The app has two sides that share the same data.

Office accounts have one of three roles:

• Administrator: everything, plus the Admin pages (settings, lists, office accounts, activity).
• Fleet manager: manages vehicles, generators, employees, trips, fuel, maintenance and incidents.
• Viewer: sees everything and exports to Excel, but changes nothing.

Kilometres or hours. Vehicles are measured in kilometres on the odometer. Generators and other equipment are measured in running hours on the hour meter. The app uses the right unit everywhere: a vehicle has trips, a generator has runs.

Do these in this order. The dashboard shows a Getting started panel until the main steps are done.

1. Step 1
   SettingsOpen Admin › Settings. Check the organisation name, currency, time zone and default language, then upload your logo and pick your colour.
2. Step 2
   ListsUnder Admin › Lists, add your locations or bases, projects and donors. Review the asset types, fuel types, trip purposes and the two daily checklists.
3. Step 3
   EmployeesImport the HR list from Excel. Put “Yes” in Uses mobile app for drivers and operators. See Employees.
4. Step 4
   PINsGive each driver and operator a PIN, and hand it to them in person.
5. Step 5
   Vehicles & generatorsImport your fleet list with today’s km or hours, and the insurance, registration and inspection dates.
6. Step 6
   AssignmentsOn each vehicle’s page, assign it to its driver. Vehicles shared by a team can stay in the pool.
7. Step 7
   Service plansAdd a plan on one vehicle, then copy it to similar vehicles. See Maintenance.
8. Step 8
   PhonesSend drivers the mobile address shown in Admin › Settings, which ends in /field.php. Ask them to open it and tap Add to Home screen, so it opens like an app.

The mobile app works in the phone’s browser, with no download. It needs an internet connection, mobile data or Wi-Fi, when you save an entry.

The start screen. A yellow card appears whenever a trip or generator run is still open.

Signing in

1. Open the app from your home screen.
2. Choose your name. The phone remembers it next time.
3. Type your 4-digit PIN and tap Sign in.

• Switch the language with EN | УКР at the top of the screen; the phone remembers the choice.
• After 5 wrong PINs, your name is locked for 15 minutes. The fleet office can unlock you sooner.
• You are signed out after 12 hours without using the app, or when the office sets you a new PIN.
• To change your PIN, tap Change my PIN. Never share it: everything recorded with it carries your name.

Trips and generator runs

Starting a trip

1. Tap Start a trip. For a generator, tap Start a generator.
2. If this vehicle hasn’t been checked today, the daily check opens first. Complete it and you come straight back here.
3. Choose the vehicle. A ★ marks the ones assigned to you, and yours is already chosen if you have only one.
4. Type the odometer reading now. The last recorded reading is shown below the box to help you.
5. Choose the purpose, and fill in where you leave from and any passengers.
6. Tap Start the trip.

Ending it. Tap the yellow End trip card on the start screen. Type the reading now and where you arrived, add any notes about problems or damage, then tap Save and end the trip. The app shows the distance: “Trip saved: 135 km”.

A generator run works the same way with the hour meter: Stop generator records the hours.

Daily check

Before the first trip of the day, each vehicle or generator gets a short safety check: tyres, lights, fluids, first-aid kit and so on. The administrator sets the list.

1. Tap Everything is OK to mark every item OK at once.
2. For anything wrong, tap Problem on that item and say what is wrong, for example “Front left tyre worn”.
3. Tap Save and continue.

Any problem is sent straight to the fleet office as a defect. If the vehicle or generator isn’t safe, don’t use it: call your supervisor. A ✓ next to a vehicle in the list means someone has already checked it today.

Refuelling

1. Tap Refuel. The vehicle you drove last is usually already chosen.
2. Type the odometer or hour meter reading, the litres and the total paid.
3. Leave Filled to full ticked if you filled the tank.
4. Tap the receipt box: the camera opens. Take a clear photo of the whole receipt. The app makes the photo smaller before sending it.
5. Tap Save the refuel.

No receipt? Tick No receipt and explain why in the notes, for example “bulk tank at the office”. More details holds the station, the fuel type, the price per litre if there is no total, and the date for refuels from the last 7 days.

Reporting an incident

1. Tap Report an incident.
2. When the phone asks to use your location, tap Allow. A green box confirms “Location added (± 12 m)”. If there’s no signal, tap Try again. You can also send the report without a location.
3. Choose what happened: road accident, damage, breakdown, theft or loss, security incident, or other.
4. Choose the vehicle, the time, where it happened and a description. Say whether anyone was injured and whether another vehicle or people were involved.
5. Add up to 6 photos of the damage, the scene or the other vehicle.
6. Tap Send the report. You get a report number.

Rules the app enforces

Sign in with your email and password. The menu across the top leads to each area below. The yellow + Fuel receipt button enters a receipt handed in at the office.

Dashboard

The dashboard shows what needs attention today:

• Alerts: services due or overdue, open defects from daily checks, and incidents not yet closed. Each tile opens its list.
• Counts: vehicles, generators, assets in the workshop or off road, documents about to expire, and litres bought this month.
• Under way now: every open trip or run, with who has it.
• Documents to renew: insurance, registration, technical inspection and driving licences expiring soon. Expired ones show Expired.
• Latest refuels, with whether a receipt was attached.

Vehicles & generators

The register lists every asset with its plate, make and model, location, current reading, driver and status. You can filter it by kind, status and location.

Adding assets. Click Add an asset, or import your list from Excel (see section 7). Each asset needs a unique fleet no., for example LV-01 or GEN-03. Choose its kind: Vehicle is measured in km, while Generator and Other equipment are measured in hours.

Statuses: In service In workshop Off road Disposed. Drivers only see assets that are in service or in the workshop. Disposing of an asset ends its assignment.

The asset page holds everything about one vehicle or generator:

• The current reading and when it was taken.
• Assigned to: who has it. Use Hand over to to change the holder, or choose Nobody to put it back in the pool. The history is kept.
• Documents: expiry dates, with a warning ahead of time.
• Last 12 months: distance or hours, fuel, workshop costs and the last daily check.
• Service plans, workshop records, incidents, latest trips and latest refuels.

The starting reading is the odometer or hour meter when the asset joined the register. After that, the reading moves forward by itself with every trip, refuel and workshop record. You never type over it.

Employees and PINs

The employee list is your HR list. Only people marked Driver or generator operator can use the mobile app, and each needs a PIN.

• Import: use Import the HR list from Excel, with the template or your own HR file. Importing again updates the same people: they are matched by staff no., or by name when there is no staff no. Nobody is deleted.
• Set a PIN: on the person’s page, type 4 digits or click Make one up for me. The PIN is shown once, so give it to them in person. Easy PINs such as 1234 or 0000 are refused.
• PINs for many people at once: fill the optional PIN (4 digits) column of the import file. A file with PINs is sensitive, so delete it after the import.
• Locked out: after 5 wrong PINs, the person’s page shows the lock and an Unlock now button.
• Forgotten PIN: set a new one. Any phone where they were signed in is signed out.
• Someone leaves: untick Active. Their assignments end and they can no longer sign in, but their past entries stay.
• Licence number, category and expiry date feed the Documents to renew list on the dashboard.

The yellow banner “drivers have no PIN yet” leads to the people who still need one.

Logbook

The logbook lists every vehicle trip and generator run, filtered by dates, asset, driver and status. The line at the top totals the km driven and generator hours for what is shown.

• A driver forgot to end a trip: open it, then use Close it for the driver with the reading they give you.
• Paper logbooks: Add from a paper logbook records past trips with their start and end readings. These show the Office tag.
• A wrong entry: open it and Void it with a reason (see section 5).

Fuel

The fuel page lists every refuel with its reading, litres, amount, station and whether there is a receipt. Choose Without a receipt in the filter to follow up missing receipts. Open a refuel to see the receipt photo full size.

+ Fuel receipt records receipts handed in at the office, fuel card statements or issues from a bulk tank. You can attach a photo or PDF of the receipt.

Maintenance

Service plans are set on each asset’s page under Service plans:

1. Give the plan a name, for example “Oil and filter service”.
2. Set the interval: every 10 000 km, or 250 hours for a generator, and/or every 12 months. Whichever comes first applies.
3. Enter when it was last done, as a reading and a date. That is the starting point.
4. Click Add the plan. On a similar vehicle, use Or copy the plans of… to copy them, then check each plan’s last done reading and date.

Each plan shows its next due reading and date, and a status: OK, Due soon or Overdue. Due soon starts 1 000 km, 25 h or 30 days ahead, which you can change in Settings.

Recording the work. Click Done on the plan, or Record a service or repair on the Maintenance page. Choose Planned service or Repair, then enter the date, reading, garage, cost, invoice number and a photo or PDF of the invoice. A planned service moves its plan forward, so the next one is due 10 000 km later. A repair can be linked to an incident, so its cost shows on the incident.

The Maintenance page lists everything due across the fleet, with Record it as done, and all workshop records with their total cost.

Checks and defects

The Checks page has three tabs: Open defects, Checks with problems and All checks. Every problem a driver reports is an open defect until the office closes it.

1. Open the defect to see the items marked as a problem and the driver’s comments.
2. Get it fixed, and use Record the repair to log the work and its cost.
3. Type what was done, for example “Tyre replaced”, and click Close the defect.

Open defects show on the dashboard and as a red notice on the asset’s page.

Incidents

The incident list shows the incidents not yet closed, whatever their date. Change the filter to see closed ones. Incidents with injuries carry a red tag.

• Location: 📍 Open in Google Maps points to where the phone was when the report was sent, with its accuracy in metres.
• Photos: click a photo to see it full size. More can be added during follow-up.
• Repairs: Record a repair links the workshop record, and its cost, to the incident. Recording the first repair sets the status to Being handled.
• Follow-up: the status (Reported Being handled Closed), the police report and insurance claim numbers, and notes on the actions taken.

The office can also record an incident itself with Record an incident, for example one reported by phone.

Reports

The Reports page shows the cost and consumption of each asset over a chosen period. Vehicles and generators are shown separately.

Each asset’s page has a direct link to its own report.

Nothing is deleted. A wrong trip, refuel or workshop record is voided:

1. Open the entry and expand the red Void… box at the bottom.
2. Give a reason, for example “wrong odometer, re-entered” or “duplicate”, and click Void.
3. Ask the driver to record it again correctly, or enter it yourself.

The voided entry stays visible, marked Voided, with who voided it, when and why. It no longer counts in readings, totals or reports. The asset’s current reading is recalculated from what remains, so a mistyped odometer is fixed by voiding the entry that carried it.

A voided workshop record also moves its service plan back.

The Admin menu has four tabs.

Settings

• Organisation name, currency, time zone, and how many days ahead to warn about expiring documents.
• Service alerts: how close to the next service an asset counts as Due soon, in km, hours and days.
• Mobile app: whether the daily check is required before the first trip or run of the day.
• Language: the default language, English or Ukrainian, for phones and computers that haven’t chosen one. Anyone can switch with EN | УКР at the top of every page, office and mobile; the phone or computer remembers the choice.
• Logo and colour: upload the logo (PNG or JPG under 1 MB) and pick one main colour, with a live preview. The colour is used for the menu bar and the phone’s top bar. A dark colour is also used for buttons and links. A light colour only colours the bars, so text stays readable.
• Mobile app address: the link to send to drivers, with a copy button.

Lists

Lists hold the choices offered in the dropdowns: locations, projects, donors, asset types, fuel types, trip purposes, and the vehicle and generator daily checklists. Add several at once, one per line. Renaming a value also renames it on every record that uses it. Switching a value off hides it from new entries, and records that already use it keep it. The standard values the app comes with show in Ukrainian for Ukrainian users until someone renames them.

Office accounts

Create an account with a name, email, role and a first password of at least 10 characters. Give the person the site address, their email and the password; they can change it under My account, top right. From this tab you can change a role, set a new password for someone who forgot theirs, or revoke access. Revoking signs the person out at once. You can’t change your own role or access, so another administrator has to do it.

Test data

For a test or demo copy only. Once employees and the fleet are in, Create test data at the bottom of Settings fills the app with 60 days of realistic activity: daily checks (a few with problems), trips and generator runs, refuels with receipt pictures, service plans, services, repairs and three incidents. Test entries carry a Test tag in the lists. Remove test data takes out exactly what was created; your own records stay.

Activity

Activity records who did what and when, and from which address. It covers sign-ins on the office and on mobile, PIN locks, changes, voids and exports. You can search by person or action.

Imports are for employees and for vehicles and generators:

1. Click Download the Excel template. It has dropdowns for the columns with fixed choices, a Help sheet and an example row. Delete the example row before importing.
2. Fill it in, or use your own file instead: columns are recognised by their names, such as Full name, Staff no., Plate or Make, in any order. Other columns are ignored. Column names stay in English in both languages.
3. Choose the file (.xlsx or .csv) and click Import.

Dates can be typed as 2027-03-14 or 14/03/2027, or be real Excel dates. Numbers like 52 000,50 are understood. After the import, the app lists the rows it skipped or the values it couldn’t read.

Exports. Every list has an Export to Excel button: the register, employees, logbook, fuel, maintenance, checks, incidents and the cost report. The export contains what the list shows, with your current filters and dates. Files open with filter buttons on the first row. The incident export includes the GPS coordinates and a Google Maps link.

A driver’s name isn’t in the sign-in list.

On their employee page, tick Driver or generator operator, make sure they are Active, and set a PIN.

“The new reading can’t be lower” but the driver is sure of the number.

An earlier entry had a reading that was too high. Find it in the logbook or the fuel list for that vehicle and void it. The reading drops back and the driver can record again.

A vehicle is “under way” with a driver who has finished.

Open the trip from the dashboard and use Close it for the driver with their end reading.

The receipt photo won’t send.

The connection is probably weak or the photo too large. Try again where the signal is better. The app already makes photos smaller. Without a receipt at all, tick No receipt and explain why.

The location isn’t added to incident reports.

The phone blocked it. In the browser’s site settings on that phone, allow location for the fleet site, then tap Try again on the form.

Can the app work without internet?

No, each entry is saved when it is sent. Where there is no signal, drivers note the readings on paper and the office enters them with Add from a paper logbook.

A driver doesn’t want to do the daily check every time.

It is only asked for once per vehicle per day, before the first trip, by whoever drives first. The administrator can switch it off in Settings.

I forgot my office password.

Another administrator sets a new one under Admin › Office accounts. If the only administrator is locked out, ask whoever manages the hosting to reset it.