Transport & Fleet Overview
Transport & Fleet Overview
The Transport module gives you complete control over fleet management, trip planning, vehicle inspections, defect reporting, fuel tracking, GPS monitoring, scheduled maintenance, hire agreements, and driver licensing — all from a single, unified interface.
Sidebar Navigation
Once the Transport module is active, the following pages appear in your sidebar:
- Fleet Dashboard — live map, status cards, compliance alerts
- Vehicles — full fleet register with filters and detail pages
- Trips — delivery and collection planning, equipment manifests
- Inspections — pre-trip and scheduled vehicle inspections
- Defects — reported issues, severity tracking, resolution workflow
- Fuel Logs — per-vehicle fuel entries and efficiency analysis
Two Tiers of Transport
| Capability | Core Transport (included in £49/mo) | Advanced Transport (+£49/mo addon) |
|---|---|---|
| Vehicle register & compliance | Yes | Yes |
| Basic trip planning | Yes | Yes |
| Inspections & defects | Yes | Yes |
| Fuel logs & maintenance | Yes | Yes |
| Multi-stop route planning | No | Yes |
| Route optimisation | No | Yes |
| Live GPS map with trails | No | Yes |
| Time windows & idle detection | No | Yes |
Vehicle Types
Every vehicle in NexusRMS is assigned one of the following types: truck, van, trailer, car, sprinter, box truck, flatbed, or personal. The type determines the icon shown on the fleet map and influences default capacity values.
Vehicle Statuses
- Active — available for trip assignment
- Maintenance — undergoing scheduled or unscheduled work
- Inactive — temporarily out of service
- Retired — permanently removed from the fleet
Auto-Increment Identifiers
The system automatically assigns sequential IDs to keep records organised:
- Vehicles — VEH-001, VEH-002, VEH-003 …
- Trips — TRP-001, TRP-002, TRP-003 …
- Defects — DEF-00001, DEF-00002 …
- Inspections — INSP-00001, INSP-00002 …
Key Concepts
- Paired trips — a delivery trip is automatically linked to its corresponding collection trip, giving you full round-trip visibility.
- Equipment manifests — every trip can carry a manifest of project equipment with load, deliver, and collect actions tracked individually.
- Mileage costing — distance is recorded per trip and costed at a configurable per-mile rate (default £0.45/mile), with per-vehicle overrides available.
- Compliance tracking — MOT expiry, insurance renewal, and road tax dates are monitored with automatic alerts before they lapse.
Getting Started
- Navigate to Vehicles and add your fleet — use vehicle templates for fast onboarding.
- Enter compliance dates (MOT, insurance, road tax) so the system can alert you before expiry.
- Create your first trip from the Trips page, assigning a vehicle and driver.
- Attach equipment from a project to build the trip manifest.
- Review the Fleet Dashboard for a real-time overview of all activity.
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