Your role
Fleet officer
You keep the vehicles on the road, with their papers, their running costs and their status, and at a hire business the cars returned for checking. No bookings or money.
Steps differ for vehicle and equipment hire businesses.
A fleet officer keeps the vehicles, their papers and their running costs, with no bookings or money. At Swift Haul Logistics, Patrick Mutiso keeps the ten vehicles: diesel, repairs, tyres and allowances, and the NTSA inspection and insurance dates. At Safari Car Hire, Moses Kiprop does the same for the cars, and checks the ones that come back for checking.
When you sign in
Link to this section: When you sign inKila opens your home page. In Sell › Bookings and dispatch you open straight on Vehicles, with Rates beside it: no dispatch board, runs or cash on delivery. Each vehicle shows its status, its usual driver, its Papers and what it earned and cost this month, with what is left After costs.
Your day
Link to this section: Your day- Check the papers. The Papers column names any licence, insurance or inspection due within 30 days, or expired. Renew them and type the new dates with Edit. See Add a vehicle.
- Record the running costs. Fuel, repairs, tyres, allowances and fees go against each vehicle with Cost, and wait for approval. See Record a vehicle’s running cost.
- Take a vehicle off the road. Maintenance stops it being dispatched until you tap Available again.
For vehicle and equipment hire businesses
Cars returned for checking. At a hire business you also have the Hire tab. A car brought back as Check it first or Damaged waits as Being checked. Once you have checked it, tap Checked: ready to hire:
It is Available for the next hire.
What you can do
Link to this section: What you can do- Add vehicles, edit them, put them into maintenance and back, and retire them.
- Record running costs against each vehicle.
- At a hire business, put a checked car back on hire.
Everything the role is allowed to do
- General
- View dashboard
- Finance
- Submit expenses
- Delivery
- View deliveries; Keep the fleet: vehicles, their papers and status
What needs a manager
Link to this section: What needs a managerNo approval limits: anything that needs approval goes to someone else.
Needs a manager
Every running cost waits for approval: the accountant, the general manager or the owner approves it. Bookings, drivers’ runs and money are for the office.
Common questions
Link to this section: Common questionsWhy is the Usual driver list empty when I add a vehicle? It lists drivers only for the people who dispatch. Save the vehicle without one: the dispatcher chooses the driver when they send it out.
Who is reminded when papers are due? The owner gets a notification for each paper as it comes due, such as “Van 2, Toyota Probox (Nairobi) (KDC 771F) insurance expires in 6 days”. You see the same papers in the Papers column.
Why does a vehicle’s After costs show a minus? It cost more to run this month than it earned from the bookings it delivered.
- Add a vehicle
- Record a vehicle’s running cost
- Take back a hire: how a car comes back for checking.