Registers
Track fleet compliance and finances, from documents and incidents to fuel, expenses and tolls.
Select Registers under Management in the sidebar to open the registers. Each register has its own page with filtering, sorting and export.
Compliance registers
Compliance registers track vehicle documentation, incidents, maintenance and regulatory requirements, with reminders as expiry dates approach.
| Register | What it tracks | Who uses it |
|---|---|---|
| Documents | Vehicle and user documents, such as licences, agreements and manuals. Documents are categorised and have expiry date tracking with alerts. | All users (view), administrators (manage) |
| Incidents | Vehicle incidents, with a status workflow, severity levels, photos and attachments. | All users (report), managers (investigate) |
| Infringements | Traffic and parking infringements, including driver nomination, payment tracking and authority correspondence. | Administrators, finance |
| Servicing | Scheduled and unscheduled vehicle maintenance, with cost tracking. Overdue services are highlighted automatically. | Administrators, Pool Manager |
| Serviceability Checks | Pre-trip check results. | — |
| Leases | Lease terms, payments, kilometre allowances and expiry dates for leased vehicles. | Administrators, finance |
| Certifications | WoF and CoF tracking, with expiry alerts and a renewal workflow. New Zealand organisations only. | Administrators |
| Registrations | Vehicle registration (rego) renewals, with expiry countdowns and reminders. | Administrators |
| Insurance | Policy details, claims, premium costs and coverage expiry. | Administrators, finance |
| Recalls | Manufacturer recalls, affected vehicles and completion status. | Administrators |
| Penalties | Penalties, fines and enforcement notices. | Administrators |
For RUC, WoF/CoF and rego in depth, see Vehicle compliance.
Incident workflow
When an incident occurs, such as an accident, damage or theft, the Incidents register gives it a structured investigation workflow:
Open → Under Investigation → Resolved → Closed
An incident can also move straight to Resolved or Closed. Each incident has a severity (Informational, Low, Medium, High or Critical) and can include photos, supporting documents and investigation notes. If damage is reported during check-in, an incident is created automatically.
Financial registers
Financial registers track the money side of the fleet: fuel, expenses, tolls, road user charges and charge-out rates for internal billing.
| Register | What it tracks | Who uses it |
|---|---|---|
| Fuel Transactions | Fuel purchases, recorded manually or imported from fuel cards. Tracks litres, cost and odometer, and calculates L/100km. | All users (record), finance (manage) |
| Fuel Cards | Fuel cards assigned to vehicles: card numbers, providers and status, with transactions linked to cards. | Finance, administrators |
| Fuel card import | Bulk import of fuel transactions from card provider CSV files, with a preview before committing. | Finance, administrators |
| Expenses | Vehicle expenses with receipt upload, categories and an approval workflow. | All users (submit), finance (approve) |
| Tolls | Toll charges, recorded manually or imported from toll provider statements, with driver attribution. | Finance, administrators |
| RUC Licences | Road user charges licences, with odometer ranges and automatic distance calculation. New Zealand organisations only. | Finance, administrators |
| Charge Out Rates | Internal billing rates per vehicle type, used for internal charging reports that allocate fleet costs to cost centres. | Finance, administrators |
Expense approval workflow
Expenses move through Pending → Approved or Rejected → Paid.
Users submit expenses with receipt attachments. Finance Administrator users review them in the Expense Approvals queue and approve or reject them. Approved expenses can then be marked as Paid.