Fleet is the master data of your road transport: the drivers, and the trucks, tankers, trailers and container chassis they drive. For drivers it keeps the...
Fleet
Fleet is the master data of your road transport: the drivers, and the trucks, tankers, trailers and container chassis they drive. For drivers it keeps the two dates that decide whether someone may legally take a load: the ADR certificate (dangerous goods) and the driving licence. For vehicles it keeps the type, the tank capacity in litres, the payload and whether the vehicle is ADR-equipped. When you plan a trip you choose the driver and the equipment from this list, and the trip warns you when the driver or vehicle is not fit for the load.
Where to find it: Workspace → Logistics → Transport → Fleet. The Transport menu only appears when the module Transport bookings, trips, trucks and drivers is switched on in the Warehouse settings.
Who can use it
See the fleet: anyone with any Warehouse permission.
Add, edit and delete drivers and vehicles: the permission Add and edit drivers, trucks and trailers. A role with the whole group Add and edit units, tanks and products has it too. Without it the add buttons and row buttons are not shown.
A role marked Cannot delete anything can still edit, but has no delete button. A role marked Cannot use bulk actions deletes one row at a time.
A role with Transport (bookings, trips, fleet) under Does not see has no access.
Where it sits in the operation
Fleet is the input to dispatch. Only active drivers and vehicles appear in the Plan a trip form. The vehicle type decides which list a vehicle appears in: tractor units, rigid trucks and road tankers under Truck; trailers and container chassis under Trailer or chassis. When the trip is planned, the trip reads the fleet data again for its checks: the ADR flag of the truck and trailer, the driver's ADR date, and the tank capacity against the bulk litres. The checks run each time the trip is opened, so a date you correct in Fleet changes the trip's warnings straight away.
Figure 1 Fleet records feed the three pickers of the Plan a trip form and the trip's equipment and driver checks.
What you see
One card with two tabs, Drivers and Trucks and trailers. The tab you are on shows its own add button at the top right (Add a driver or Add a truck or trailer). Both tables can be searched, sorted and exported. Deleted records disappear from the lists, and inactive ones stay visible with Active = No.
Drivers
Column
What it shows
Driver
The driver's name.
Phone
Their phone number. Shown on the trip's header so dispatch can call.
ADR certificate valid until
The date as a coloured badge: green when valid, orange when it ends within the warning period, red when expired. A dash when no date is entered.
Driving licence valid until
The same colours.
Active
Yes or No.
Trucks and trailers
Column
What it shows
Plate
The registration plate, stored in capitals.
Name
A fleet number or name you use for it, if any.
Type
Tractor unit, Rigid truck, Road tanker, Trailer or Container chassis.
Capacity (litres)
For tankers and tank trailers: how much it holds.
ADR
An ADR badge when the vehicle is ADR-equipped.
Active
Yes or No.
Add a driver
Open the Drivers tab and click Add a driver.
Type the Driver's name (required).
Optional: Phone and Email.
Optional: the Haulier they drive for, chosen from the Providers App. Leave it empty for your own drivers.
Optional: ADR certificate valid until and Driving licence valid until. Pick the dates in the calendar; these fields cannot be typed into.
Keep Active ticked. Click Save.
Add a truck or trailer
Open the Trucks and trailers tab and click Add a truck or trailer.
Type the Plate (required) and choose the Type: Tractor unit (default), Rigid truck, Road tanker, Trailer or Container chassis.
Optional: a Name, and the Haulier it belongs to ("Empty = your own fleet.").
Optional: Capacity (litres) for road tankers and tank trailers, and Payload (kg).
Tick ADR-equipped (dangerous goods) if the vehicle has the ADR equipment and approval to carry dangerous goods. Keep Active ticked.
Click Save.
Keep the compliance dates current
The badge colours follow one rule, shared with the unit test dates. A date is orange from the warning period before it until the day itself. It is red from the day after. The warning period is Settings → Warehouse → Yard and safety → Test reminders (default 30 days). The trip's ADR check works differently. It warns when the driver's ADR date is empty (the badge only shows a dash) or already past. An orange date still counts as valid on the trip.
Figure 2 The badge colours are an early renewal reminder; the trip warning only starts once the ADR date has passed (or was never entered). The licence date is coloured but not checked on trips.
A practical routine: sort the Drivers tab by the ADR or licence column once a week and book renewals for every orange badge. There are no automatic e-mail reminders for driver dates.
Remove a driver or vehicle
Untick Active to stop offering them for new trips. Their name and plate stay on past trips and in reports. This is the normal way for a driver who left or a truck that is sold, off-hire or in the workshop.
Delete with the row's delete button and confirm. The record is moved out of the list and can be restored with Undo right after. Select several rows to delete them at once.
Removing a driver or vehicle does not change trips already planned with them. Those keep their driver and plates. To swap a driver on a planned trip, cancel the trip while it is Planned or Sent to the driver and plan it again.
How the fleet is checked on a trip
A trip carries dangerous goods when any of its bookings has a product with a hazard class or a UN number (set under Products). If the trip uses your own fleet (no haulier):
a truck or trailer that is not ADR-equipped gives "TRK-123 carries dangerous goods but is not marked ADR-equipped.";
a driver whose ADR date is empty or past gives "Jan Peeters has no valid ADR certificate for these dangerous goods."
When the bulk bookings add up to more litres than the larger capacity of the truck or trailer: "The loads (32,000 L) are more than the tanker holds (30,000 L)." A vehicle without a capacity is not checked.
When a haulier is chosen on the trip, the ADR checks are left to the haulier.
These are warnings shown when the trip is planned and on the trip's details. They do not stop planning or dispatch. A unit booking (container or ISO tank) is only checked for ADR through its product, so choose the product on bulk bookings, and keep the products' hazard data complete.
Controls and exceptions
Required fields: the driver's name, and the vehicle's plate.
No duplicate check: the same plate or driver name can be entered twice. Search before adding.
Subcontracted drivers: a driver linked to a haulier is still listed under Driver in Plan a trip. Choosing them counts as your own fleet for the ADR checks. Choose the Haulier on the trip when the haulier is responsible.
Reality and the system disagree: the driver shows a renewed ADR card but the badge is red. Edit the driver, pick the new date, and save. Open trips show the new result the next time they are opened.
For the manager
Weekly: orange and red badges on the Drivers tab. Any red ADR badge on a driver who runs dangerous goods means every such trip will carry a warning.
Before dangerous-goods work: check that every vehicle that may be used for it has the ADR badge, and every road tanker and tank trailer has its capacity.
Utilisation: AI Reports → "Transport trips (Warehouse)" groups trips, km and cost by driver, and shows own fleet versus subcontracted. Use it to see which drivers carry the work and how much goes to hauliers.
AI agents (MCP): warehouse.manage_driver and warehouse.manage_vehicle create, update, delete and restore fleet records with the same fields.
Glossary
ADR certificate
The driver's training certificate for carrying dangerous goods by road, valid for a limited period.
ADR-equipped
A vehicle with the equipment and approval needed to carry dangerous goods.
Driving licence valid until
The expiry of the driver's licence (or of the professional qualification you track there).
Tractor unit
The towing truck of an articulated combination.
Rigid truck
A truck with the load body on its own chassis.
Road tanker
A rigid tank truck, with a capacity in litres.
Container chassis
A skeletal trailer that carries a container or ISO tank.
Haulier
A subcontracted carrier, recorded as a provider in the Providers App.
Active
Offered in the Plan a trip form. Inactive records keep their history.
Test reminders
The number of days before a date when its badge turns orange.
Related screens
Trips: choose a driver, truck and trailer, and see the warnings.
