Glossary
Terms used in this manual and in the dashboard. Listed alphabetically.
A
Action Queue — The priority alert list on the owner dashboard. Items appear automatically when something needs attention — expired documents, overdue maintenance, unreviewed shifts, or high-severity incidents. Clearing it daily keeps your fleet compliant.
AI photo analysis — An optional module that automatically scans inspection photos for damage. Runs in two tiers: SCREEN (fast summary) and DETAIL (thorough analysis). Results include confidence scores and flagged-photo highlights. The AI recommends — your dispatcher decides.
Audit trail — An immutable record of who did what, when. Every photo tag, status change, and incident edit appends to the audit trail. Auditors can read it; nobody can edit it.
C
Claim pack — A single PDF or ZIP bundle containing incident photos, driver statement, third-party details, repair quote, and a cover letter. Generated from a closed incident. Requires the claims_insurance_pack_enabled module.
Compliance rate — The percentage of shifts where all six photos were submitted and reviewed. Tracked as a KPI on the dashboard. Low compliance means drivers are skipping inspections or dispatchers are not reviewing them — both carry risk.
Cost information — Financial data attached to an incident: estimated cost, final damage cost, and downtime days. Feeds into fleet-wide cost analytics. Requires the cost_analytics_enabled module.
D
Dashboard builder — A drag-and-drop tool for creating custom dashboard presets. Uses a 12-column grid and shows live fleet data while you build. Requires the custom_dashboards_enabled module.
Depot — A physical location where vehicles are based. Used to scope what a dispatcher sees. An organization can have many depots.
Downtime days — The number of days a vehicle is out of service due to an incident or repair. Tracked per incident and aggregated in analytics to show the true cost of damage beyond just repair expenses.
F
Fleet Go — The mobile app for drivers (iOS and Android). Used to start/end shifts, take inspection photos, and report incidents from the road. Photos sync automatically when the phone has connectivity.
Fleet health — A composite score for each vehicle based on service reminder status, document validity, mileage freshness, and incident history. Vehicles are categorized as Healthy, Needs Attention, or Critical. Monitored on the fleet management page.
H
Health score — A per-vehicle percentage computed from service reminders (overdue lowers the score), document expiry (expired documents lower it), mileage freshness (stale odometer readings lower it), and recent incident count. Displayed on the vehicle card and in fleet-wide KPIs.
I
Incident — Any damage event linked to a vehicle. Has a category, responsibility, status, and a photo trail. Statuses: NEW, IN_REVIEW, CLOSED.
Inspection — The vehicle walk-around a driver performs at the start and end of each shift. Captured as a photo strip of six angles. Reviewed by a dispatcher.
K
KPI strip — The horizontal row of metric cards at the top of the dashboard. Each card shows a current value, 30-day sparkline trend, and a percentage-change indicator.
M
Module — A switchable feature set on your subscription. Examples: Claims pack, AI assistant, Cost analytics, Audit mode. Modules drive what's visible in the sidebar and what tools appear on detail pages.
Maintenance template — A reusable service schedule definition. Specifies what service is needed, how often (by kilometres or days), and which vehicles it applies to. Templates auto-generate reminders so nothing is missed.
P
Photo strip — The six photos a driver captures at the start (and end) of a shift, in the fixed order: left, right, front, back, dashboard, cargo.
Preset — A saved dashboard layout. Fleet ships with curated presets (Default, Fleet Health, Cost Focus, Driver Performance, Compliance). Owners can create custom presets with the dashboard builder.
R
Repair job — A unit of maintenance work — one vendor, one invoice, one vehicle. Statuses: REQUESTED, SCHEDULED, IN_SHOP, COMPLETED, CANCELLED. Can be raised from an incident or directly from the vehicle history page.
Risk score — A composite driver metric calculated from incident frequency, inspection compliance, and shift punctuality. Lower is better. Displayed in the Top Drivers dashboard card and in analytics.
S
Scheduled shift — A shift created in advance via the weekly schedule. Has its own lifecycle: SCHEDULED, PUBLISHED, CANCELLED. When a driver starts a scheduled shift, a separate active shift record is created.
Service reminder — A maintenance alert generated from a template or created manually. Urgency levels: Upcoming (grey), Soon (yellow), Urgent/Notified (orange), Overdue (red). Lives on the Maintenance page.
Shift — One driver assigned to one vehicle for a continuous block of time. See Shifts, Inspections & Photo Review. Statuses: ACTIVE, COMPLETED, CANCELLED.
T
Tag (photo) — Three values only: OK, Suspicious, Damage. Applied by a dispatcher during photo review. Recorded on the audit trail.
V
Vendor — An external service provider (body shop, mechanic, tire shop, glass repair, or other) registered in your vendor directory. Assigned to repair jobs to track work, cost, and turnaround time. Requires the vendor_workflow_enabled module.
Verdict — The shift-level outcome assigned by a dispatcher after photo review: PASS (no damage), FAIL (damage found — incident created automatically), or NEEDS_INSPECTION (photos inconclusive — vehicle must be checked in person before its next shift).