Documentation / Faults, repairs and reminders
Faults and repairs
This area keeps what goes wrong with your vehicles and what is done about it: Faults (something does not work), Damages (physical harm, usually after an accident) and Repairs (the workshop work that fixes them). Find it under IntelliFleet > Faults and repairs, and on the Faults and repairs tab of a vehicle's card.
Who can see and change them
In Administration, then Roles, two permissions under IntelliFleet decide this:
- Faults, damages and repairs lets a user see the lists.
- Edit faults, damages and repairs also lets them add, change, convert, close and delete, and add repair types.
Users see only the records of vehicles in the branches they have access to.
Faults
A fault is never turned into a repair by itself. The list starts on the open faults, those still waiting for a decision. Switch to All faults to see the decided ones as well. Each fault shows its category (warning light, tyres or wheels, body damage, glass, brakes or noise, other); Category filters the list to one. An open fault the driver said cannot be driven carries a red Off the road badge and is listed first.
- Click Report a fault, pick the vehicle and the category (Other unless you pick one), say what is wrong and, if you know them, the odometer and the driver who noticed it.
- Later click Decide on the fault and choose one of three things:
- Make a new repair: a repair for the same vehicle is created with the description of the fault. You can set its date (a future date makes it planned), workshop and type.
- Add to an existing repair: pick one of the vehicle's planned or open repairs. A completed repair cannot take more faults.
- Close without a repair: you must write why (for example "duplicate" or "fixed by the driver"). The reason stays with the fault.
A fault that was converted or closed cannot be decided again.
Damages
Click New damage and enter the date of the accident, the driver and whether they are at fault, the place, the insurance claim number, a description and the net amount and VAT (the gross amount is added up for you). After saving, open the damage to add photos and documents. The filter Driver at fault shows only those damages.
A damage is Reported first. You can mark it Assessed or Closed. When a repair takes it on, it becomes In repair, and when that repair is completed it is closed.
Repairs
Click New repair and fill in the vehicle, status, date, workshop, repair type, driver, odometer, the odometer of the next service, the net amount and VAT, and which damages it fixes (only the vehicle's damages that no other repair fixes). The faults a repair fixes are listed in it; they come from Decide on the fault.
- Planned repairs need a date; they are not costs yet.
- Open and completed repairs are costs of the vehicle: they cannot be added to an inactive vehicle, or to a sold or scrapped one after the day it was marked, and amounts cannot be negative.
- A completed repair without a completion date gets today.
- Deleting a repair makes its faults open again and its damages no longer in repair.
Add type next to Repair type adds a new type of repair (for example Tyres or Service) and picks it.
The kanban
Kanban in the page header shows the open faults and the repairs as cards in five columns: New fault, Off the road, Repair planned, In progress and Completed (the last 30 days, newest first; Show more opens the rest). The Branch and fleet in the header apply. The search finds a registration number, a fault, a repair or a workshop; All categories narrows the faults to one category, and Off the road only keeps the cards of vehicles that cannot be driven. A card's title opens its fault or repair.
Drag a card to the next step, or use its ⋯ button and Move to with the keyboard. A move is kept only when IntelliFleet allows it:
- New fault → Off the road records that the vehicle cannot be driven, as a driver answering no on the phone does.
- A fault → Repair planned opens the fault's decision with a new repair (or an existing one, or closing it) filled in; until you save, the card stays where it was.
- Repair planned → In progress starts the repair; from then on it is a cost of the vehicle. It keeps its planned date.
- In progress → Completed asks for the day it was done, its net amount, VAT and the odometer, then completes it and closes its damages.
Any other move snaps back, and a red note above the board says why, with a button that opens the record (for example, a completed repair cannot go back to In progress: add a follow-up repair instead). A user who may only see faults and repairs cannot move cards.
Photos and documents
Photos and documents of a damage or a repair are in the editor, below the form. Who sees them follows the permission above and the branch of the vehicle.