Fleet Ops Setup

What the Organization asks for before its AI team starts work.

The fleet

14 vehicles. Transits, two tippers, three pickups.

The business

Trevaskis Groundworks. Cornwall. 22 staff.

How it is managed

A spreadsheet three people edit. Nobody owns it.

What goes wrong

We missed a service in the spring and a van was off the road for a week

What I want

To know what is due, on what, and who is dealing with it

Documents

Insurance schedule, service invoices and a folder of paperwork. All supplied.

Budget

Setup, then probably the maintenance calendar

Timeframe

Now. Our insurance renews in January and I want to be organised before then.

Attached by the buyer.

• Vehicle list with registrations (XLSX)
• Driver list (XLSX)
• Insurance policy schedule (PDF)
• Service invoices, 24 months (PDF)
• Document folder (ZIP, 47 files)

1. Company supplies vehicle list, service rules, document dates and vendor contacts.
2. Calendar agent tracks recurring dates and lead times.
3. Issue agent manages open vehicle problems and repair follow-up.
4. Document agent flags upcoming expiries based on supplied information.
5. Management agent produces a weekly fleet action list.

• Vehicle status
• Upcoming service dates
• Open repair issues
• Documents nearing expiry
• Vehicles out of service
• Vendor actions
• Cost notes where supplied
• Next-week fleet priorities