Fleet & Vehicles with the Material Feature

LiteLog has no dedicated fleet module. A fleet, however, consists of exactly what the Material feature already manages: serialized items that someone takes over, returns and checks regularly. This page shows how to model vehicles, vehicle keys, fuel cards and tyre sets with it — and where forms, tasks and automation take over the rest.

Navigation: Master data → Material (section "Item master"). The feature must be enabled under Settings → Functions.

Creating vehicles

One item per vehicle, not per model. Under Master data → Material create an item of kind Serialized, for example "EF-KO 101 · VW Caddy Cargo 2022", category "Fleet". Enter the vehicle data in Custom fields — fields you define once in the item form via Add field, which then appear in every item (see Material & Equipment (Master data)). A proven set:

Field	Type	Example
VIN	Short text	WV1ZZZSKZNX012345
First registration	Date	14/03/2022
Next inspection (HU/AU)	Date	15/03/2027
Fuel	Select	Diesel / Petrol / Electric / Hybrid
Fuel card no.	Short text	TK-001

Do not mark these fields as required: custom fields apply to the whole item master, so a required "VIN" would also be demanded for gloves and keys.

Each vehicle then gets exactly one unit with the licence plate as serial number. Handover, holder and journal run through this unit; print its QR label from the unit list and attach it, for example, to the key fob or the key board.

Keys, fuel cards and tyre sets

Everything else is a regular serialized item with one unit per piece:

• Vehicle keys — template "Key", serial numbers such as SCHL-EF-KO 101 and SCHL-EF-KO 101-R for the spare key. Creating a series and pairing NFC chips is described in Key management.
• Fuel cards — serial number = card number; the link to the vehicle lives in the vehicle's custom field "Fuel card no.".
• Tyre sets — one unit per set (WR-EF-KO 101 for winter, SR-EF-KO 101 for summer). Keep stored sets in a dedicated warehouse "Tyre store" (create it under Settings → Catalogs → Warehouses); on changeover, transfer the set there or back.

Handover at shift start and shift end

The driver scans the label of the vehicle or the key in the LiteLog app: the app shows the unit with its current holder and offers Issue, Hand over (directly to the next shift), Take back or Report loss. The recipient signs on the device and the receipt is stored as PDF — offline too, the app syncs later. Report loss in the app requires a reason (Lost, Defective or Other with a note) and optionally an evidence photo, and applies only to your own equipment; in the portal you book the loss on the equipment account without a reason prompt. In the portal, Current holders on the item shows who is driving which vehicle, and the Equipment tab per person shows what they currently hold.

If a driver clocks out without returning vehicle, key or fuel card, the pre-installed rule "Material not returned → employee" reminds them automatically.

Odometer and vehicle check as a form

What the unit does not know — odometer, fuel level, condition — you record with a form template:

• Vehicle handover: select "Vehicle" with your licence plates, select "Pick-up / Return", number "Odometer", select "Fuel level", one OK/Defect field per check point (body, tyres, lights, interior, warning triangle and first-aid kit) with "Require on defect: photo and note", walk-around photos, signature. Under Assignment enable "Offer at clock-in and clock-out" — the driver is shown the handover automatically at shift start and shift end.
• Vehicle check (weekly): the same vehicle select, odometer, the Open defects field (carries over unresolved points from the last check), check points for brakes, oil, tyre pressure and lights, number "Tread depth" in mm, optionally a score with pass mark.

Submitted forms are listed under Reports, filterable by template, employee and period, individually as PDF and in bulk as CSV. The "Vehicle" filter shows a vehicle's odometer readings in sequence.

From defect to task

So that a reported defect does not stay buried in a report, build a rule under Automation with the trigger "Form reaction", the condition "event = defect detected" and the actions "Create task" (assignee: fleet manager) and "In-app message". Then select this rule as the reaction rule in both form templates — form events run through the template's reaction rule; a rule with a direct form trigger does not fire there (see Reaction rules).

Damage on the road is reported by drivers as an incident with photo or voice memo; a rule can turn that into a task as well.

Inspections and tyre changes as recurring tasks

Maintenance dates are recurring tasks on the depot site with the licence plate in the title: "Inspection (HU/AU) – EF-KO 101" every 24 months, "Service – EF-KO 101" every 12 months, "Tyre change – EF-KO 101" every 6 months (series "monthly" with the matching frequency). The Overdue tab in the task list shows what was missed; a rule on the trigger "Task overdue" informs the fleet manager by e-mail or push. Keep the next inspection date in the vehicle's custom field as well so it is visible in the item list.

Evaluation

• Master data → Material: stock, status and holder of all vehicles, keys and fuel cards; the journal per unit without limit.
• Reports: all handovers and checks, filterable per vehicle.
• Tasks: open and completed maintenance, damage and defects.
• Export & delivery: a delivery schedule sends, for example, all open vehicle defects to the fleet manager every week.

Limits

• There is no vehicle file bundling checks, defects and maintenance of one vehicle — the per-vehicle view comes from the filter in reports and tasks.
• Task series run by date, not by mileage. Schedule a mileage-based service manually from the recorded odometer readings.
• Custom fields apply per item, not per unit — hence one item per vehicle.
• No tyre-specific logic (DOT age, tread history); record such values as a number field in the check.

FAQ

Why not create the vehicle as a site? A site is a place with an address and geofence and counts against the site quota; a vehicle moves and would clutter the live map, customer hierarchy and service records. As a serialized item it has a holder, handover with signature and a journal — exactly what a fleet needs.

Can the driver scan the vehicle directly? Yes. Attach the QR label of the vehicle unit in the glove box or on the B-pillar, or pair an NFC tag on the key ring — the scan opens the unit with handover actions.

Who may create and issue vehicles? Creating items and units requires "Maintain material master", issuing and handing over "Record material bookings", defining custom fields the permission "Edit settings".