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Fleet Management

Every vehicle and piece of equipment lives in a single record: identity and technical details, odometer history, service, fuel, inspection, breakdown and expense records all build up in one place. You set up lists the way you work, save them and share them with the fleet; driver assignments make sure fines, toll passes and fuel records are matched to the right person.

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vitaFleet — Fleet Management

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Vehicle detail tabs

From service to tire measurements, in a single record

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Technical specification fields

Dimensions, engine, transmission, tire and fuel information

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Vehicle statuses

Active, In Service, Inactive, Out of Service, Sold

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Quick record actions

From the Add menu on vehicle detail

What's inside Fleet Management?

The screens that make up this solution and what you do on each, in order.

Screen

Vehicle List

Every vehicle in the fleet is one row in this list. You can set up columns, filters and tabs your own way and save them. Selecting rows opens the bulk action menu; the list can be exported as CSV or Excel. Plate, make, model, status, odometer and other fields are added as columns with ⚙. Vehicles are added from the list or imported from Excel. Every change, including bulk actions, is written to the activity log, so you can see afterward who changed what.

Saved tabs
A tab is a saved set of filters. Name it with '+ Add Tab' and you return to that list in one click; you can share it with the fleet.
Bulk actions
Change group, status or operator and archive across the selected vehicles. A field left blank means 'leave as is'; a field you clear means 'empty it'.
Five statuses
Active, In Service, Inactive, Out of Service and Sold. Status affects cost and reminder calculations; a sold vehicle keeps its past cost history.
Define New
If a make, model or color isn't in the list, add it without leaving the page using '+ Define New' in the select box; it becomes a permanent part of your company's list.

Screen

Vehicle Detail

Vehicle detail gathers a vehicle's entire history into tabs. Overview shows identity, odometer and watchers; the other tabs list the same vehicle's records, from service to tire measurements. The Add menu at the top right takes you to the relevant form with the vehicle already selected. In the field panel you can search, collapse sections and arrange the layout to suit you. A vehicle record has 50 technical specification fields; comments and documents appear in the record's right rail.

13 tabs
Overview, Service, Inspections, Work Orders, Maintenance and Renewal Reminders, Breakdowns, Odometer, Fuel, Assignments, Expenses, Fault Codes and Tire Measurements.
Add menu
Assignment, fuel, expense, breakdown, accident, inspection, work order, reminder and tire measurement records open directly with that vehicle selected.
Field history
The ⟲ button next to a changed field opens its history. On a field with no history the button doesn't appear; you never open an empty box.
Watchers
A vehicle's watchers appear as avatars in the header. Maintenance and breakdown notifications go to these people first. Add or remove watchers to change who gets notified.

Screen

Vehicle Assignments

Keeps track of who used which vehicle between which dates. Fines, toll passes and fuel records are matched to drivers by looking at these dates. An assignment consists of a vehicle, a driver, and start and end dates. An assignment with an empty end date counts as ongoing, so when the driver changes you need to close the previous one. On the detail page, the Assignment History tab shows all of that vehicle's drivers in date order; fine, toll, damage and fuel matches rely on this record.

Enter the assignment
Enter the vehicle, driver, and start and end dates. 'Add Vehicle Assignment' in the Add menu on vehicle detail opens with the vehicle already selected.
Fine matching
For a traffic fine, the driver is found from the assignment at the time of the violation. If there is no assignment, the fine stays 'Driver not assigned'. There's no need to look up the driver by hand; the fine's date is matched to the assignment.
Damage link
Damage from the Tramer (Turkey's vehicle damage history database) report is linked to the driver who had the vehicle on that date, based on the assignment at the time of damage; if there's no assignment, the driver stays empty.
Open assignment
An assignment with an empty end date counts as ongoing; to avoid overlap, close the old assignment before creating a new one.

Screen

Odometer History

A date-ordered record of a vehicle's odometer readings. Fuel entries, service records, inspections and GPS records add readings automatically; when needed, you add a reading manually with a date and value. Mileage-based maintenance reminders calculate their due point from this current odometer value. The odometer is the vehicle's last known mileage, and readings that go backward are not accepted. This value appears in the vehicle list and detail; the Cost per Km and Vehicle Utilization reports are also calculated from odometer readings in the period.

Automatic readings
Odometer readings are created from fuel, service records, inspections and GPS records; the vehicle's current odometer advances on its own. So you don't need to update the odometer separately for every entry.
Date-based validation
A km value entered manually or coming from an invoice can't be lower than the last reading before that day or higher than the first reading of the following day.
GPS and CAN bus
If GPS is connected, km arrives automatically. If the vehicle has CAN bus and it's authorized in the Arvento account, the dashboard km is used; otherwise the GPS distance counter is used.
Feeds maintenance
If a service invoice doesn't list km, the last reading up to that date is used; the due point of a mileage-based reminder is calculated from this value.

Screen

Vehicle and Personnel Renewals

Tracks documents that are about to expire. Vehicle renewals include inspection, insurance, comprehensive insurance (kasko), emissions test and K certificate (K-class road transport authorization certificate); personnel renewals include driver's license, SRC (professional driver certificate), psychotechnical assessment and health report. You enter the type, expiry date, document number and file; a notification goes out before the deadline. The Upcoming Renewals report and the cards on the Dashboard show records about to expire at a glance. When a file is attached to a record, you can also search for it on the Documents screen; the document appears in the right rail of the record it belongs to.

Vehicle document
Enter the type, expiry date, document number and file. A policy or inspection report is attached to the record and appears in the vehicle's documents.
Personnel document
For driver's license, SRC, psychotechnical assessment and health report, enter the expiry date and file; all deadlines sit together on the person's detail page.
Advance notice
Before expiry, a notification goes to the vehicle's watchers and managers; for a personnel document, to the person and managers. If the date has passed, the record stays at the top of the list until it is renewed.
Upcoming Renewals
This report in the Reports section gives the deadline status of the whole fleet in a single list; expired items are sorted to the top.

Screen

Equipment

Non-vehicle assets such as generators, compressors, forklifts and hand tools live in their own list. You enter the serial number and details; equipment is assigned to a person or a location. Maintenance reminders are set up by calendar interval (days, weeks, months or years), and completed work is written to the equipment service records. Equipment Service Records are a separate list and close the equipment reminder. Inspection forms are also used for equipment; documents and comments work as they do for vehicles.

Assignment
Equipment is assigned to a person or a location; who has it and where it is stays on record.
Calendar interval
An equipment reminder's interval is defined in days, weeks, months or years; it moves to Due Soon as the due date approaches and to Overdue once it passes.
Calibration
Calibration dates for measuring instruments are tracked through equipment reminders; notifications are generated as the due date approaches and when it passes.
Service records
Enter the equipment, date, work performed and cost; maintenance cost per piece of equipment is totaled from these records.

Daily use

Record a new vehicle, set up the list your way

When a new vehicle arrives, the fleet manager opens a record from the Vehicle List with 'Add vehicle'; if they already have a list, they import it from Excel. In the form they enter plate, chassis number, make, model and odometer; the plate is validated against the province code and, if it's wrong, you get a warning but the record isn't blocked. If the make isn't in the list, it's added with '+ Define New'. Then the manager sets up the list: picks columns with ⚙, defines rules in the Filters panel and saves with '+ Add Tab'. The next day they return to the same list in one click; they can share the tab with a teammate. By selecting rows they apply group or status changes in bulk. After plate, chassis number and odometer are entered, technical specifications (dimensions, engine, transmission, wheels and tires, fuel and oil) can be completed later. A vehicle with Sold status leaves the fleet but its cost history stays in reports.

  • Plate validation. The plate is checked against the province code. If there's an error, a warning appears but the record isn't blocked. The record is completed even with a wrong plate; you can correct it later.

  • HGS, OGS and UTTS numbers. Tag numbers (HGS/OGS are Turkish electronic toll systems; UTTS is Turkey's fuel-station vehicle recognition system) are kept on the vehicle record; toll and fuel reconciliation match against these numbers.

  • Shared tab. You can share a tab with the fleet; only its owner can delete a shared tab, so everyone in the fleet works with the same filter.

  • Activity log. Every change made in a bulk action is written to the activity log; you can see afterward who changed what.

Driver matching

When a fine arrives, find the driver from the assignment date

When an operations manager gives a vehicle to a new driver, they enter the end date of the previous assignment in Vehicle Assignments and open the new one. Weeks later, when a traffic fine is recorded, the system looks at the assignment on the fine's date and finds the driver by itself. The same logic works for highway and bridge tolls, fuel records and Tramer damage. If no assignment was entered, the fine stays as 'Driver not assigned' and the gap becomes visible. An old assignment left without an end date, on the other hand, overlaps with the new one and makes matching ambiguous; that's why you need to close the old one first when changing drivers. No extra step is needed for fine and toll matching; all that's required is that assignment dates are entered completely. The person detail page, meanwhile, gathers the expiry dates of documents such as the driver's license on a single card.

Fine matching after assignment

Fine matching after assignment

  • Single source. Fine, toll, fuel and damage records don't ask for the driver separately; all of them look at the assignment date.

  • Seeing the gap. A record with no assignment stays 'Driver not assigned'; so a missing assignment is noticed from the list and you can fill in the dates afterward.

  • Open assignment. An assignment with an empty end date counts as ongoing; to avoid overlap, close the old assignment before creating a new one.

  • Adding from detail. When you choose 'Add Vehicle Assignment' from the Add menu on vehicle detail, the assignment form opens with that vehicle already selected; there's no need to search for the vehicle again.

Odometer discipline

Keep the mileage record clean so maintenance due points stay accurate

The odometer value a driver enters when fueling advances the vehicle's current mileage. Service records and inspections add readings the same way; if the GPS integration is connected, km arrives automatically. If a user accidentally enters a value that goes backward, the system rejects it. A km value entered manually or coming from an e-Invoice can't be lower than the last reading before that day or higher than the first reading of the following day. This keeps Odometer History consistent and mileage-based maintenance reminders are calculated from a reliable value. If the vehicle has CAN bus and it's authorized in the Arvento account, the dashboard km is used. The odometer in a service record and an inspection goes through the same check. To correct an odometer value, add a reading with a date and value from the Odometer History list. Mileage-based reminders and the Vehicle Utilization report rely on these readings.

  • Never goes backward. A reading that goes backward is not accepted; a wrong value is blocked because it would corrupt the mileage history.

  • Multiple sources. Readings come in from fuel, service, inspection and GPS sources; manual entry is needed only to fill gaps.

  • Tied to maintenance. Mileage-based maintenance reminders calculate the due point from this current odometer; as the odometer advances, the remaining km is recalculated.

  • GPS status. The GPS connection status screen in the Vehicles section lets you check which vehicles get km and location automatically.

Scope

What does this solution cover?

No separate modules: everything works in the same account with the same data.

  • Vehicle and equipment records
  • 50 technical specification fields
  • 13-tab vehicle detail
  • Saved and shareable list tabs
  • Bulk group, status and operator updates
  • CSV and Excel export
  • Excel import
  • Driver assignments
  • Vehicle and personnel document renewals
  • Odometer history and GPS km

How it works

From setup to daily use

Bring in your records

Import your existing vehicle list from Excel or enter vehicles one by one with Add vehicle. Plate, chassis number, make, model and odometer are the core fields; technical specifications can be completed later.

FAQ

Vehicle detail has 13 tabs: Overview, Service, Inspections, Work Orders, Maintenance and Renewal Reminders, Breakdowns, Odometer, Fuel, Assignments, Expenses, Fault Codes and Tire Measurements. All of them list records belonging to the same vehicle. The Add menu at the top right opens the relevant record with the vehicle already selected.

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