progress» until it is granted; then «Valid» with the Date granted.
7. 7
   Last endorsement and Next endorsement: when you enter the last one, FleetPilot proposes the next one 2 years later.
8. 8
   Badge model and its serial number (VTC only; in Madrid, the new 2026 model).

If you choose the old badge on a Madrid VTC, the form reminds you that it is only valid until 3-11-2026; if you create a VTC licence without a vehicle, it reminds you that it must have one (LOTT art. 99.4). No badge is saved on a taxi licence.

#What FleetPilot checks

#Tips

• Go through Checks every Monday: today's amber is next month's red.
• Request the new badges now: on 3 November the old ones stop being valid in Madrid.
• Look for the replacement in good time: a car reaching 10 years appears in the checks with a year's notice and in the Requirements filter of Vehicles with 180 days. The new one must meet the ROTT and, in Madrid, be ECO or ZERO.
• Write down the reason for each vehicle change: it is the first thing an inspection asks.
• Attach the grant decision and each endorsement in Documents.

Workshop is where the fleet manager organises what is done to the cars. It has eight views:

• Work orders: each job on a car —preventive maintenance, repair, tyres, bodywork, MOT, inspection, cleaning…— with its workshop, its dates, the days off road and its cost (labour and parts). An order goes from Scheduled to In workshop (the car becomes «In workshop») and to Done (it returns to Operational), or it is cancelled.
• Appointments, Spare parts, Orders and Team: the fleet manager's in-house workshop, with its diary by bay, its spare parts store, orders to suppliers and its bays and mechanics (see The in-house workshop).
• Maintenance: what each car is due according to the maintenance plans, by mileage and by time, with the estimated date and whether it already has its order.
• Inspections: the car's inspection with 12 guided photos (one per area) at each handover and return, after an incident or periodically. An AI damage analysis (artificial intelligence; simulated in the demo) compares it with the previous inspection and flags new damage, which a person reviews. A new damage item can lead to a claim or to a debt acknowledgement (RD, reconocimiento de deuda) from the driver who had the car.
• Plans: the maintenance rules («Service every 15,000 km or 12 months», «Tyres at 40,000 km»…) and which cars they apply to.

Every day in the workshop is a day without production: that is why FleetPilot counts the days off road and warns about maintenance before it falls due.

#Orders on the board

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1. 1
   The workshop's views: Work orders, Appointments, Spare parts, Orders, Maintenance, Inspections, Plans and Team (on a narrow screen, slide the bar to see the last ones). FleetPilot remembers the last one.
2. 2
   In the workshop: orders that have checked in and not checked out (each one, a car not working).
3. 3
   Scheduled (with the overdue ones, if any) and, next to it, those for the next 7 days: the cars that will be missing from the rota.
4. 4
   Done (month), Days off road (avg) of those done this month and, with «See costs», the cost this month.
5. 5
   Switch between the board (by status) and the list (with filters, search and export).
6. 6
   New work order (with «Edit workshop»).
7. 7
   On each scheduled order, Check in records the entry. The card shows the planned date and, if it comes from an incident or a claim, its number.
8. 8
   On each order in the workshop, Finish records the exit with the work and the cost. The card shows since when it has been in.

The third column is the orders done in the last 30 days, with their check-out date and, if your profile sees costs, the amount. A scheduled order whose date has passed is shown with an amber border: it is usually a car that did not make it to the workshop (reschedule or cancel it).

In the list (the button with the rows) the orders appear in a table with the columns Order (number, type and description), Vehicle, Origin (plan, incident, claim, MOT, inspection or manual), Workshop, Dates, Status and Cost, and the filters Open, Scheduled, In workshop, Done, From claims, Preventive, Void and All.

#A work order's record

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1. 1
   Number and job type, status, description, car and workshop.
2. 2
   The pencil edits the order; More options moves it forward (check-in, finish) or cancels it with a reason.
3. 3
   The key figures: status, days off road, mileage and, with «See costs», the total cost.
4. 4
   The next step button: here, Finish the order.
5. 5
   Progress: scheduled, in the workshop and done, with their dates and, when finished, the work done.
6. 6
   Vehicle: the number plate (tap it to open the car), the model, the owner, the car's status and its mileage.
7. 7
   Origin: where the order comes from (plan, incident, claim…) and whether it is covered by insurance.
8. 8
   Workshop and costs: the workshop, labour, parts and the total (with «See costs»).

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1. 1
   Check-out date: it cannot be earlier than the check-in. The days off road are those from one to the other.
2. 2
   The mileage at check-out: if it is higher than the car's, it is updated.
3. 3
   The workshop that did the job.
4. 4
   Work done: what the invoice says.
5. 5
   Labour and Parts: the order's total is the sum of both. Only those with «See costs» see and enter them.
6. 6
   Covered by insurance: then it does not count as a cost for the car or the owner.
7. 7
   What happens on finishing: the car returns to in service if it has no other order in the workshop.
8. 8
   Finish the order (not tapped in the screenshot).

If the order is the repair of a claim, the dialog warns you: on finishing it, the claim's days off road are taken from the order and the claim becomes pending recovery (if the other party was at fault) or closed (see Claims). The check-in (Check in button) asks for the check-in date, the mileage and the workshop.

An order can also be created automatically: when you tap Schedule on a maintenance item, or when you send an incident (Incidents) or a claim (Claims) to the workshop. A scheduled order created by mistake can be deleted from its form; one that has already checked in can only be cancelled.

#The in-house workshop

If the fleet manager has an in-house workshop (in the demo, the Getafe one, with four bays and four mechanics), FleetPilot also runs its day-to-day work: the appointment diary by bay, each mechanic's labour entries, the parts that leave the spare parts store and the orders to suppliers. An in-house workshop order has no cost typed in: FleetPilot works it out from the hours in the labour entries and the parts used.

An order is done in the in-house workshop or at an external one (a supplier, as before). When you schedule a maintenance job or send an incident to the workshop, FleetPilot asks which: Book at the in-house workshop or Schedule at an external workshop.

#Workshop appointments

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1. 1
   Today's appointments and, next to it, the appointments to confirm and those in the next 7 days.
2. 2
   Cars in the in-house workshop right now, hours this month recorded in labour entries and, with «See costs», the average cost per order over the last 90 days.
3. 3
   The diary by day (one column per bay) or by week; with the arrows, other dates.
4. 4
   New workshop appointment (with «Edit workshop»).
5. 5
   Each day with its appointments; today, in blue.
6. 6
   An appointment: time, number plate, what needs doing, bay and mechanic. The colour shows its status and the bell, that the driver has been notified.
7. 7
   The statuses of an appointment: to confirm, confirmed, in the workshop and done.

In the Day view, each column is a workshop bay (lifts, alignment rig…): tapping a free slot suggests an appointment at that time on that bay. An appointment cannot clash with another on the same bay or with the same mechanic, and the car cannot have two at once. Show cancelled also shows the cancelled ones.

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1. 1
   The appointment's number and source, status, what needs doing, car, date and time.
2. 2
   The pencil changes the appointment; More options, No-show (the order stays scheduled so it can get another) or Cancel appointment.
3. 3
   Open the order on the day of the appointment, when the car arrives: the order goes «In workshop» and the car becomes «In workshop».
4. 4
   Who was notified when it was confirmed: the car's drivers who use the app.
5. 5
   The appointment: workshop, bay, mechanic, type of work and where it comes from (here, incident IN-2026-0007).
6. 6
   The car, its status and its drivers.
7. 7
   Its work order: it was created with the appointment (if the appointment is cancelled, so is the order) or it already existed and the appointment only gives it a date.

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1. 1
   Source: where the job comes from; with a maintenance job, an incident or a claim, the order is linked to it.
2. 2
   The car.
3. 3
   Bay and mechanic: they cannot have another appointment at that time.
4. 4
   Date, time and duration, within the workshop's opening hours; not on a day that has already passed.
5. 5
   What needs doing: the order's description.
6. 6
   Confirm it now: the car's drivers are notified on saving.
7. 7
   Book (not tapped in the screenshot).

#The order in the in-house workshop: labour and parts

An in-house workshop order has two more tabs: Labour, with each mechanic's labour entries, and Parts, with what has left the store for that car. Labour entries and parts are recorded while the order is in the workshop.

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1. 1
   The Labour tab, with the hours recorded; next to it, Parts.
2. 2
   Start now leaves a labour entry running in your name until you stop it.
3. 3
   Add a labour entry already done: mechanic, task and start and end time (or the day's hours).
4. 4
   Each labour entry: mechanic, task, when and how long, and with «See costs» what it adds up to (hours × the mechanic's or the workshop's rate).

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1. 1
   The Parts tab, with how many the order carries.
2. 2
   Each part: reference, description, quantity and, with «See costs», the cost at which it left the store (its average cost at that moment).

With the order in the workshop, Add part picks a spare part from the store and the quantity: it comes off stock and goes into the cost at the store's average cost at that moment. If there is not enough, it can only be used with a reason (for example, bought on the spot): the shortfall enters the store as an adjustment. A part that ends up unused is returned to the store by tapping it in the list. The order cannot be finished with a labour entry running; when it is cancelled, the parts go back to the store.

#Spare parts

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1. 1
   Store value (with «See costs»): stock × average cost of each spare part.
2. 2
   Below minimum: spare parts with less stock than their minimum (they also show as an alert). Next to it, those out of stock.
3. 3
   The references in stock, the orders to receive and this month's usage (what has gone out to the orders).
4. 4
   Stock (what there is) or Movements (each delivery, issue, adjustment and return).
5. 5
   The filters: active, below minimum, no stock, with an order in progress, deactivated and all.
6. 6
   New part (with «Manage the parts store»); in the menu next to it, the stock count.
7. 7
   Each spare part: reference, description, brand and the cars it fits, category, location in the store, stock with its minimum and maximum, average cost, value and status.