Here are some most asked questions. We will be happy to answer your questions at email@example.com
Simply Fleet is designed for small fleets as well as growing fleets. Many small and medium businesses use Simply Fleet to streamline their fleet maintenance needs. Simply Fleet is free to use, no credit card needed.
You can setup 5 vehicles in the free version. Additional vehicles can be added in paid plans according to the plan selected
Organizations across the world can use Simply Fleet. Simply Fleet will choose the default currencies and metrics from your country. You can also go ahead and change it later if required from Menu > Settings
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.
Simply Fleet has a free plan with limited features. This is good for small companies with upto 5 vehicles who want track fleet expenses and maintenance.
Simply Fleet offers 3 types of users namely, Admin, Managers, Operators with different roles and access to the application. The below table will explain them in detail.
Access to all records
No, Only assigned
No, Only Self
Organization Setup and Settings
Fill-ups/ Services /Expenses/ Timesheets
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.
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. Drivers will then have to download Simply Fleet app on Play Store or App Store and login with the credentials emailed to them. See the tutorial link for more details.
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.
An admin can add vehicles using the Vehicles Menu to the left or you can bulk upload vehicles via Import Vehicles feature
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 import vehicles via a CSV file. Click on the 'Import CSV File' icon, next to the 'Add Vehicle' button. Then follow the instructions on the screens. If you need any assistance please mail us at firstname.lastname@example.org.
Yes, you can have the flexibility of having your cars on different units.
Yes, you can bulk import your records by going to Menu > Fillups > Upload button on the top.
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/100kmFill-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, this is possible in the mobile app. To do this, click the Settings icon (next to the Save icon) on the Add Fill-up screen. Here, select the option for 'Trip Distance'.
Simply Fleet does a sanity check between the odometer and date before saving the data. If the date and odometer are out of sync it will not let you save the record. 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. The odo value cannot decrease with increasing date. Correct either the odometer or the date and re-save the record.
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.
Yes, this is possible in the mobile app. To do this, click the Settings icon (next to the Save icon) on the Add Fill-up screen. Here, select the option 'Auto detect filling station and brand based on location'.
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-2022, and you try to enter another record with an odometer value of 9500 on 25-Oct-2022, it will not let you. Correct either the odometer or the date and re-save the record.
A recurring service or expense is task 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.
Only a user with an admin or a manager role can add a service task 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.
Yes, All users can upload receipts for services & expenses for the assigned vehicles from their mobiles and this will be available on the cloud to see and download from Simply fleet app.
You can add a Schedule/Reminder either on the app or from the web, by going into the 'Reminders' screen.
Reminders are set for recurring services, while renewals are set for recurring expense task like insurance renewals
You will be notified via email and a notification in the Simply Fleet app when the reminder is due. Emails will be sent to all the addresses that have been added for that particular reminder.
The last service date is the date on which the same service was performed on that vehicle and the odo for that date is the last service odo.
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.
No, this is not possible yet.
Yes, you can create unlimited vehicle inspections items (tasks) in Simply Fleet. To do so, navigate to Vehicle Inspections > Inspection Tasks > Add New Task.
Yes, but only the ones they have submitted. They do not have access to any other submissions.
Simply Fleet app has the 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.
No yet, this feature is in the works and should be out very soon.
No, the drivers can only submit inspections.
Yes, you can edit existing tasks that have been created according to your requirements in the Simply Fleet app.
When submitting an Inspection, they will need to select an Inspection Form. Here they will see all the forms that have been created.
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.
You can add all the instructions to instructions section
Need an answer
Admins and Managers can create work orders for open issues / scheduled maintenance from the Work Orders module. These work orders can be assigned to Technicians who will be notified whenever a work order is assigned to them.
Work orders can be created either from reported issues or can automatically be created when a service is due.
When a scheduled work order is triggered, a new work order is created and assigned to the technician as specified in the reminder. The technician is sent a notification with details of the work order. The technician can then accept the work order from their mobile app or the web app.
Technicians can accept work orders, assigned to them, from either the mobile app or the web app. Once they accept the work order, the status of the work order changes to “In progress,” and the vehicle is marked out of service.
Technicians can close work orders once they've finished working on it. This action marks the vehicle as back in service and creates a service record in the system.
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 feature of Simply Fleet, you can know the distance driven by a vehicle each day.
Yes, you can do this from the Organization 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.
Yes, you can do this from the Organization Settings screen in the Simply Fleet app. 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, fill-ups, expense and income make during a trip.
In Simply Fleet we let you log your organisations trips. The departure location, arrival location, date/time, distance, average speed and any associated expenses and incomes are logged. We can also also help you capture any receipts or other images that need to be captured during a trip.
No, we do not support this feature. We might introduce this in the future.
Yes, your drivers can log any fill-ups or expenses performed during a trip.
This is possible in the mobile app. Simply Fleet can automatically populate the Departure Odometer value based on the last odometer. To enable this setting, click the Settings icon (next to the Save icon) on the Add Trip screen.To fully automate this, make the driver select the ‘Track via GPS’ option. Then all the driver needs to do is click on ‘Start Trip’ and ‘End Trip’. His distance, time and location will all be automatically filled in.
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.
The amount will be deducted every month from the credit card on file.
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 email@example.com. To cancel your subscription, go to the Billings page and click the Cancel button.
We have three packages as described on the pricing page (price will be converted to the currency of the organisation)
Yes, you can by selecting the 'Yearly' button
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 firstname.lastname@example.org and we will keep the subscription alive.
If you've purchased your subscription from the web, then you can update your details by clicking the 'Payment Details' link on the 'Billing' screen. You can also add your tax number here in case you wish for it to appear on your Invoice. If you've purchased your subscription from the mobile app, then you can manage your payment details from the Play Store or App Store app.
Simply Fleet is free to try. No Credit card required. Why wait? Start Now.
After the success of Simply Auto, a vehicle management app for consumers, we designed Simply Fleet for small and medium business fleet owners. Our aim with this app is to focus on giving our customers what they really need at a reasonable price.