Fleet

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Overview

Knowlix Fleet tracks company vehicles across their full lifecycle, from acquisition and assignment to maintenance, contracts, and cost analysis. Fleet managers configure vehicle profiles, log service work, manage insurance and lease contracts, and analyze total cost of ownership per vehicle. Key features:

• Vehicle registry with driver assignments
• Service request and maintenance tracking
• Contract management (insurance, leases, registrations)
• Accident logging by fault category
• Cost analysis reporting by vehicle and service type
• Fuel log tracking

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Vehicles

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Adding a Vehicle

Navigate to Fleet > Fleet > Vehicles and click New. Vehicle form fields:

• Vehicle Name - make and model (e.g., “Toyota Camry 2023”)
• License Plate - registration number
• Model - link to a vehicle model record for shared specifications
• Driver - the employee currently assigned to this vehicle
• Driver Type - Employee or Contact
• State - the current status in the vehicle lifecycle (New, In Use, Parked, etc.)
• Tags - custom labels for filtering
• Location - where the vehicle is based

Tabs on the vehicle form: Information tab: Technical details including category (sedan, van, truck), fuel type, horsepower, and transmission. Contract tab: Active and historical contracts linked to this vehicle. Services tab: All service records for this vehicle. Fuel Logs tab: Fuel fill-up records with cost and mileage. Odometer tab: Odometer reading history. Resume tab: Summary of the vehicle’s history and costs.

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Vehicle Models

Create model records to standardize specifications across multiple vehicles of the same type. Navigate to Fleet > Configuration > Models. Each model record stores: brand, model name, vehicle type, fuel type, power, color options, and standard equipment. When adding a new vehicle, selecting a model pre-fills technical fields automatically. Create brands separately under Fleet > Configuration > Brands to organize your model catalog.

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Vehicle States

States represent lifecycle stages in the fleet. Default states include New, In Use, Parked, and Archived. Customize these under Fleet > Configuration > States to match your fleet management workflow.

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Contracts

Contracts track recurring financial obligations tied to each vehicle, such as leases, insurance policies, and registrations. Navigate to Fleet > Fleet > Contracts and click New to create a contract. Contract form fields:

• Name - contract reference or description
• Contract Type - the type of obligation (insurance, lease, maintenance agreement, etc.)
• Vehicle - the vehicle this contract covers
• Start Date and End Date - contract duration
• Recurring Cost - amount and frequency (monthly, quarterly, annually)
• Cost Generated - how the cost is handled (expense, invoice, etc.)

Upcoming contract expirations trigger alerts so renewals are not missed. Configure reminder settings under Fleet > Configuration > Settings.

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Service Records

Track all maintenance and repair work from a single service view. Navigate to Fleet > Fleet > Services and click New to log service work. Service form fields:

• Description - what was done or needs to be done
• Service Type - category of service (oil change, tire rotation, accident repair, etc.)
• Date - when the service occurred or is scheduled
• Cost - the total service expense
• Vendor - the shop or mechanic performing the work
• Vehicle - the vehicle being serviced (auto-fills driver and odometer unit)
• Driver - the driver at the time of service
• Odometer Value - mileage reading at time of service

Attach invoices, estimates, or photos using the attachment icon in the activity feed.

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Service Stages

Services move through four stages: Update the stage from the service form using the status buttons at the top right, or drag service cards between columns in Kanban view.

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Service Types

Create custom service types to categorize work. Navigate to Fleet > Configuration > Service Types. Common categories: oil change, tire rotation, inspection, bodywork, accident repair, registration renewal.

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Accident Tracking

Accidents are logged as service records using dedicated service type categories. This approach organizes accident-related repairs separately from routine maintenance and enables cost analysis by fault.

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Setting Up Accident Service Types

Create two service types in Fleet > Fleet > Services when first logging an accident:

• “Accident - Driver’s Fault”
• “Accident - No Fault”

When creating the service type, set the category to Service.

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Logging an Accident

Navigate to Fleet > Fleet > Services and click New.

1. In Service Type, select the appropriate accident category.
2. Set the Date to when the accident occurred.
3. Leave Cost blank until the repair estimate is known.
4. Select the Vendor performing repairs.
5. Select the Vehicle involved (auto-fills driver).
6. Confirm or update the Driver if someone other than the assigned driver was operating the vehicle.
7. Enter the Odometer Value at time of accident.
8. In the Notes section, describe the incident in detail (e.g., “Rear-end collision at intersection, vehicle stationary”).

For accidents requiring repairs from multiple vendors, create a separate service record for each vendor. Copy the notes field and attach the same supporting documents (police report, insurance claim) to each record. Attach documentation (police reports, insurance correspondence, repair estimates) using the paperclip attachment icon.

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Viewing Accident Data

Navigate to Fleet > Fleet > Services and filter by service type to see all accident records. Group by Vehicle to compare accident history across your fleet. Group by Driver to identify patterns in driver behavior. Use the At Fault filter to see driver-caused accidents separately from no-fault incidents.

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Cost Analysis

Navigate to Fleet > Reporting > Costs to view the total cost analysis across your fleet. The default report shows a bar chart of contract costs and service costs by month for the current year. The combined total line shows overall fleet spend. Analyzing by vehicle:

1. Click the search toggle to reveal filter and group options.
2. In Group By, select Vehicle.
3. The chart shows total cost per vehicle (contract + service combined).
4. Hover over any bar for the exact cost breakdown.
5. Switch to pivot view for a tabular breakdown showing contract cost, service cost, and total per vehicle.

Filtering accident costs: Filter by service type “Accident - Driver’s Fault” or “Accident - No Fault” to isolate accident-related spend. This helps calculate the true total accident cost per vehicle or driver over any period. Managing active repairs: Filter the services list to show only New and Running stage records to focus on work in progress. Save this as a favorite filter for quick access during daily fleet management.

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Fuel Logs

Track fuel expenses and consumption to monitor efficiency and control costs. Navigate to Fleet > Fleet > Vehicles, open a vehicle, and go to the Fuel Logs tab. Click Add a line to record each fill-up with:

• Date
• Liters or gallons added
• Price per unit
• Total cost
• Odometer reading

Fuel data feeds into the cost analysis report alongside contract and service expenses.

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Reporting

Cost Analysis (Fleet > Reporting > Costs) - total spend by vehicle combining contracts and services. Services (Fleet > Fleet > Services in list view) - all service history filterable by type, vehicle, driver, stage, and date. Both reports support pivot view for tabular export and can be filtered by any combination of vehicle, driver, date range, or service type.

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Best Practices

Log every service and accident event, even minor ones, to build an accurate cost history per vehicle. Review the cost analysis report quarterly to identify vehicles whose total cost of ownership exceeds their value. Set contract expiration reminders far enough in advance to allow time for renewal negotiations. Standardize service type names across your team for consistent reporting. Use the accident service types consistently so driver fault vs. no-fault data remains clean and reportable. Your Knowlix: “Which vehicles are due for service this month?” or “Show me the total maintenance cost per vehicle this year” or “List all open accident repairs” or “Which contracts expire in the next 30 days?”