vitaFleet
Request a demo

Multi-Location

When your branches, job sites, and subsidiaries share one fleet, each location needs to see its own vehicles, while management needs to compare them all on one screen. vitaFleet splits vehicles by group, subsidiary, and tag, keeps warehouses and job sites in Places, and filters lists and reports by those dimensions. Each location sees its own records, and management can compare them all.

Request a demoBrowse the screens
vitaFleet — Multi-Location

0

Place types

Warehouse, branch, service point, job site, fuel station, other

0

User roles

Owner, Fleet Manager, Driver, Read-Only

0

Ways to split the fleet

Split vehicles by group, subsidiary, and tag

0

Vehicle report filters

Vehicle, company, group, and status

What's inside Multi-Location?

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

Screen

Vehicle groups

Groups split the fleet the way you organize it: by branch, job site, region, or department. Add and rename groups under Vehicle Groups in Settings; each vehicle record links to a group through its Group field. The Group column and filter in the vehicle list isolate a single location's vehicles, and the same split carries into reports. Before a group is deleted, vitaFleet checks how many vehicles are linked to it; those vehicles must be moved to another group first.

Defining groups
In Settings, under Vehicle Groups, enter a name and click Add Group; rename it later and click Save.
Linking to a vehicle
The Group field on the vehicle form assigns the vehicle to a location; turn on the Group column in the vehicle list with ⚙.
Bulk assignment
Select rows in the vehicle list and change the group from the bulk actions menu; fields left blank stay unchanged. Every change is written to the activity log.
Delete protection
A group that still has vehicles cannot be deleted; move the vehicles to another group first. The warning also shows how many vehicles are in the group.

Screen

Places

The Places screen stores fixed points such as warehouses, branches, job sites, service points, and fuel stations, with their addresses and coordinates. Each place gets a geofence radius, previewed right in the form. All your locations live in a single list, and tire storage locations, equipment assignments, and stock reports use the same places. A location is entered once and stays consistent across screens; when you change it, it changes everywhere.

Place types
The Type field offers Warehouse, Branch, Service Point, Job Site, Fuel Station, and Other. Tire and equipment records use the same list.
Location details
Name, address, latitude, and longitude are required; the description field holds notes about the place. The map and geofence preview are drawn from these fields.
Geofence radius
The radius is entered in meters; the preview below the form draws the circle from the latitude, longitude, and radius. You can see whether the circle fits the site before you save.
Use on other screens
Places are selected as the tire storage location and the equipment assignment, and appear in the place filter of the Critical Stock and Stock Value reports.

Screen

Subsidiaries

If your fleet is spread across several legal entities, add each company in Settings with its tax ID (VKN) and link it to vehicles through the Subsidiary field. Once a subsidiary is defined, the vehicle list, fleet map, and Advanced Analytics can be filtered by company. For single-company customers the field stays hidden and the screen stays simple. Past records are protected: before a company can be deleted, vitaFleet checks for linked vehicles.

Defined by tax ID
In the Subsidiaries section of Settings, a company is added with its tax ID (VKN); only the Owner and Fleet Manager can edit. The tax ID identifies each company unambiguously.
Linking to a vehicle
The Subsidiary field on the vehicle form appears only once a company is defined, and it also works as a filter in the vehicle list. For single-company customers it stays hidden.
Per-company integration
Services such as e-Invoice (Turkey's electronic invoicing) connect with a separate account per subsidiary, and each company's invoices are read from its own account, so they never mix.
Deletion rule
A subsidiary that vehicles are linked to cannot be deleted, so past reports and records stay intact.

Screen

Fleet map

The fleet map shows the last known position, speed, and last report time of vehicles connected through a GPS integration. Defined places and geofence areas are drawn on the same map. Search by plate or name in the list on the left, and pick a subsidiary to see only that company's vehicles. Positions are not stored in the database; the map reads them live. The map stays empty until a GPS provider is connected, so set one up under Integrations first.

Vehicle search
Search by plate or name in the list on the left; the map zooms to the vehicle and its detail panel opens.
Places on the map
Warehouses, job sites, and other places are drawn with their names and geofence areas; when the map loads, it zooms to fit them all.
Filter by company
When a subsidiary is defined, the selector at the top shows only the selected company's vehicles. The selection filters both the vehicle list and the vehicles on the map.
Freshness warning
If a device stops reporting, its last report time goes stale; check the connection status on the Integrations page.

Screen

Comparative reports

The Reports screen offers company, group, vehicle, and status filters on vehicle reports, so each location sees its own numbers while management sees them all side by side. The Vehicle List, Cost per Vehicle, Cost per Km, Maintenance Compliance Report, and Cost by Company reports can all be split this way, and results export to Excel. Reports use the same filter logic as lists, so the number on screen matches the number in the Excel export.

Group and company filter
In vehicle-based reports, the filter at the top limits the calculation to the vehicles of one group or subsidiary.
Cost by Company
One table shows each subsidiary's vehicle count and its fuel, service, expense, and toll costs.
Group Changes
Vehicle group changes are listed by date range, so you can see who moved which vehicle to which group, and when.
Period selection
In dated reports, pick a start and end date or use shortcuts like This month, Last 3 months, and This year; the range is saved in the link.

Screen

Users and roles

Not everyone at a location needs the same permissions. In Settings, you invite people by email and assign one of four roles: Owner, Fleet Manager, Driver, or Read-Only. The role determines who can change what, while notification preferences are personal to each user. If a user without permission attempts an action that requires write access, vitaFleet rejects it and shows a permission message.

Four roles
Owner and Fleet Manager can edit everything, Driver sees their own records, and Read-Only can only view. Every screen applies permissions from the same role table.
User management
Only the Owner manages organization details and users; the Owner and Fleet Manager can edit groups, tags, and subsidiaries.
Personal notifications
For each event, every user picks in-app, email, both, or off in their Settings preferences.
Notify the right person
A notification goes to the record's watchers, otherwise to the vehicle's watchers, and failing that to managers. This order ensures a notification always reaches someone.

Group structure

Each branch sees its own vehicles; headquarters sees all of them

In a fleet with three branches, the first step is to define the branches as groups under Vehicle Groups in Settings. The fleet manager opens the vehicle list, selects rows, and fills in the Group field from the bulk actions menu; fields left blank stay unchanged. From then on, you can narrow the list with the Group filter, arrange columns with ⚙, and keep the layout as a saved view. A branch lead filters to their own group, while headquarters removes the filter and sees everything. When a vehicle is transferred from one branch to another, its group is changed; the change is written to the activity log and appears, by date range, in the Group Changes report. So the question of when a vehicle moved to which location is answered by the record, not by memory. You don't need a separate Excel file for this: the list, the report, and the history all come from the same record.

  • Saved view. The group filter, columns, and sort order are saved as a view, so each branch opens its own list in one click. Vehicle tags add a second way to split the list.

  • Bulk transfer. Select several vehicles and move them to a new group in a single action.

  • Change trail. Every group change is written to the activity log, so there is always a record of who moved what.

  • History in the report. The Group Changes report lists moves by change date and includes every move within the selected range.

Places and map

Define your warehouses and job sites and see them on the map alongside your vehicles

When a new job site opens, the manager goes to the Places screen, clicks Add Place, enters the name, sets the type to Job Site, and fills in the address, latitude, and longitude. When they enter the geofence radius in meters, the preview below the form draws the circle; if the radius doesn't fit the site, they correct it before saving. The saved place appears on the Fleet Map with its name and boundary, and vehicles connected through the GPS integration appear on the same map at their last known positions. The same place can be selected in the Storage location field of a stored tire and in equipment assignment, and the Critical Stock and Stock Value reports use the place filter to show the stock of a single warehouse. One definition feeds many screens, so each place is entered once and never retyped.

Place form: type, address, coordinates, and geofence preview

Place form: type, address, coordinates, and geofence preview

  • Six types. Choose from Warehouse, Branch, Service Point, Job Site, Fuel Station, and Other.

  • Radius preview. The circle is drawn in the form from the latitude, longitude, and radius before you save.

  • Single definition. The same place is used for tire storage location, equipment assignment, and the stock report.

  • Last known position. The map reads the position live from the GPS provider; no location history is stored in the database.

Management view

Compare locations on the same numbers

At month-end, the manager goes to Reports and opens the Cost by Company and Cost per Km reports. By switching the company and group filters, they read each location's fuel, service, expense, and toll totals for the same period. The date range is picked with a shortcut like This month or Last 3 months, and because it is saved in the link, everyone who opens a shared link sees the same period. The Maintenance Compliance Report shows whether reminders were completed on time or late, and Advanced Analytics presents indicators as charts, filtered by subsidiary. Because tables export to Excel, no separate compilation is needed to prepare for the meeting. A manager in the Read-Only role can read these numbers but cannot change records.

  • Table by company. Each subsidiary's vehicle count and four cost items in a single table. The results update with the subsidiary selection.

  • Cost per km. Total cost per vehicle divided by kilometers driven is listed for each vehicle. Advanced Analytics shows the same ratio as an indicator.

  • Maintenance compliance. On-time and late completions are shown per reminder, and late ones are listed with the reminder they belong to.

  • Shareable period. The selected date range is saved in the link, so whoever you send the link to sees the same period. Use start and end dates or the ready-made shortcuts.

Scope

What does this solution cover?

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

  • Vehicle groups (branch, job site, region)
  • Bulk group assignment
  • Group change history report
  • Places: warehouse, branch, job site
  • Geofence radius and preview
  • Places and vehicles on the fleet map
  • Subsidiaries and tax ID (VKN)
  • Cost by Company report
  • Four user roles
  • Personal notification preferences

How it works

From setup to daily use

Set up groups and companies

In Settings, define vehicle groups and, if you have them, subsidiaries with their tax IDs (VKN). Invite users by email and pick their roles. Getting permissions right at the start avoids corrections later.

FAQ

A vehicle record has a single Group field. If you need more than one way to split the fleet, use the Subsidiary field and the colored vehicle tags alongside the group; all three work as filters in the vehicle list. Group changes appear in the report with their dates, so past records stay intact.

Other solutions

Bring your fleet onto one screen in days

Request a demo and we'll prepare an environment for your fleet and help you migrate your data.

Request a demoContact