Industry
Municipal & Public Sector
Mixed fleets, multiple locations and auditable records.
Overview
What changes for Municipal & Public Sector fleets?
Mixed fleets, multiple locations and auditable records.
A demo for your fleetA mixed fleet in one system
Public sector and municipal fleets are among the most varied: passenger cars, garbage trucks, street sweepers, construction machinery, and special-purpose vehicles such as fire trucks and ambulances all work together. Each comes with a different odometer, maintenance interval, and document set; in most institutions, this information is scattered across separate tables in public works and support services. vitaFleet keeps each type in a single structure, with its own technical fields and maintenance calendar. Non-vehicle assets such as generators and compressors are tracked as equipment. The inventories that departments keep separately merge, and the whole fleet shows on one screen. For each type, the registered owner, operator, technical specifications, and documents are kept on the record. When a vehicle is transferred between departments, information is not collected again; the same record moves to the new department.
- Passenger, heavy, construction, and special vehicles together
- Non-vehicle assets as equipment
- Existing inventory imported in bulk from Excel
Auditable, traceable records
In the public sector, the answer to who changed what, and when, must be ready at any time; an internal audit or inquiry needs a trail to look back on. vitaFleet keeps a field-level change history: when a plate, cost, or document date is changed, the person who made the change and the time are written to the record; bulk updates are also logged under Recent Activity. Vehicles are not deleted but archived; the history and cost of a vehicle taken out of service continue to appear in reports. When an audit is requested, you do not have to compile the record afterward; it is already there. The field-level history also shows when and by whom a wrongly entered value was corrected. Because records are tied to a person and a time, accountability is not something you have to reconstruct after the fact.
- Field-level change history stamped with person and time
- Bulk actions are also written to the log
- Vehicles are never deleted, only archived
Separation by directorate and unit
Vehicles are divided into groups by directorate, region, branch, or service unit; each unit sees its own vehicles while management compares the entire fleet in a single report. If a municipality or institution works with multiple affiliated companies and units, the subsidiary structure is used; reports and the dashboard can be filtered to a single company. Placing each unit's spending, maintenance compliance, and vehicle utilization side by side shows which unit's fleet is more expensive or more neglected, and budget and investment decisions can be based on that. The same structure helps at the end of the budget period: choose a date range to get each unit's fuel, service, and expense totals, compare them in a single table, and open the underlying records with one click.
- Directorate, region, and service unit groups
- Dashboard and reports by subsidiary
- Cost comparison across units
People, roles, and access
The people who drive vehicles, maintain them, and read reports in an institution should not all have the same permissions. People are classified as employee, driver, technician, or supplier contact; accounts are created by email and assigned a role. Owner and Fleet Manager can edit everything, Driver sees only their own records, and Read-Only can only view. Giving read access to an auditor or senior management shares information without any risk of altering records. Driver's license, SRC (professional driver certificate), psychotechnical certificate, and health report expiry dates are also tracked on the person record, and assignment records show who had which vehicle on which date. Tracking these expiry dates helps prevent a vehicle from going out with an unauthorized driver or one whose documents have expired.
- Four roles: Owner, Fleet Manager, Driver, Read-Only
- Driver sees only their own records
- Driver's license and SRC expiry dates on the person record
Document and inspection compliance
Vehicle inspection, compulsory insurance, comprehensive (casco) insurance, and any authorization documents that apply are tracked in one place with their expiry dates, and document scans are attached to the record. A public vehicle operating without valid documents carries both legal liability and reputational risk. Because notifications are generated before dates expire, tracking depends on the system, not on a civil servant's calendar. The notification channel can be set to in-app, email, or both; notifications go to the record's watcher, or if there is none, to the vehicle's watcher, and otherwise to the managers. So even if a unit forgets a document expiry, management is informed. A list filter gathers vehicles with upcoming inspections on one screen; save it as a saved view and open it from the same place every week. An expired document stands out as a critical notification, and the person responsible is visible in the records.
- Inspection, insurance, and authorization document expiry dates
- Notification to the record's watcher, otherwise to managers
- Document scan on the vehicle record
Fuel discipline and vehicle recognition reconciliation
Fuel is one of the most scrutinized items in public fleets, and with receipt-based or vehicle-recognition fill-ups, consumption and amounts easily lose their trail. Actual consumption per vehicle is calculated from fill-up records; fill-ups that exceed tank capacity, are repeated within a short time, or are noticeably above the vehicle's typical consumption are collected with reasons in Fuel Anomalies. The UTTS (Turkey's fuel-station vehicle recognition system) statement is matched against your own fill-up records; unmatched lines do not quietly disappear; they go to review. The unit price is compared with the EPDK (Energy Market Regulatory Authority) price on the day of purchase. Personal use can be flagged on a fill-up record; flagged fill-ups are excluded from the rules. That way, the review list concentrates on the lines that genuinely need questioning, and if there is an inconsistency, the reason is written to the record for each fill-up.
- Actual consumption per vehicle
- Every anomaly shown with its reason; Normal or Suspicious decision
- UTTS statement matching
- Comparison with EPDK price
Maintenance, faults, and supplier records
Public vehicles often go to outside service shops for maintenance, and if the link between the job, the supplier, and the cost is lost, the spending becomes hard to justify. A driver or unit opens a fault record, which is prioritized and turned into a work order that brings parts, labor, and supplier together in one record. Suppliers are defined with their tax ID number (VKN) and tax office; e-Invoice (e-Fatura) import matches by VKN, and service items are added to the record. When the work is closed, it is written to the vehicle's service history, and a recurring fault on the same vehicle shows up as a pattern. A shared service task catalog prevents different units from writing the same job under different names, and because reports group by these names, it is clear which job repeats most.
- Fault to work order in a single flow
- Supplier VKN with e-Invoice matching
- Vehicle service history and recurring faults
Transparent reporting
Ready-made reports open as tables under spending, maintenance, faults, fuel, replacement, and accounting; periods such as this month, last month, or this year are selected with the date range bar. Per-vehicle cost, cost per km, operating cost, and VAT (KDV) breakdown are presented to management, the council committee, or auditors from the same source. Because data comes from one place, units no longer give different figures. Advanced Analytics shows the cost trend and planned maintenance ratio with charts. The date range bar shortens preparation time for an internal audit or council presentation. And because the dashboard can be arranged with institution-specific cards, managers see their own priorities each morning.
- Standard reports and date-range shortcuts
- Cost per vehicle and per km
- Chart-based analysis by subsidiary
Focus areas
What do we cover in this industry?
- Mixed fleet: cars, heavy vehicles, equipment
- Department and unit groups
- Subsidiary structure
- Change history and activity log
- Role-based access
- Inspection and insurance tracking
- UTTS and fuel anomalies
- Bulk data import
How you get started
From setup to your first report
Import your inventory
Import your existing vehicle list from Excel; vehicles and equipment are gathered into separate lists. Plate, type, and technical details come in all at once, and then you fill in the gaps. After import, missing fields are completed with bulk editing and duplicate records are checked.
Split into units
Group by department, district, or service unit. If you have affiliated companies, define them as subsidiaries; each unit sees its own vehicles while management sees them all. Once the grouping is done, reports, dashboards, and list filters work according to this structure.
Assign people and roles
Add drivers, technicians, and managers as people, create accounts by email, and assign roles. Set up Read-Only access for auditors or senior management. A person without an account will not receive notification emails, so it matters to set up the responsible people correctly on the person record.
Monitor compliance and fuel
Track inspection, insurance, and authorization certificate expiry dates in one place. Upload the UTTS (Turkey's fuel-station vehicle recognition system) statement and match it against fill records, then review the anomaly list by unit. Failed or unmatched rows go to review; decisions stay recorded per fill.
Be audit-ready
Every change is written to the log with who, when, and which field. Standard reports are run with a date range; because vehicles are not deleted, older records stay in the reports as well. Opening a Read-only account for an auditor gives access without any risk of changing records.
FAQ
A field-level change history is kept; who changed which field and when is on record. Bulk operations are logged under Recent Activity. Vehicles are not deleted but archived, so the history and cost of a vehicle taken out of service continue to appear in reports. Which user made which change is also visible in the activity log; documents and comments can also be attached to records.
Other industries
Is your fleet in a different industry?
Industry
Retail & Distribution
Consumption and frequent maintenance under heavy city use.
Industry
Manufacturing & Industry
One routine from in-plant forklifts and machinery to the dispatch fleet.
Industry
Car Rental
Rental contracts, km overage, damage and no-claims tiers.
Industry
Logistics & Freight
K-class certificate, inspection, tolls and trip cost for tractors and trailers.
Industry
Staff Transportation
Driver documents and assignment history across the shuttle fleet.
Industry
Student Transportation
Documents, attendants and daily vehicle checks for school buses.
Industry
Construction & Excavation
Calendar-based maintenance and site assignment for heavy equipment.
Let's prepare a demo for your Municipal & Public Sector fleet
We take a few details and get back to you within one business day — no setup fee.