Ambulance Fleet Management organizes patient transport operations around an identified receiving facility, transport owner, ambulance unit and driver. The Dispatcher prepares the transport and its stop windows, then records assignment intervals and operational progress.
Transports in one list
Fleet Supervisor independently reviews the submitted crew and equipment evidence and records the release decision.
Every feature works on the same records. Pick one to see the screen your team works in.
Prepare an ambulance transport with its receiving facility, responsible dispatcher and planned stop windows.
Transports
| Transport number | Receiving facility | Promised delivery at | Actual pickup at | Actual delivery at | Transport charge USD | |
|---|---|---|---|---|---|---|
| TRN-53635 | Westhaven Health Center | 25 Oct | 02 Nov | 05 Nov | 960 | |
| TRN-77941 | Westhaven Health Center | 23 Oct | 29 Oct | 04 Nov | 110 | |
| TRN-25216 | Harbor Hospice House | 30 Oct | 01 Nov | 03 Nov | 680 | |
| TRN-23615 | Willow Recovery Center | 31 Oct | 08 Nov | 16 Nov | 680 | |
| TRN-16676 | Harbor Hospice House | 23 Oct | 26 Oct | 28 Oct | 920 |
Record available crew and equipment condition for an independent decision on the identified ambulance unit.
Approval conditions
| Id | Parent | Vehicle | Available crew | Equipment status | Equipment notes | |
|---|---|---|---|---|---|---|
| CRC-2026-041 | Miles Duarte to Cedar Care | Ambulance 14 | 20 | OK | Oxygen cylinder sealed and full | |
| CRC-2026-042 | Nora Varela to Harbor Hospice | Ambulance 22 | 220 | Deficient | Stretcher lock tested | |
| CRC-2026-043 | Evan Cho to Riverside Clinic | Ambulance 22 | 460 | OK | Lift cycles without fault | |
| CRC-2026-044 | Evan Cho to Riverside Clinic | Ambulance 14 | 930 | Deficient | Cardiac monitor battery charged | |
| CRC-2026-045 | Samir Haddad to Westhaven | Wheelchair van 6 | 650 | OK | Suction kit replaced |
Connect a named driver and ambulance unit to a transport for an explicit assignment interval.
Drivers
| Driver code | Name | Organization | Active | Eligibility until | External authority | |
|---|---|---|---|---|---|---|
| DRV-014 | Jade Robinson | Riverside Emergency Services | 15 Oct | State ambulance driver permit | ||
| DRV-022 | Omar Faris | Cedar Valley Ambulance | 21 Oct | County medical transport license | ||
| DRV-006 | Lucia Moretti | Northside Patient Mobility | 13 Oct | Commercial passenger endorsement | ||
| DRV-003 | Benji Okafor | Cedar Valley Ambulance | 16 Oct | Emergency vehicle operator certificate | ||
| DRV-017 | Anika Rao | Bayview Care Transit | 16 Oct | State medical vehicle clearance |
Track reported vehicle defects, repair evidence and the ambulance unit's current readiness.
Vehicles
| Vehicle code | Equipment class | Organization | Active | Readiness | External fleet ID | |
|---|---|---|---|---|---|---|
| AMB-14 | Basic life support | Harbor District Response | Ready | FLEET-AMB-014 | ||
| AMB-22 | Advanced life support | Harbor District Response | Held | FLEET-AMB-022 | ||
| WCV-06 | Wheelchair transport | Willow County Medical Transport | Maintenance | FLEET-WCV-006 | ||
| CCU-03 | Critical care | Northside Patient Mobility | Ready | FLEET-CCU-003 | ||
| AMB-17 | Bariatric transport | Hillcrest Medical Transport | Held | FLEET-AMB-017 |
Record actual pickup, stop events and receiving-facility completion against the transport plan.
Transports
| Transport number | Transport summary | Receiving facility | Owner | Promised delivery at | Actual pickup at | |
|---|---|---|---|---|---|---|
| TRN-99994 | Clinic to rehabilitation transfer | Harbor Hospice House | Lucia Moretti | 11 Oct | 16 Oct | |
| TRN-73550 | Hospital discharge to residence | Westhaven Health Center | Jade Robinson | 23 Oct | 28 Oct | |
| TRN-24800 | Interfacility cardiac transfer | Bayview Care Hospital | Isabel Costa | 26 Oct | 29 Oct | |
| TRN-89528 | Dialysis return transport | Riverside Clinic | Pavel Novak | 23 Oct | 27 Oct | |
| TRN-50650 | Hospice admission transport | Riverside Clinic | Jade Robinson | 29 Oct | 02 Nov |
Trace readiness decisions and supporting files to the actual recorded outcome of unit-release work.
Operation receipts
| Parent | Action | Operation key | Expected revision | Result state | Occurred at | |
|---|---|---|---|---|---|---|
| Miles Duarte to Cedar Care | Release unit | transport-release-201 | 930 | Pending | 21 Oct | |
| Nora Varela to Harbor Hospice | Assign driver | driver-assign-202 | 70 | Failed | 20 Oct | |
| Iris Okeke to Hillcrest Rehab | Confirm pickup | pickup-confirm-203 | 700 | Needs review | 20 Oct | |
| Miles Duarte to Cedar Care | Record delivery | delivery-record-204 | 720 | Pending | 17 Oct | |
| Iris Okeke to Hillcrest Rehab | Close defect | defect-close-205 | 390 | Failed | 11 Oct |
Transport plan to completion evidence ships ready to use. One step needs a named approval before the work moves on: Approve Unit Release (Fleet Supervisor).
Prepare the receiving facility, responsible owner and planned stop windows.
Record current crew availability and equipment evidence for the identified unit.
Make an independent decision on the submitted readiness revision.
Review driver and unit intervals, then record the confirmed dispatch events.
Capture the actual receiving outcome and its supporting stop evidence.
Compare unresolved operating results with their readiness and transport evidence.
Open any transport to see its crew readiness checks, the roles that work on it, its process stages and its approvals on one page.
Receiving facility, Promised delivery at, Unit type and Owner.
Each line is linked to this transport.
Dispatcher, Crew Lead and Fleet Supervisor, each with their own permissions.
Establish Operating Scope and Plan Transport, with the role that acts.
Approve Unit Release, with who decides.
Hillcrest Rehabilitation · Draft
| Id | Parent | Vehicle |
|---|---|---|
| CRC-2026-041 | Miles Duarte to Cedar Care | Ambulance 14 |
| CRC-2026-042 | Nora Varela to Harbor Hospice | Ambulance 22 |
| CRC-2026-043 | Evan Cho to Riverside Clinic | Ambulance 22 |
Fleet Supervisor reviews readiness decisions independently, oversees transport operations and investigates operation exceptions.
Signed in as Fleet Supervisor
| Decision | Approver | |
|---|---|---|
| Approve Unit ReleaseMake an independent decision on the submitted readiness revision. | Fleet Supervisor |
Everyone opens Ambulance Fleet Management to the work that is theirs. Pick a role to see what it starts with.
Creates and updates patient transports, stops, attachments and crew/unit assignments with read-only access to supporting fleet and organization records.
This is the first screen this role sees.
Crew readiness checks · Dispatcher
| Id | Parent | Vehicle | Organization | Available crew | Equipment status | |
|---|---|---|---|---|---|---|
| CRC-2026-041 | Iris Okeke to Hillcrest Rehab | Ambulance 25 | Westhaven Ambulance Service | 910 | OK | |
| CRC-2026-042 | Theo Navarro to Northside Ward | Wheelchair van 8 | Northside Patient Mobility | 650 | Deficient | |
| CRC-2026-043 | Samir Haddad to Westhaven | Ambulance 25 | Cedar Valley Ambulance | 710 | OK | |
| CRC-2026-044 | Miles Duarte to Cedar Care | Ambulance 25 | Willow County Medical Transport | 900 | Deficient | |
| CRC-2026-045 | Nora Varela to Harbor Hospice | Ambulance 25 | Westhaven Ambulance Service | 730 | OK |
Completes and submits crew readiness checks and reports vehicle defects with read-only access to transports, units and organizations.
This is the first screen this role sees.
Crew readiness checks · Crew Lead
| Id | Parent | Vehicle | Available crew | Equipment status | Equipment notes | |
|---|---|---|---|---|---|---|
| CRC-2026-041 | Miles Duarte to Cedar Care | Ambulance 14 | 20 | OK | Oxygen cylinder sealed and full | |
| CRC-2026-042 | Nora Varela to Harbor Hospice | Ambulance 22 | 220 | Deficient | Stretcher lock tested | |
| CRC-2026-043 | Evan Cho to Riverside Clinic | Ambulance 22 | 460 | OK | Lift cycles without fault | |
| CRC-2026-044 | Evan Cho to Riverside Clinic | Ambulance 14 | 930 | Deficient | Cardiac monitor battery charged | |
| CRC-2026-045 | Samir Haddad to Westhaven | Wheelchair van 6 | 650 | OK | Suction kit replaced |
Independently reviews readiness decisions, supervises fleet operations and reconciles operation receipts.
This is the first screen this role sees.
Crew readiness checks · Fleet Supervisor
| Id | Parent | Vehicle | Available crew | Equipment status | Equipment notes | |
|---|---|---|---|---|---|---|
| CRC-2026-041 | Miles Duarte to Cedar Care | Ambulance 14 | 20 | OK | Oxygen cylinder sealed and full | |
| CRC-2026-042 | Nora Varela to Harbor Hospice | Ambulance 22 | 220 | Deficient | Stretcher lock tested | |
| CRC-2026-043 | Evan Cho to Riverside Clinic | Ambulance 22 | 460 | OK | Lift cycles without fault | |
| CRC-2026-044 | Evan Cho to Riverside Clinic | Ambulance 14 | 930 | Deficient | Cardiac monitor battery charged | |
| CRC-2026-045 | Samir Haddad to Westhaven | Wheelchair van 6 | 650 | OK | Suction kit replaced |
Logs and closes vehicle defects, updates unit readiness and reviews supporting records.
This is the first screen this role sees.
Vehicle defects · Fleet Maintenance Tech
Read-only compliance access to ambulance fleet records, pages and audit logs.
This is the first screen this role sees.
Crew readiness checks · Auditor
| Id | Parent | Vehicle | Organization | Available crew | Equipment status | |
|---|---|---|---|---|---|---|
| CRC-2026-041 | Iris Okeke to Hillcrest Rehab | Ambulance 25 | Westhaven Ambulance Service | 910 | OK | |
| CRC-2026-042 | Theo Navarro to Northside Ward | Wheelchair van 8 | Northside Patient Mobility | 650 | Deficient | |
| CRC-2026-043 | Samir Haddad to Westhaven | Ambulance 25 | Cedar Valley Ambulance | 710 | OK | |
| CRC-2026-044 | Miles Duarte to Cedar Care | Ambulance 25 | Willow County Medical Transport | 900 | Deficient | |
| CRC-2026-045 | Nora Varela to Harbor Hospice | Ambulance 25 | Westhaven Ambulance Service | 730 | OK |
Maintains ambulance organization setup, team membership, receiving facilities and fleet master data.
This is the first screen this role sees.
Drivers · App Administrator
| Driver code | Name | Organization | Active | Eligibility until | External authority | |
|---|---|---|---|---|---|---|
| DRV-014 | Jade Robinson | Riverside Emergency Services | 15 Oct | State ambulance driver permit | ||
| DRV-022 | Omar Faris | Cedar Valley Ambulance | 21 Oct | County medical transport license | ||
| DRV-006 | Lucia Moretti | Northside Patient Mobility | 13 Oct | Commercial passenger endorsement | ||
| DRV-003 | Benji Okafor | Cedar Valley Ambulance | 16 Oct | Emergency vehicle operator certificate | ||
| DRV-017 | Anika Rao | Bayview Care Transit | 16 Oct | State medical vehicle clearance |
Review transport progress, assignment timing and the evidence behind readiness and completion.
This quarter
How far records got this quarter
| Stage | Reached | Step | |
|---|---|---|---|
| Draft | 40 | ||
| Planned | 22 | 55% | |
| Dispatched | 15 | 68% | |
| In Transit | 10 | 67% |
Sample totals per stage
Which transport work is planned, underway or waiting for exception follow-up?
How does the recorded receiving outcome compare with the promised date?
Which crew and equipment evidence is ready for the Fleet Supervisor's decision?
List each driver's code, active setting, eligibility date, external authority evidence and organization for eligibility review.
Where do driver and vehicle intervals need an allocation review?
Which defects remain open or in repair, and what evidence explains a release?
Follow decisions by readiness check and source revision, retaining each decision, reviewer, decision date and reason.
Which unit-release results remain unresolved and what reason is recorded?
Sum recorded transport charges in USD by organization and status for operating follow-up.
See how Ambulance Fleet Management fits your kind of team.
Coordinate receiving-facility details, unit readiness and the operating record of a planned transfer.
Keep organization scope, driver eligibility and ambulance assignments understandable across operating teams.
Retain a clear record of planned transports, receiving outcomes and the charges recorded against operating work.
Each stage of transport plan to completion evidence names the role that acts and the status it records, so a change is never anonymous.
Each stage, the role that acts and the status it records
Use an agent to prepare operating records and explain evidence while people retain readiness decisions.
Set up connections through ERP.AI and Proto workflows, with every change logged.
Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.
Browse all 15 tablesStart with one team and one process, then add the rest once the basics are running.
Set up the organization, team membership and receiving facilities. Confirm the supported time-zone settings and the people responsible for dispatch, crew checks and independent review.
Bring in driver eligibility evidence and ambulance unit records. Review current defects and readiness with the Fleet Maintenance Tech before using those units in the pilot.
Have the Crew Lead submit the identified unit’s evidence. The Fleet Supervisor records an independent decision and inspects the corresponding release outcome. Include correction and an unresolved receipt in the exercise.
Prepare stop windows and assignment intervals. Resolve an overlapping allocation, then record dispatch, pickup and receiving-facility completion on the appropriate records.
Have the Auditor follow the pilot history. Check attachment visibility and unauthorized edit attempts, then agree the next operating scope with the responsible team.
$0per user
The base account and everyday work in the ERP.AI app are free, for every user.
| Usage | Per $1 |
|---|---|
| Record reads (list, filter, get) | 20,000 |
| Search or aggregate queries | 4,000 |
| Record writes | 4,000 |
| Imported or synced records | 200,000 |
| Workflow runs | 2,000 |
| AI agent runs | 2,000 |
| Scheduled jobs or webhooks | 20,000 |
| File uploads (MB) | 2,000 |
| CSV or PDF exports | 100 |
Click Get started, then use Proto to configure Ambulance Fleet Management for your business. Start with a representative transport, receiving facility, driver and ambulance unit. Assign a Crew Lead and independent Fleet Supervisor for the readiness rehearsal.
Record the transport summary, receiving facility, responsible owner and promised delivery date. Add pickup and receiving-facility stops with their planned windows and sequence.
It identifies the ambulance unit and transport, checked date, available crew and equipment condition. Equipment notes explain the evidence the Fleet Supervisor needs to review.
The Fleet Supervisor independently reviews the submitted readiness revision and records a decision with its reason. The Crew Lead prepares and submits the evidence under the service's operating procedure.
Use the named driver, vehicle and start and end dates to inspect the planned allocation. Check other intervals for both resources and resolve conflicts through the team's assignment procedure before confirmation.
The driver record retains an active state, eligibility date and external authority evidence. The responsible team reviews that evidence when deciding whether the driver can be assigned.
Record the affected vehicle, severity and description, then follow Open, In Repair and Released progress. Retain the repair evidence and release date, and maintain vehicle readiness separately.
Readiness completion concerns the unit-release work. Transport delivery needs its own confirmed outcome and actual delivery information, while the assignment has its own completion state.
The Fleet Supervisor compares the receipt's action, revision and recorded result with the readiness check and decision evidence. A pending or failed result, or one flagged for review, remains a follow-up item until it can be explained.
The transport records its charge in USD. Agree invoicing and payment handling through the financial process and any connection you choose during setup.
Start free, then use Proto to change fields, steps and approvals before your team goes live.