User Manual

1. What asFleet helps you achieve

asFleet is designed to help you run a safer, more reliable, and more profitable fleet. It brings your daily operations—vehicles, maintenance, fuel, expenses, documents, alerts, and reporting—into one place so decisions are based on facts instead of guesswork.

• Fewer breakdowns through preventive scheduling and timely alerts.
• Lower operating costs by tracking fuel, downtime, and expenses with clear analytics.
• Better compliance by managing documents and expiry dates in one workflow.
• Cleaner operations with consistent records and fewer errors in daily reporting.

2. Getting started (recommended setup)

A strong setup improves accuracy from day one. Most teams can complete this in 30–60 minutes.

1. Add vehicles: plate number, model, year, current mileage, and status.
2. Create maintenance schedules: define service intervals (km/days) per vehicle.
3. Add key documents: registration, insurance, inspection—include expiry dates.
4. Add drivers (if applicable): profile and license expiry dates.
5. Set vendors: workshops, towing services, fuel stations, parts suppliers.

Tip: Use real-world names your team already recognizes (e.g., “Main Workshop – Downtown”) to reduce input errors.

3. Daily workflow (how most fleets use asFleet)

4. Tenant Admin side menu (what each section offers)

In the Tenant Admin panel, the side menu is grouped so your team can quickly find the right tools. Most fleets use these groups every day:

Note: menu items can vary depending on your subscription plan and enabled features.

5. How to use asFleet for maximum results (best practices)

The side menu shows where each tool lives. This section focuses on how to use the platform effectively—in a way that stays accurate, reduces errors, and improves profitability over time.

6. Accuracy: how to keep data reliable

asFleet is only as accurate as the data entered. The good news: small habits create big improvements.

• One source of truth: always log fuel, expenses, downtime, and maintenance in asFleet (not in scattered notes).
• Same-day entry: enter records the day they happen to reduce missing costs.
• Consistent naming: use the same vendor names and categories across the team.
• Odometer discipline: update mileage regularly to prevent incorrect fuel-efficiency reporting.
• Document dates: expiry date accuracy prevents last-minute compliance risks.

7. Profitability: how fleet owners become more profitable

Most fleet profit leaks come from unplanned downtime, fuel inefficiency, and untracked expenses. asFleet helps you find and fix those leaks with visibility and consistency.

• Reduce emergency repairs by following preventive schedules (lower cost and less downtime).
• Improve fuel efficiency by spotting vehicles with abnormal consumption early.
• Negotiate better vendor pricing using real cost history and repeat-issue data.
• Identify high-cost vehicles and decide whether to repair, reassign, or replace.
• Operate with fewer surprises by planning maintenance and renewals ahead of time.

8. Feedback & Rewards System

asFleet values your input. The feedback system lets you contribute to platform improvements while earning rewards for valuable suggestions.

9. UAE & RTA Compliance

For UAE fleets, asFleet includes RTA-ready fields and reports so you can stay compliant and satisfy inspectors.

• UAE vehicle fields: When adding or editing a vehicle, open the UAE / RTA Compliance tab. Enter plate emirate (e.g. DXB, AUH), plate expiry date, RTA inspection due date, chassis number, and engine number. Plate expiry and RTA dates trigger automatic alerts at 30 and 7 days before due.
• RTA Report: From Fleet → Vehicles, click the RTA Report button in the header. The report shows all vehicles with plate, chassis, engine, plate expiry, RTA inspection due, last service, and maintenance summary. Use ?lang=ar in the URL for Arabic labels and RTL layout. Print or save as PDF for audits.
• UAE Compliance widget: On Dashboards → Operations, the “UAE Compliance Due” widget lists vehicles with plate expiry or RTA inspection due within 30 days (or overdue). Use it for a quick morning check.

10. Fleet Map & GPS Integration

The Fleet Map shows vehicle positions on a map with pins colored by maintenance status. Locations are updated when your GPS provider (or your own system) pushes data to the asFleet API.

• Where to find it: Fleet → Fleet Map. The map centers on your vehicles if they have location data, or on a default region if not.
• Pin colors: Green = healthy (no urgent maintenance or compliance due). Amber = warning (something due within 30 days). Red = critical (overdue maintenance, plate, or RTA inspection).
• How locations get there: Use your API key to send location updates. Single vehicle: POST /api/v1/vehicles/{id}/location with body { "lat": 25.2, "lng": 55.27 }. Bulk: POST /api/v1/vehicle-locations with { "locations": [ { "vehicle_id", "lat", "lng" } ] }. Any GPS provider (e.g. Flotilla, IOTee) can integrate this way.
• Vehicles without location data still appear in the “Fleet status” list on the same page with their status color.

11. Reseller Program

If you white-label or resell asFleet to your clients, use the reseller pricing page and in-app Reseller dashboard to see your margins and suggested resale.

• Reseller pricing page: Visit Reseller Pricing (also linked from the site footer). It shows four tiers (Starter $4 to Unlimited $10 per vehicle/month) and an interactive Profit calculator: enter number of vehicles and your markup % to see your cost, suggested resale, and profit per month.
• Reseller dashboard (in app): Dashboards → Reseller shows your current plan, your MRR, fleet size, and suggested resale total at the reseller tier that applies to your fleet size. Use it for a quick overview and follow the link to the full reseller pricing page and calculator.

12. Support

If you need help with setup or best practices for your fleet, contact us via the Contact page. For common questions, check the FAQ.

For policy and data handling details, see our Terms and Privacy Policy.