Fleet

Your trucks earn nothing sitting in the yard — and cost plenty when maintenance slips or a borrowed truck quietly becomes overdue. Logistall’s fleet screens help you keep every vehicle accounted for, serviced on time, and visible on a live map, whether you own the truck or borrowed it from a carrier. This page covers the Vehicles, All Fleet, Fleet Map, Vehicle Maintenance, Fuel Logs, and Trips pages.

Your vehicles vs. borrowed vehicles

Two pages work together to cover your trucks:

• Vehicles is the full roster of vehicle records — every truck, whether you own it or a carrier does. This is where the complete record lives: license plate, VIN, type (semi truck, box truck, van, flatbed, refrigerated, tanker, container, rail car, motorcycle, and more), make/model/year, fuel type, payload and volume capacity, status, and inspection dates and odometer reading.
• All Fleet answers the operational question “what can I actually dispatch today?” It merges your owned vehicles with any currently borrowed from carriers into one list, with an Ownership column badge showing Owned or Borrowed. Borrowed rows also show the lending carrier’s name and, if set, the date the borrowing runs until. A summary strip at the top of the page shows your owned count, borrowed count, and total.

To add a new vehicle record:

1. Open Vehicles and add a new vehicle.
2. Enter the license plate, VIN, and vehicle type.
3. Fill in make/model/year, fuel type, and payload and volume capacity — payload capacity matters later, because load plans compute utilization against it.
4. Set the vehicle’s status, inspection dates, and odometer reading, then save.

Both pages share Logistall’s standard table controls — see Searching & filtering tables.

Tip

Keep payload and volume capacity accurate when you create a vehicle. Load-plan utilization percentages are only as good as the capacity figures they’re computed against.

Borrow a truck from a carrier — and return it on time

Scenario: peak season hits and your own trucks are fully committed, so a partner carrier lends you a box truck for two weeks. Record the borrowing so it shows up in All Fleet with a clear end date, instead of living in someone’s inbox.

From All Fleet:

1. Select Borrow Truck.
2. Choose the vehicle — only vehicles not owned by you are offered.
3. Optionally override the carrier it’s borrowed from (it defaults to the vehicle’s own carrier).
4. Set a status (scheduled → active → returned, or overdue), start and end dates, a daily rate and currency, and a reference and purpose.
5. Save. The truck now appears in All Fleet with a Borrowed badge, the lending carrier’s name, and the until date.

When the truck goes back: open the borrowing while it’s still active or scheduled and use the Mark Returned button to close it out in one step — no need to edit each field.

Selecting an owned vehicle’s row in All Fleet instead opens a shorter edit form limited to plate, type, make/model, status, payload, and next inspection date; the full record is edited from Vehicles.

Note

The overdue status on a borrowing is set by you, not automatically — when a borrowed truck passes its end date without being returned, update the borrowing’s status so it stops looking like available capacity.

See where your trucks are right now

The Fleet Map page plots your vehicles’ latest known positions on a map, one dot per vehicle. Dots are colour-coded by status, so a glance tells you the state of the fleet: green for available, blue for on route, amber for maintenance, and grey for any other status. Select a dot to see that vehicle’s plate, status, speed (if available), and when its position was last recorded.

Positions refresh automatically every 30 seconds while the page is open, and a Refresh button lets you pull the latest positions on demand — useful when a customer is on the phone asking where their delivery is. If no vehicles currently have a recorded position, the map area shows an empty-state message instead.

Keep your trucks legal and on the road

Scenario: a semi’s annual inspection is due in ten days. If it lapses, the truck can’t run — and a shipment already scheduled onto it will need re-planning. The Vehicle Maintenance page exists so this never sneaks up on you.

Vehicle Maintenance is your service history log. Each record covers a vehicle, a maintenance type and description, the date the work was performed, its cost and currency, the vehicle’s odometer reading at the time, a next-due date, the vendor, and a status (scheduled, in progress, or completed). A next-due date within the next 14 days is highlighted in amber in the table, so upcoming service stands out as soon as you open the page.

To log completed work and set up the next reminder:

1. Open Vehicle Maintenance and add a record for the vehicle.
2. Enter the maintenance type, description, date performed, cost and currency, and the odometer reading at the time.
3. Set the next-due date — this is what drives the amber highlight and the daily digest.
4. Record the vendor and set the status to completed.

Tip

You don’t have to watch the next-due column yourself: once a day, Logistall automatically emails your company owner a digest of every maintenance record due within the next 14 days. It runs on its own in the background — there’s nothing for you to trigger. Your only job is to keep next-due dates filled in.

Keep fuel spend honest

The Fuel Logs page records fill-ups: vehicle, driver (optional), fill date, liters, cost and currency, odometer reading, and fuel station. Logistall automatically computes and displays a per-liter cost for each log by dividing cost by liters, so you can compare fuel efficiency across fill-ups — and spot a station that’s consistently more expensive — without doing the math yourself.

Note

Recording the odometer reading with each fill-up gives you a running distance trail per vehicle alongside the fuel history, which makes consumption anomalies much easier to spot.

Track individual trips

The Trips page tracks individual vehicle trips, each with an auto-generated trip number. A trip can optionally be linked to a shipment, a vehicle, and a driver, and carries a status (planned, active, completed, delayed, or cancelled), planned start and end times, a distance in kilometers, and free-text notes. Linking a trip to its shipment, vehicle, and driver is what lets you later answer “which truck and driver actually ran that delivery?” from one record.

Related pages

• Getting Started
• Dashboard
• Routes & Load Plans
• Driver App
• Shipments