What is the Equipment ledger?
The Equipment ledger is available on the Pro and Enterprise plans. It lets owners and dispatchers track every physical item — scanners, fuel cards, van keys, phones, PPE, chargers, SIM cards, and anything else — handed to a team member. Every checkout and return is time-stamped and linked to the person who issued it.
Find the ledger under Inventory → Equipment ledger in the sidebar.
Add your first item
Click + Add item in the ledger header.
Choose a Preset from the quick-fill dropdown, or fill in the form manually. Required fields are Name and Category.
Set an Asset code (e.g.
DS-04) to identify the specific unit. The system suggests one based on existing codes in that category.For items held in a shared pool (hi-vis vests, PPE kits), toggle Pooled item and enter the total Pool quantity.
Click Save. The item appears in the ledger with status Pool (available).
Hand out an item
Click + Hand out in the ledger header.
Search for the item in the Item field, or click + Add new item to create one inline.
Select the team member from the Holder dropdown. Toggle External / not in Fleet to enter a free-text name for contractors or temporary workers.
Optionally expand Optional details to set a Due back at date, link a vehicle, or add notes.
Click Hand out. The row appears in the ledger immediately via real-time sync.
Record a return
Click any ledger row to open the Item detail drawer, then click Mark returned. Select the condition (OK / Damaged / Lost / Partial), add optional notes, and confirm. The row flips to RETURNED.
You can also return an item directly from the row's action menu (three-dot or right-click).
Overdue items
Fleet automatically flags an item as OVERDUE when:
- Its Due back at deadline has passed, or
- It has been checked out for 48 hours or more with no deadline set.
The overdue cron runs every 30 minutes. When an item is flagged, the assigned person and all dispatchers/owners receive an in-app notification.
Item statuses
| Status | Meaning |
|---|---|
| Pool | Not currently assigned; available to hand out |
| Active | Checked out with no specific due date |
| Out | Checked out with a deadline coming up |
| Overdue | Deadline passed or 48 h elapsed with no return |
| Returned | Returned (this assignment cycle is closed) |
Lost and damaged items
From the Item detail drawer, use Mark lost (item disappears from active catalog) or Mark damaged (item stays active but gets a damaged chip until a dispatcher resolves it).
Plan gating
The Equipment ledger requires a Pro or Enterprise subscription. On Starter, the Equipment ledger tab shows a lock screen with an upgrade prompt. Your data is preserved if you downgrade — you can still see read-only history.