FleetLoop Fleet operations setup Fleet Ops Setup · USD 149
Fourteen vehicles, now with an owner, a date and a next action
The register that did not exist, populated with what you actually have, and the six things it surfaced on day one.
You were running the fleet from a spreadsheet that three people edited and nobody owned. This is the register that replaces it, built from your documents and populated with the current state of every vehicle. Building it surfaced six things, two of which needed action the day the register was finished.
The register is live and every vehicle now has an owner, a next date and a next action. Building it found one van whose MOT expired six weeks ago and still in daily use, and one with insurance recorded against a driver who left in June.
Urgent
Two things before you read the rest
| Vehicle | Issue | Found from | Action |
|---|---|---|---|
| WK19 HTV, Transit Custom | MOT expired 27 August, 6 weeks ago | Public MOT record against your registration list | Off road until tested. Book today |
| CU72 PLO, Ranger | Insurance named driver left the company in June | Your driver list against the policy schedule you supplied | Call the broker today |
Both were invisible because nothing connected the vehicle list, the driver list and the document dates. That connection is what the register is.
The register
What now exists
Every vehicle has six fields that were previously spread across a spreadsheet, a folder of PDFs and one person's memory. Ten of fourteen are shown here; the full register is in the workspace.
| Owner | Next date | Status | Open issues | |
|---|---|---|---|---|
| WK19 HTV, Transit | D. Pascoe | MOT overdue | Off road | 1 |
| CU72 PLO, Ranger | S. Rowe | Insurance query | In use | 1 |
| WR21 BND, Transit | D. Pascoe | Service, 22 Oct | In use | 0 |
| CV68 KRE, Tipper | M. Trewin | MOT, 4 Nov | In use | 2 |
| WF70 SXL, Transit | Unassigned | Service, 18 Nov | Spare | 0 |
| CU20 MHT, Ranger | K. Behenna | Tyres, overdue | In use | 1 |
| WK18 GDF, Transit | J. Opie | MOT, 9 Dec | In use | 0 |
| CV19 TLW, Tipper | M. Trewin | Service, 30 Oct | Awaiting repair | 1 |
| WA71 JCP, Transit | R. Sandow | Insurance, 1 Jan | In use | 0 |
| CU69 FRN, Pickup | Unassigned | MOT, 15 Nov | In use | 1 |
Two vehicles are in daily use with no named owner. That is not a paperwork problem: an unassigned vehicle is the one whose faults nobody reports, and both of the unassigned vehicles here carry an open issue that was never logged formally.
Calendar
The next sixty days
- Today
WK19 HTV off road, book MOT
Overdue since 27 August. Nothing else on this list matters until this is done.
- Today
CU72 PLO insurance call
Named driver left in June. Confirm cover with the broker before the vehicle moves again.
- 18 Oct
CU20 MHT tyres
Flagged by the driver in August, never booked. Front pair.
- 22 Oct
WR21 BND service
Routine, 12,000 mile interval.
- 30 Oct
CV19 TLW service
Currently awaiting a hydraulic repair. Combine the two visits.
- 4 Nov
CV68 KRE MOT
Book by 21 October. Tipper slots at your usual garage run three weeks out.
- 15 Nov
CU69 FRN MOT
- 18 Nov
WF70 SXL service
Spare vehicle. Do it while it is not needed.
- 9 Dec
WK18 GDF MOT
- 1 Jan
Fleet insurance renewal
Start the renewal conversation in the first week of December, not the last.
Nine dates in sixty days, of which you knew about three. The 4 November MOT needs booking on 21 October because of your garage's lead time, and that dependency is now in the calendar rather than in someone's head.
The workflow
How an issue now moves
Previously a fault was mentioned to whoever was nearest. Four steps, one owner at each, and a rule about what happens when nothing happens.
- Step 1
Driver reports, one route
Photo and a sentence to the fleet number. Not to a foreman, not in passing, not in the group chat. One route or the register goes stale within a month.
- Step 2
Logged same day with a severity
Safety, off road, or routine. Safety items go straight to you. The other two go into the weekly list.
- Step 3
Owner and target date assigned
Every issue gets a named person and a date within 24 hours. An issue with no owner is the one that is still open in March.
- Step 4
Chased at the target date, escalated at double
Nothing sits. An issue past twice its target date comes to you by name in the weekly review, which is the only escalation rule there is.
| What the setup also found | Detail |
|---|---|
| Four open issues never formally logged | All mentioned verbally, all still outstanding, oldest from May |
| Two vehicles with no named owner | WF70 SXL and CU69 FRN, both in regular use |
| Service intervals inconsistent | Three vehicles on mileage, eleven on time. Now standardised on whichever comes first |
| No record of who holds which keys | Added to the register. Three sets unaccounted for |
| Insurance schedule and driver list never reconciled | How the CU72 PLO issue stayed invisible |
| Fuel cards not mapped to vehicles | Out of scope here. Worth doing at the next review |