Company Fleet Department System

Every car has a card moving with its state: “Assignment” manages allocating cars to employees and departments with return dates, so the fleet officer knows in real time where every vehicle is and with whom. Scheduled maintenance dates and road breakdowns enter “Maintenance” with due dates and approved workshops, closing with the invoice number and what was repaired. Fuel consumption is logged as periodic cards in “Fuel”, exposing any abnormal consumption worth a question. Registrations, insurance, and periodic inspection run as “Documents” cards with alerts weeks before expiry — no car is grounded over an expired document. Monthly, each car’s cost is compiled in “Cost”, and the fleet’s status is summarized in a “Report” to management.

Chat is the drivers’ open line: a sudden breakdown, a minor accident, or a request for a replacement car arrives instantly and becomes a card when needed. Dues is the fleet’s financial ledger: fuel, maintenance, fines, and insurance invoices recorded per car — clearly revealing any vehicle whose cost has outgrown its value and deserves replacement, and any driver with recurring abnormal consumption.

The fleet officer owns the board: approving assignments, scheduling maintenance, reviewing “Cost” monthly, and recommending replacements. Drivers report via Chat and update their cars’ cards with odometer readings and observations, and the administrative accountant reconciles invoices with Dues and escalates any overrun. New-vehicle requests from departments enter “Assignment” and are decided by priority and budget, not by who asked first.