Documentation / Vehicles, people and documents
Equipment and tyres
This area keeps your equipment (in vehicles, with employees or in the company's stock) and the tyres you own. Find it under IntelliFleet > Equipment and tyres, and on the Equipment and tyres tab of a vehicle's card. It has two lists: Equipment and Tyre sets.
Who can see and change them
In Administration, then Roles, two permissions under IntelliFleet decide this:
- Equipment and tyres lets a user see both lists and the history of each tyre set.
- Edit equipment and tyres also lets them add, change and delete equipment and tyre sets, mount and remove tyres, and add equipment types, tyre seasons and sizes.
Users see only the equipment of vehicles in the branches they have access to. A tyre set on a vehicle follows the same rule; a set in storage or not fitted yet belongs to the company, so everyone with the permission sees it, unless the Branch or Fleet picked in the header narrows the lists. On a vehicle's card the tab always shows that vehicle.
Equipment
Click Add equipment and pick who keeps it (a vehicle, an employee or the company's stock), then give a description or an equipment type (one of the two is enough), the serial number, the day it was installed and the odometer at that time. Add type next to the type adds a new equipment type and picks it.
- Valid until is the expiry date (an extinguisher, a first-aid kit). It cannot be before the installation day. Leave it empty when the equipment does not expire.
- Due at odometer reminds when the vehicle gets close to that reading.
- On the handover checklist puts the equipment on the checklist of every handover of this vehicle.
The handover checklist
When a handover starts, the checklist is copied from the template of the vehicle's type, and then each piece of equipment marked On the handover checklist is added as a line under Equipment. Whoever hands over the vehicle counts it out, and at a return the same lines come back to be counted in. Equipment added or removed later does not change a handover that has already started.
Reminders
Equipment with an expiry date or a due odometer comes up in Reminders, in the Equipment and tyres group, like a deadline. Changing the expiry date renews it; deleting the equipment removes the reminder.
Who keeps it
Equipment is kept by a vehicle, an employee (a phone, a laptop, a fuel card recorded as equipment) or the company (its stock). Choose this under Kept by when you add it. The Kept by column and the filters above the list show who has what.
To change who keeps a piece without a protocol, open it and use Move to another holder: pick a vehicle, an employee or the company's stock and the date. For a signed record, hand it over with a protocol instead (see Hand over equipment).
Every period a vehicle or an employee kept the piece is listed under Holder history in the form, with the protocol that moved it. An employee's card shows what they hold now and held before on its Equipment tab, and Reports > Registers > Assets per Employee lists who holds what.
Equipment kept by an employee follows the employee's branch: users see it when they see that employee. The company's stock is seen by everyone with the permission, unless a Branch or Fleet is picked in the header. An expiry date of equipment an employee holds becomes a reminder of that employee.
Tyre sets
Click Add tyre set and give the inventory number (unique in the company, upper and lower case do not matter), the number of tyres, brand, season, size, tread, features and a mileage limit. Add season and Add size add new entries to those lists.
A tyre set is on one vehicle or in one storage location, never both. When you add a set you say where it starts: on a vehicle, in storage (with the storage location) or not placed yet, for tyres you bought and have not fitted. After that you move it with the buttons in the list, so the history is always right:
- Mount puts a set that is not on a vehicle on a vehicle. Give the date, the odometer and, if you like, the workshop.
- Remove takes a set off its vehicle into storage. Give the date, the odometer, the workshop and where the set is kept (warehouse, shelf, workshop).
Every mount and removal is kept. Open a set to see its History under the form. A change cannot be dated in the future or before the set's last change. A set on a vehicle cannot be mounted again or deleted: remove it first. Deleting a set in storage deletes its history too.
The filters above the list show the sets on a vehicle, in storage or not placed.
The purchase is a cost
Fill in the purchase date and the net amount (and VAT) and the purchase becomes a cost of the vehicle the set was first mounted on, shown in Costs as Tyres, dated the purchase day. The gross amount is added up for you. A set that was never mounted has no vehicle to charge, so it is not a cost yet. Leave the currency empty to use the vehicle's currency (PLN when the set has no vehicle yet).
The next change
Change by and Change at odometer become a reminder while the set is on a vehicle. A set in storage has no reminder. Mounting or removing a set does not clear the dates, so change them when you fit the next set.