Transport Settings & Configuration

Transport Settings & Configuration

The fleet settings page gives CoreAdmin users control over how transport calculations, compliance alerts, and inspections behave across the entire organisation. All transport settings are accessed from Configuration > Fleet.

Accessing Fleet Settings

1. Navigate to Configuration in the main sidebar.
2. Select Fleet from the settings menu.
3. Adjust settings as needed and click Save.

Note: Only users with the CoreAdmin role can access and modify fleet settings.

Setting Groups

The fleet settings page is organised into the following configurable options:

Setting	Options	Default	Description
Distance Unit	Miles or Kilometres	Miles	Determines the unit used for all mileage calculations, trip distances, and maintenance thresholds
Default Mileage Rate	Numeric value	£0.45 per mile	The cost charged per distance unit for trips, used in mileage cost calculations
Mileage Pricing Currency	GBP, USD, EUR, CAD, AUD	GBP	The currency applied to mileage rate calculations and displayed on quotes and invoices
Include Mileage on Quotes	On or Off	Off	When enabled, mileage costs are automatically added as a line item on client quotes
Compliance Alert Days	1–90 days	30 days	How many days before an expiry date the system sends compliance alerts for MOT, insurance, road tax, registration, and driver licences

Per-Vehicle Overrides

Individual vehicles can override the default mileage rate. This is useful when certain vehicles have higher running costs — for example, a large lorry compared to a small van. Set the override on the vehicle detail page under the Settings tab. When an override is set, it takes priority over the organisation-wide default.

Inspection Configuration

Configure which checklist items appear for each inspection type. You can customise the pre-trip and post-trip inspection forms to match your organisation's requirements, adding or removing items as needed. This ensures drivers only see relevant checks for the type of inspection they are performing.

Blocking Defects

By default, only defects marked as critical severity will block a vehicle from being assigned to trips. You can enable or disable this behaviour in fleet settings:

• Enabled — vehicles with unresolved critical defects cannot be selected for new trips
• Disabled — defects are recorded but do not prevent vehicle assignment

How Settings Affect Calculations

Understanding how these settings interact with the transport system:

• Mileage cost — calculated as mileage rate × trip distance, using the per-vehicle override if set, otherwise the default rate
• Quote line items — mileage costs appear on quotes only when "Include Mileage on Quotes" is enabled
• Compliance scanning — runs daily across all vehicles, checking expiry dates against the configured alert threshold
• Distance unit — affects display throughout the transport module, including trip logs, maintenance schedules, and reports

Best Practices

• Set the default mileage rate to match the current HMRC advisory fuel rates for accurate reimbursement and client billing.
• Configure compliance alerts to at least 30 days to provide enough lead time for renewals and avoid last-minute scrambles.
• Use per-vehicle overrides sparingly — only when a vehicle's running costs differ significantly from the fleet average.
• Review inspection checklists quarterly to ensure they reflect current safety requirements and regulatory changes.
• Enable blocking defects in environments where vehicle safety is paramount, such as when transporting heavy or hazardous equipment.