FAQ

Here are some most asked questions. We will be happy to answer your questions at support@simply-fleet.com

Table of content

Preventive Maintenance Reminders

General Setup

Is Simply Fleet for me?

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.

How many vehicles can I setup

You can setup 5 vehicles in the free version. Additional vehicles can be added in paid plans according to the plan selected

What are the default currencies and metrics that Simply Fleet uses, and can they be changed?

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

How do I get started with Simply Fleet ?

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.

Is Simply Fleet free?

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.

Users

What are the types of users and roles available in a fleet app?

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.

PRODUCTS

Admin

Manager

Operator

Web Access

Mobile Access

User Management

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

Can I hide certain driver documents that I upload from my driver?

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.

How do I add drivers in my account?

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.

Every time I log in from the mobile app, it tells me to contact my admin.

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.

Vehicles

How do I add a vehicle?

An admin can add vehicles using the Vehicles Menu to the left or you can bulk upload vehicles via Import Vehicles feature

Can I assign vehicles to specific drivers?

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

Can I upload vehicles from a csv or spreadsheet?

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 support@simply-fleet.com.

Can one of my vehicles have its mileage in kilometers while others in miles in a fleet management software?

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

Fuel Fill ups

Can I upload or import my fill-up history in to Simply Fleet?

Yes, you can bulk import your records by going to Menu > Fillups > Upload button on the top.

What is a Partial Fill-up?

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

What can I do if I forget to add a fill-up?

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.

Can we add Trip Distance instead of Odometer/Mileage for every Fill-up?

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'.

Every time I add a fill-up, why do I get an error saying that 'Odo and Date are incorrect'

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.

Why do I see efficiency as ’N/A’ for partial Fill-ups?

Can drivers attach receipts of fill-ups in a fleet management app from their mobile device?

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.

Can the filling station name be auto-detected through an FMS?

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'.

Services & Other Expenses

Every time I add a service or expense I get a popup saying that the odo and date are incorrect?

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.

What is recurring service/expense in a fleet management system?

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.

How do I create or edit a service or expense name?

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.

Can I attach receipts of the service in a Fleet Maintenance System?

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.

Preventive Maintenance Reminders

How can I add a reminder for a vehicle?

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

What is the difference between reminders and renewals in Fleet Management Software?

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

Does Fleet Management Software intimate when a reminder is due?

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.

What can I enter in the last service date & last service odo while adding a new 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.

Can I add a reminder and apply it to all vehicles?

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.

How can I be reminded prior to a service being due?

Can I set non-recurring/one time reminders?

No, this is not possible yet.

Vehicle Inspections

Can I create my own Inspection items?

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

Can the driver edit an Inspection?

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

How do I submit or keep a record of the inspections submitted in a fleet management software?

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.

Can I schedule an Inspection?

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

Can the drivers alter Inspection Tasks and Inspection Forms?

No, the drivers can only submit inspections.

Can I customize inspection tasks and forms in fleet maintenance software?

Yes, you can edit existing tasks that have been created according to your requirements in the Simply Fleet app.

How will my drivers access the Inspection Forms I create?

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

What are Task Attributes?

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.

How can I give instructions about an inspection task?

You can add all the instructions to instructions section

How will I know if there is an issue with the the inspection?

Need an answer

Work Orders

What is the Work Orders (WO) module

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.

How can I create a new work order?

Work orders can be created either from reported issues or can automatically be created when a service is due.

What happens when a scheduled work order is triggered from a reminder?

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.

How can a technician accept a work order?

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.

What happens when a technician closes a work order?

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

What is the use of Daily Mileage in a Fleet App?

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.

Can I make it mandatory for my operators to fill out Daily Mileage?

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.

In a Fleet Management app can I make it mandatory for my operator to fill out Daily Mileage?

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.

How is Daily Mileage different from Trips?

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.

Trips

What can I log with trips?

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.

Can I log income associated with a trip?

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.

Can Simply Fleet help me with live GPS tracking?

No, we do not support this feature. We might introduce this in the future.

Can I log expenses associated with a trip?

Yes, your drivers can log any fill-ups or expenses performed during a trip.

I don’t want my drivers to enter the odometer/mileage for every trip. I need the trip to automatically track distance.

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.

Billing

How can I pay for the software?

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.

What constitutes ‘users’ in the pricing packages?

For monthly subscriptions, how will the amount be deducted every month?

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

What is your refund policy?

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.

What is the price of the subscription?

We have three packages as described on the pricing page (price will be converted to the currency of the organisation)

Can I pay annually?

Yes, you can by selecting the 'Yearly' button

What happens if I cannot pay on time?

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.

How can I update my payment details?

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.

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