FleetPoynt operations guide

FleetPoynt is your organisation's own vehicle register. This guide follows the order a transport office actually works in: bring the list you already keep, get it clean, then record against it.

It is written for the transport officer who is accountable when the auditors arrive, and for the custodians who hold one vehicle each.

Bring the list you already have

Upload the CSV or Excel file you maintain today — or a PDF or Word register, so long as its text is selectable. You do not need to restructure it first, and you do not need to start from an empty system.

Bring the bound book pages and any certificates too. Inherited history is not a problem to be hidden; it is recorded as inherited and kept.

The import queue

Nothing is written to your register until a person confirms it.

The import separates and scores what it finds:

• Exact matches — the row already exists, unchanged.
• Probable matches — likely the same vehicle, with the differences against the existing row shown side by side.
• Duplicates — the same vehicle appearing more than once in your own file.
• Incomplete rows — missing something the register needs.
• New vehicles — genuinely not in the register yet.

You confirm, correct or reject each group. The confirm step is visible in the interface, not merely promised in the copy.

Your first week

A realistic first week is: import the list, resolve the duplicates, confirm the matches, log a week of movements, and print the blank sheets your drivers write on.

That is enough to know whether the register is telling you the truth.

A vehicle file

Every vehicle has one file. It carries its fleet code, plate and chassis number, tyre size, the department it serves, its insurer and policy number, its service position, its custodian, and its log books.

Identifiers

Three identifiers do different jobs, and the difference matters when you correct one:

• Chassis number anchors identity. It is the one thing that does not change.
• Fleet code is what the office uses day to day, because it is painted on the door and survives a plate change.
• Plate number is what the police read, and plates are reissued — a plate you recognise may belong to a vehicle's history rather than to the vehicle.

Correcting a fleet code or chassis number is a change of identity, not an edit, and it is recorded as one.

Custody

A custodian sees only their own vehicle — its identity, service due, tyre size, maintenance history and movements. A custodian cannot see money, compliance data, any other vehicle, or any fleet-wide figure. That boundary is enforced in code and checked automatically on every change ePoynt ships.

The transport office sees the fleet.

The log books

Six log books sit behind every vehicle file:

Movements · Fuel · Maintenance · Insurance · Papers · Disposals

Movements are entered by an operator and signed off by an officer — a deliberate separation, so no single person both creates and approves the record.

Provenance marks

Every entry carries, on its face and permanently, when it was written down relative to when it happened. This is the difference between a register and a list.

• Same day — written the day it happened. The strongest entry you can have.
• Late — written one to seven days after. Ordinary, and worth knowing.
• Backfilled — written more than seven days after. Recorded plainly, because a backfilled entry people are afraid to make becomes a lie instead.
• Migrated — transcribed from the bound book at import. Inherited history is honest provenance, not a fault.
• Not recorded — a period with no entries reads as not recorded, never 0% and never 100%. A quiet month must not look like a perfect one.

Entries are never silently rewritten. A mistaken entry is cancelled rather than deleted: it leaves the working register and stops affecting any figure, but it stays in history so the audit trail is not broken.

Servicing and reminders

A vehicle's service position is tracked on both days and kilometres, and a vehicle falls due on whichever arrives first.

Custodians are reminded about their own vehicle. Today that reminder reaches them by email. The WhatsApp channel is built and its template is approved, but nothing has yet sent a service reminder to a custodian — when that changes, this page will say so.

Reports and printing

• Every register exports to CSV — vehicles, maintenance, insurance, statutory papers, drivers, the movements log, fuel and disposals. Each one is a file you can open in Excel and total. On every plan, with no export fee.
• Log books and the monthly management report print as PDF, on a sheet built for a director's desk and an auditor's file.
• Blank job cards and movement sheets print too, pre-printed with the fleet code and the right columns, because your drivers write on paper before anything reaches a screen.

What FleetPoynt is not

Knowing the edges before you rely on it is worth more than a longer feature list.

• It does not replace official vehicle registration, insurance, or any government system. FleetPoynt is your organisation's internal record of them.
• There is no live tracking map. In real institutional fleets a large share of trackers are offline at any moment, and not at random. Where a tracker connection exists, GPS sits beside the log book as a second opinion, always labelled with its coverage — never in place of it.
• It does not claim NAICOM / NIID insurance verification or government registration sync. Those need official or partner access.
• It is not parts inventory, workshop management, or driver payroll.

Getting help

Questions about your register, or about anything in this guide: info@epoynt.com.

For what FleetPoynt holds about drivers and custodians, who can see it and how long it is kept, read the FleetPoynt Privacy Notice.