FAQS

Setup & Customisation

Simply Fleet is designed for small fleets as well as growing fleets. You could be a small florist shop with just one vehicle or a mover and packer with multiple trucks. Simply Fleet is simple yet powerful, bringing ease in your business.

To start with Simply Fleet, create a login for your organization by clicking on the Login button. You will be then asked to fill-up your organization details. Once you complete this step, you can proceed with creating vehicles, users for your organization. For more details, you can look Menu > Help > Demo Videos to get a better understanding.

This happens when your admin has not added your user email id to the organization. Ask your admin to set up an account for your id, this will resolve this message.

Your admin will have to create users on the web with all the email ids of your drivers and assign them to their managers. Your admin can upload all related documents for your driver too.

The difference in the role helps manage segregation of duties and also to manage employees efficiently by concealing irrelevant or private data. Below table outlines the tasks and pr that can be performed by ALL.

 

Task Name

Admin

Manager

Operator

Web Access

Yes

Yes

No

Mobile Access

Yes

Yes

Yes

User Management

Yes

Yes

No

Access to all records

Yes

No, Only assigned

No, Only Self

Organization Setup and Settings

Yes

No

No

Fill-ups/Services/Expenses/Timesheets

Yes

Yes, All Assigned

Yes, Only Self

No, you can hide certain documents if you wish. The driver has access to his dot card and license. Any other document that you upload can be hidden from the driver by selecting the ‘Would you like this document to be visible to the operator?’ to YES while adding new documents.

An admin can add vehicles using the Vehicles Menu to the left.

Yes, you can do this either from the Vehicles tab > Vehicle Operators > Assign/Unassign Operator OR User Management Menu > Vehicles Assigned > Assign/Unassign Vehicles

Yes, you can have the flexibility of having your cars on different units.

Fill-ups

Simply Fleet does a sanity check between the odometer and date before saving data. If the data and odometer are out of sync it will not let you save the data. Which means that if you have an odometer value of, let's say, 10000 on 23-Oct-2019, and you try to enter another record with an odometer value of 9500 on 25-Oct-2019, it will not let you. Correct either the odometer or the date and re-save the record.

A partial tank is when you have not filled the tank all the way to the brim. A partial tank does not provide sufficient information to calculate efficiency. You need at least two full tank fill-ups before the app can start calculating efficiency. Let me explain this with an example:

Fill-up 1: Odo: 1000 (Qty of the first fill up is not considered). Assuming this is a full tank.

Fill-up 2: Odo: 1200. Qty: 10 ltr (Full tank), Dist travelled since fill-up 1: 200 km. Here we know for a fact that 10 litres of fuel were used to travel the 200 km so we can calculate eff by 10/200 = 5 l/100km

Fill-up 3: Odo: 1300, Qty: 5 ltr (partial fill-up). Dist travelled since fill-up 2: 100 km. Here we do not know how many litres were used by the car to travel the 100 km since we only did a partial fill-up. Hence eff will be n/a until a full tank is filled up again.

Fill-up 4: Odo: 1500, Qty: 10 ltr (full tank). Dist travelled since fill-up 3: 200 km. Now we know for sure that 15 (5+10) litres of fuel were used to travel 300 (200+100) km. So the eff for both fill-up 3 and 4 is updated to 15/300 = 5 l/100 km

A partial tank is when you have not filled the tank all the way to the brim. A partial tank does not provide sufficient information to calculate efficiency. You need at least two full tank fill-ups before the app can start calculating efficiency. Let me explain this with an example:

Fill-up 1: Odo: 1000 (Qty of the first fill up is not considered). Assuming this is a full tank.

Fill-up 2: Odo: 1200. Qty: 10 ltr (Full tank), Dist travelled since fill-up 1: 200 km. Here we know for a fact that 10 litres of fuel were used to travel the 200 km so we can calculate eff by 10/200 = 5 l/100km

Fill-up 3: Odo: 1300, Qty: 5 ltr (partial fill-up). Dist travelled since fill-up 2: 100 km. Here we do not know how many litres were used by the car to travel the 100 km since we only did a partial fill-up. Hence eff will be n/a until a full tank is filled up again.

Fill-up 4: Odo: 1500, Qty: 10 ltr (full tank). Dist travelled since fill-up 3: 200 km. Now we know for sure that 15 (5+10) litres of fuel were used to travel 300 (200+100) km. So the eff for both fill-up 3 and 4 is updated to 15/300 = 5 l/100 km

If you forget to add a fillup between 2 fill-ups, you can tick the ‘Missed Previous Fill Up’ box. This will re-calculate the efficiency based on the new record values between the earlier existing fill-ups.

Yes, Drivers can add fill-ups, services, expenses for the assigned vehicles from their mobiles and this will be available on the cloud for his manager / Admin to see and download.

Services & Other Expenses

Simply Fleet does a sanity check between the odometer and date before saving data. If the data and odometer are out of sync it will not let you save the data. Which means that if you have an odometer value of, let's say, 10000 on 23-Oct-2019, and you try to enter another record with an odometer value of 9500 on 25-Oct-2019, it will not let you. Correct either the odometer or the date and re-save the record.

Only a user with an admin or a manager role can add a service name. This can be done on the web as well as the phone. To create a new service/expense name, go to Menu > Service > Add Services > Services > Add new service Task > Save.

A recurring service or expense is something that would repeat after an interval. An example would be wheel alignment which needs to be done after every 50000 km or Insurance Payment which happens yearly. You can set up reminders on such services and expenses.

Yes, All users can add services & expenses for the assigned vehicles from their mobiles and this will be available on the cloud to see and download.

Preventive Maintenance Reminders

You can add a reminder either on the app or from the web, by going into the 'Reminders' screen.

Yes, Whenever you add a reminder, you can select all the vehicles you wish to add the reminder to. If all are selected, reminders will be set for all.

Reminders are set for recurring services, while renewals are set for recurring expense task like insurance renewals

A threshold is a pending value at which you would like to be notified about a reminder that will be due. It can be in miles or days. For example, you may want to be notified a week before an insurance renewal is due.

You will be notified via a notification on the app when the reminder is due.

No, this is not possible yet.

Billing

You can pay from either the website or the mobile app. To pay from the website or the mobile app, you need to go into the ‘Billing’ screen and select the package you’d like to subscribe to. Only Admins and Managers have access to the billing screen.

We have three packages as described below (price will be converted to the currency of the organisation):

- SMALL, which costs $9.99/month and allows you to add up to 7 users.

- MEDIUM, which costs $29.99/month and allows you to add up to 30 users.

- ENTERPRISE, which costs $49.99/month and allows you to add unlimited users.

A user means all the users added in the organisation. This includes Admins, Managers and Operators.

Yes, you can pay annually. Please contact us at support@simply-fleet.com to pay annually. We give a discount of one month for annual payments.

The amount will be deducted every month from the credit card on file.

In case the payment fails for a monthly subscription, then the system retries in 7 days, in the interim you can continue using the system. If the payment fails even after 7 days, then the subscription is cancelled. In any case, if you would like to continue the subscription and do plan to pay us in the future, message us on support@simply-fleet.com and we will keep the subscription alive.

We offer a full refund if the subscription is cancelled within 14 days after the first subscription. Please make sure you cancel your subscription and mail us at support@simply-fleet.com. To cancel your subscription, go to the Billings page and click the Cancel button.

We will be adding a payment update screen soon. In the interim you can contact us at support@simply-fleet.com and we will send you a link to update your payment details.

Daily Mileage

Daily mileage is used for keeping track of the starting mileage and ending mileage of a vehicle and the start and end of a day. With this you can know the distance driven by a vehicle each day.

Yes, the operators can fill out the daily mileage from their mobile apps.

Yes, you can do this from the Organisation Settings screen. You can select a time when you would want the operator to fill out the Daily Mileage. If you’ve made in mandatory for the operator to fill this out, and he does not fill it out, the admin and his manager get a notification in the web as well as the mobile app.

Daily Mileage is used for keeping track of the mileage at the start and end of a day. Whereas, Trips are used for logging individual trips. Within trips, you can record trip specific information, like departure & arrival location, departure & arrival time, fillups, expense and income make during a trip.

Vehicle Inspections

Yes, you can create unlimited Inspection items (tasks) in Simply Fleet. To do so, navigate to Vehicle Inspections > Inspection Tasks > Add New Task.

With Task Attributes you can chose what action can the driver perform on that task. If you chose Pass/Fail, he will be able to mark the task Pass or Fail. With Value, he will be able to enter a value for the task. And with Image Capture, he will be able to click images for the task.

When submitting an Inspection, they will need to select an Inspection Form. Here they will see all the forms that have been created.

No, the drivers can only submit inspections.

Yes, but only the ones they have submitted. They do not have access to any other submissions.

No yet, this feature is in the works and should be out very soon.

We have an option to print the inspection submission or save it as pdf on the web app. This print out or pdf will include images clicked in the submission as well.