Fleet upkeep

Fleet Coordinator keeps the vehicle’s operating status alongside its inspections, defects and maintenance plans. Dispatcher can then examine the vehicle selected for a ride and ask about unresolved condition evidence before confirming it. A vehicle identifier and license plate help staff agree which physical vehicle a report concerns, especially when similar vehicles share the same class.

Inspections record the result and observed odometer reading. Defects retain severity, description and the responsible staff member. Maintenance plans identify the service type and next due date. These records answer different operating questions, so a completed service should be checked against the specific defect or inspection concern that prompted the work.

• Record the condition. Fleet Coordinator captures inspection results and vehicle defects with their dates. A clear description helps Dispatcher understand the issue without guessing from severity alone.
• Follow the repair. Keep a defect Open or In Repair while it needs work. When repair evidence supports Repaired, review the vehicle’s service status under the agreed release policy.
• Prepare due service. Review scheduled upkeep against its next due date. Fuel and charging transactions retain their vehicle, amount and odometer context for operating follow-up.

Agree how inspection outcomes affect dispatch eligibility. A Pass with defects result needs an explicit operating decision about the actual defect. Establish who can mark a vehicle Available after maintenance and what evidence they should review. Driver license class and expiry also need a clear owner and a regular review routine.

Choose the service types and next due dates for the pilot vehicles. Decide how mechanics or external service providers supply inspection and repair evidence, and how Fleet Coordinator translates that evidence into the operating records. Confirm the units used for fuel volume and odometer readings before importing transactions from different sources.

An inspection identifies a brake issue before a vehicle’s scheduled ride. Fleet Coordinator records the defect as Major and Open, adds a useful description and reviews the vehicle’s status. Dispatcher checks the affected booking resource and arranges another vehicle under the matching process. Keep the original defect visible while the repair proceeds.

After the repair, Fleet Coordinator records the supported outcome and examines the latest inspection evidence before returning the vehicle to the dispatch pool. Ask Dispatcher to rehearse the assignment again using the current vehicle record. The team should be able to explain why the replacement was used earlier and which evidence now supports using the repaired vehicle for another ride.

• Open Vehicle Defects — Open and In Repair issues with the affected vehicle, severity and responsible staff member.
• Maintenance due — Plans whose next due date has arrived; check activity and completion status before scheduling work.
• Available vehicles — The dispatch pool with vehicle class, activity and current status.

Use defect to dispatch review to rehearse a vehicle withdrawal and return. Revisit booking to assignment whenever the selected vehicle changes.