Fleet Manager maintains the equipment evidence that Dispatcher needs before confirming a load assignment. A readiness change should be explainable from inspection results, defect handling and service work. Fuel purchases add operating cost context against the same vehicle.
Fleet Manager checks the vehicle's active state, readiness and equipment class. Review current maintenance due dates alongside the next planned use and identify any service work that needs attention.
Fleet Manager records the inspection time, odometer, inspector and result. A Pass with defects or Fail result needs a clear explanation and follow-up against the affected vehicle.
Fleet Manager records severity and an owner, then follows the defect from Open through In Repair to Repaired. Preserve the repair evidence. Explain a Deferred outcome so Dispatcher knows the remaining concern.
Fleet Manager checks the completed repair and service position before changing the vehicle to Ready. Dispatcher uses that decision when confirming the intended assignment and records the resource check.
Fleet Manager records fuel or energy purchases with the vehicle, time and odometer. Check volume, unit cost and total amount against the purchase evidence before comparing vehicle spending.
And how to keep it from happening.
Start free, then use Proto to change fields, steps and approvals before your team goes live.