Meet the Vectis AI Connector: your fleet data in Claude, ChatGPT and Copilot

Why we built it

Most of the fleet managers we talk to now have an AI assistant open for a good part of the day. They use it to draft emails, tidy up reports and think through plans. Then a simple fleet question comes up, such as which vans are due for a WoF, and they have to leave that conversation, open Vectis, find the right screen and copy the answer back.

That switch is small, but it happens dozens of times a week. We would rather Vectis came to where the work is happening. So we built a secure connector on the open Model Context Protocol (MCP), the standard that AI apps use to reach live data. Add Vectis to your AI app once, sign in, and your fleet is part of the conversation.

What you can do with it

Here are six things you can do with it. Each one starts with a single prompt.

A morning compliance check

Which vehicles are due for a WoF, CoF or registration in the next 30 days? Group them by pool.

Outcome: a short, grouped list you can act on before the first booking of the day.

A driver trip review and dashboard

Show my most recent trips and a dashboard for the driver.

Outcome: a dashboard of recent trips, with distance, time on the road, idling events, and which trips were booked and which were not.

RUC planning

Which vans are within 1,000 km of the end of their RUC licence? Estimate when each will run out based on the last month of driving.

Outcome: a list of vans with the kilometres left and a likely date, so you can buy RUC before it lapses.

Booking questions from Teams

Is there a ute free in the Hamilton pool on Thursday from 8am to 2pm? If so, book it for me.

Outcome: through a Copilot Studio agent published to Teams, an answer and a proposed booking you confirm before anything is created.

Fuel and cost summaries for a monthly report

Summarise fuel spend by pool for August in NZD, compare it with July, and draft two paragraphs for the monthly fleet report.

Outcome: a table, a chart and a draft you can paste straight into the report.

Deep research across records and policy

Check our vehicle-use guide against the last quarter's trips. Where are pool vehicles being taken home without a booking?

Outcome: in ChatGPT deep research, a cited write-up that links each finding back to the record or document in Vectis.

How it keeps your data safe

We designed the connector so that connecting an AI app never widens anyone's access.

• You sign in as you. Use your normal Vectis login, including company single sign-on. Your password is never given to the AI app.
• Your permissions apply to every request. Your live Vectis role and pool access are checked each time, so you see only what you can already see in Vectis.
• Changes are proposed, then confirmed. An AI app can suggest a change, but it is only applied after you approve it, in the chat where the app supports it or through a link to Vectis. Changes are off until an administrator allows them.
• Destructive changes stay in Vectis. Cancellations and similar changes can only be approved inside Vectis.
• Administrators stay in control. They choose which AI apps may connect, can see who is connected and how much each app is used, and can switch the connector off at once.
• Everything is audited, and anyone can disconnect. Every request is recorded in the audit log, and you can disconnect an AI app from your profile on the web or mobile.
• Australian data residency is respected. Organisations that keep their data in Australia must accept a data notice before anything can connect.

The AI never gets more access than you have.

Answers are processed by the AI provider you choose, under that provider's terms. That is worth checking with your team before you connect.

How to set it up

An administrator does this once:

1. In Vectis, go to Settings → AI Connector and turn it on.
2. Choose which AI apps may connect, and whether changes are allowed.
3. Copy the server URL and share it with your team.

Then each person adds Vectis in their own AI app, signs in and approves.

Claude

Go to Settings → Connectors → Add custom connector, paste the server URL, then connect, sign in to Vectis and approve.

ChatGPT

Go to Settings → Apps & Connectors, turn on developer mode, create a connector with the server URL, then sign in to Vectis and approve.

Microsoft Copilot Studio

Open your agent, add a Model Context Protocol tool with the server URL, and set authentication to OAuth 2.0 with Dynamic discovery. Create the connection, sign in to Vectis and approve.

These AI apps update often, so the exact menu names may change. If a step looks different, look for connectors, apps or tools in the app's settings.

Tips for great results

• Be specific. Use plates, pools and date ranges: "KXR412 last week" beats "that van recently".
• Ask for a chart. The AI app can turn an answer into a chart, table or dashboard.
• Ask it to check first. Before a change, ask it to show you what it plans to do. Then confirm.
• Use pending proposals. If you step away, proposed changes wait for you. Approve or decline them later in the chat or in Vectis.

What's next

We will add more AI apps as they support the open standard, and keep improving the reports and charts you can build from your fleet data. If there is a question you wish you could ask, tell us. About the AI Connector.