Fleet Management keeps your own vehicles, plant and containers in WasteBolt: daily checks, defects, key dates, service history and documents, for your admins and drivers. This guide gets it set up. The other Fleet guides cover each part in detail:
- Daily Vehicle Checks: checklists, what drivers do, and signing checks off
- Fleet Defects and Do Not Use: reporting, fixing and clearing defects
- Key Dates, Services, Documents and Reminders: staying ahead of MOTs, LOLER and inspections
Fleet Management is an add-on. It isn’t part of the standard WasteBolt plans. Talk to us about adding it to your account.
Step 1: Switch Fleet On
The account owner (primary admin) switches Fleet on in Settings → Modes → Fleet. Once it’s on, Fleet appears in the menu for admins and drivers, with Checks, Key Dates, Defects, Events and Documents underneath.
Turning Fleet off hides it and stops the reminder emails. Nothing is deleted: switch it back on and everything is where you left it.
Step 2: Add Your Assets
Open Fleet and click Add asset. Choose the type first, because it decides which key dates and readings apply:
| Asset type | Key dates | Reading |
|---|---|---|
| HGV / lorry, tanker | MOT, tax, insurance, tacho, safety inspection | km |
| Skip wagon, RoRo / hook lift, grab lorry | As above, plus LOLER | km |
| Van, car | MOT, tax, insurance | miles |
| Tractor | Tax, insurance, safety inspection | hours |
| Loading shovel, telehandler, excavator, forklift, other plant | Insurance, LOLER, safety inspection | hours |
| Trailer, vacuum tanker (trailed) | MOT, safety inspection | none |
| Skip / container | none | none |
| Other | All six | km |
Then add the registration (or fleet number, or skip number), make, model, year, serial or chassis number, current reading, and up to 5 photos. Any key date that doesn’t apply to a particular machine can be marked Not needed.
Let Fleety fill it in
Photograph the data plate, the registration and the hour meter, then use Add with Fleety. Fleety reads the photos and fills in the type, make, model, serial number, registration, year and reading, and shows where each value came from. Check them before you save. It uses 1 Bolt credit, even if Fleety can’t read the photos.
Already in your Vehicles pick list?
Vehicles you use on WTNs live in your Vehicles pick list. Use Add to my fleet there to start an asset from a saved vehicle, or link an asset to a pick-list vehicle by its registration.
Tip: Retiring an asset takes it out of the reminder emails but keeps its history, and you can restore it later. Only the account owner can delete an asset, and only if it has never had a check completed.
Step 3: Set Up Fleet Settings
Open Fleet settings from the gear icon on the Fleet page. Admins only.
Safety inspections
Set how often your operator licence says lorries and trailers need a safety inspection: 4, 6, 8, 10, 12 or 13 weeks, or any interval from 1 to 104 weeks. When an inspection is marked done, the next date is suggested from this. A vehicle with its own interval keeps it.
Fleet insurance policy
If one policy covers your fleet, switch on Fleet insurance policy and add the insurer, policy number and expiry date. You can attach the policy document and fill the blanks from it.
Any machine without its own insurance date follows the fleet policy. A date set on a machine overrides it. Use Move onto the policy to move machines across in one go, and Renew policy each year to keep a renewal history.
Email reminders
Switch on Email reminders to get one email each morning listing everything that’s reached a reminder. Choose:
- When: 30, 14 or 7 days before, on the day, and whether to remind you again when something goes overdue
- What: key dates, the fleet insurance policy, services, documents with an expiry date, and yesterday’s missed checks
- Who: any of your admins, plus up to 10 other email addresses
Use Send test email to see what it looks like. The test only goes to you and doesn’t count as a reminder.
Step 4: Add Checklists and Invite Drivers
Create the checklists your drivers will complete. Start from one of the five templates or ask Fleety to draft one: see Daily Vehicle Checks.
Drivers use their own WasteBolt driver accounts: see Adding Drivers and Team Members. On a Fleet account, Checks replaces Notes in a driver’s main menu, and their dashboard shows Your machines with a Start check button.
What Drivers Can and Can’t See
| Admins | Drivers | |
|---|---|---|
| Fleet list, asset pages, key specs | ✓ | ✓ |
| Notes and photos marked “Drivers can see this” | ✓ | ✓ |
| Complete checks, report defects, record events, update readings | ✓ | ✓ |
| Check history | Everyone’s | Their own |
| Key Dates, Documents, Fleet settings | ✓ | ✗ |
| Add or edit assets and checklists | ✓ | ✗ |
| Clear a Do not use defect | ✓ | ✗ |
Frequently Asked Questions
Can I track skips and containers?
Yes. Add them as Skip / container, numbered however you number them. They don’t have key dates or readings, but you can keep notes, photos, documents and events against each one.
Does Fleet look up MOT dates from the DVLA?
No. Enter the due dates when you add a vehicle. When you mark a key date done, WasteBolt suggests the next one.
What does Fleety cost?
Each Fleety read or draft uses 1 Bolt credit from your monthly allowance. Adding an asset with Fleety uses the credit even if the read fails. Fleety’s other tools only charge when they return a result.
Does Fleet need its own vehicle list?
Fleet assets are separate from your Vehicles pick list, because the fleet includes plant and containers that never appear on a WTN. You can link the two by registration.