Understanding the Owner Dashboard

The hero greeting and critical alerts

At the top of your dashboard you will see a personalized greeting along with a critical alert count badge. This badge shows the number of items that require your immediate attention — things like overdue inspections, expired vehicle documents, or unresolved high-severity incidents. Click the badge to jump directly to the Action Queue below.

Why the dashboard matters

Your dashboard is more than a collection of charts — it is the decision-making layer on top of your raw fleet data. Instead of digging through spreadsheets or waiting for weekly reports, the dashboard surfaces problems before they compound, highlights trends while you still have time to act, and gives you a single-screen answer to the question every fleet owner asks first thing in the morning: "how is my fleet doing right now?" The owners who get the most value from Fleet are the ones who treat the dashboard as a living command center rather than a passive report.

KPI strip with sparkline trends

Below the hero area, a horizontal strip displays your most important fleet metrics. Each KPI card shows the current value, a small sparkline chart showing the trend over the last 30 days, and a percentage change indicator (green for improvement, red for decline).

Action Queue

The Action Queue sits directly below the KPI strip and contains priority alerts — items that require a decision or action from you or your dispatchers. Each alert is a clickable card that takes you to the relevant page.

Common alert types include:

• Expired documents — a vehicle's registration or insurance has passed its expiry date
• Overdue maintenance — a scheduled service has passed its due date without being marked complete
• Unreviewed shifts — shifts with photos waiting in the review queue for more than 24 hours
• High-severity incidents — incidents classified as critical that have not been assigned or moved to IN_REVIEW

1. Scan the Action Queue from top to bottom — alerts are sorted by priority, with the most urgent at the top.
2. Click any alert card to navigate to the detail page where you can take action.
3. Once the underlying issue is resolved, the alert disappears from the queue automatically on the next dashboard refresh.

Top Drivers section

This section ranks your drivers by their risk score. The risk score is a composite metric calculated from incident frequency, inspection compliance, and shift punctuality. Drivers with the best (lowest-risk) scores appear at the top.

Utilisation Heatmap

The Utilisation Heatmap is a matrix view with drivers on one axis and vehicles on the other. Each cell is color-coded to show how frequently a specific driver has been assigned to a specific vehicle over the selected time period. Darker cells indicate higher utilisation.

This heatmap helps you spot:

• Underutilised vehicles — columns that are mostly light or empty
• Overworked drivers — rows that are uniformly dark across many vehicles
• Driver-vehicle affinity — patterns where certain drivers always use the same vehicle, which can be good (familiarity) or bad (no rotation for maintenance)

Incident Trends chart

The Incident Trends chart shows a time-series view of incidents across your fleet. It includes:

• Incident count by day/week/month — toggle the time granularity in the chart controls
• SLA metrics — how quickly incidents move from NEW to IN_REVIEW and from IN_REVIEW to CLOSED, compared to your target response times
• Inspection stats — the number of inspections completed per period overlaid on the incident line, helping you see whether increased inspections correlate with fewer incidents

Costs Card

The Costs Card provides a summary of fleet expenditure for the current period. It shows total costs, a breakdown by category (repairs, maintenance, fuel, insurance), and a comparison to the previous period.

When the module is active, clicking the Costs Card takes you to the full cost dashboard under Reports, where you can drill down into per-vehicle and per-category breakdowns.

Dashboard customization

Your dashboard is fully customizable. You can choose from curated system presets or build your own layout from scratch using the drag-and-drop builder.

Switching presets

Click the preset switcher button in the top-right corner of your dashboard. A popover menu opens with two sections:

• Curated — system presets designed for common workflows. These come pre-configured and cannot be edited, but you can duplicate them as a starting point for your own layout.
• Custom — presets you have created or duplicated. Each shows its icon, name, description, and block count.

Click any preset row to switch your dashboard to that layout immediately.

Available preset categories

Fleet ships with several curated presets designed around common owner workflows:

Creating a custom preset

1. Open the preset switcher and click + New. You are taken to the dashboard builder.
2. The builder opens with an empty canvas — a 12-column grid that mirrors your live dashboard layout exactly.
3. Click the Add blocks tool on the left dock. A searchable block palette opens, organized by category. Browse or search for the block you want.
4. Drag a block from the palette onto the canvas, or double-click it to place it in the next available slot. The block appears with a live preview using your real fleet data from the last 30 days.
5. Resize blocks by dragging their right edge (width), bottom edge (height), or corner (both). Each block has minimum and maximum size constraints — the builder enforces these automatically.
6. Rearrange blocks by dragging them to a new position. Alignment guides appear when block edges line up with other blocks, helping you create a tidy layout.
7. Open the Theme tool to set your preset's name (up to 60 characters), description, icon (choose from 14 options), and accent colour (7 curated colours available).
8. Click Save to create your preset. It becomes available in the preset switcher immediately.

Builder tools and shortcuts

The builder provides several tools accessible from the floating dock on the left:

• Add blocks — opens the searchable block palette with all available blocks grouped by category
• Theme — edit the preset's name, description, icon, and accent colour
• Compact layout — automatically rearranges all blocks to eliminate gaps and create the tightest possible layout
• Clear all — removes every block from the canvas (with a confirmation prompt)

When a block is selected, a block inspector appears at the bottom of the screen showing the block's current position and size. Use the width and height steppers to adjust dimensions precisely, or click the delete button to remove the block.

Keyboard shortcuts:

Collision detection and auto-fit

The builder prevents blocks from overlapping. If you drag a block to a position where its default size would overlap with another block, the builder automatically tries smaller sizes to find the largest fit. A downward arrow indicator (⤓) appears on blocks that were auto-shrunk to fit. Invalid drop positions show a red outline.

Editing a custom preset

Open the preset switcher and click the pencil icon next to any custom preset. This takes you back to the builder with all existing blocks loaded. Make your changes and click Save to update the preset.

Duplicating a preset

Both system and custom presets can be duplicated. Click the copy icon next to any preset in the switcher. The duplicate is created as a new custom preset with all blocks, theme settings, and layout copied. You can then edit it independently.

Deleting a custom preset

Click the trash icon next to a custom preset and confirm in the dialog. System presets cannot be deleted.

Module-gated blocks

Some dashboard blocks require specific feature modules to be enabled in Settings → Modules. If a required module is not active, the block displays an amber placeholder instead of its content. Enable the corresponding module to see live data in that block.

Making the dashboard work for you

The dashboard is designed to be your first stop every morning. A healthy fleet shows a zero critical-alert badge, all KPIs trending green, an empty Action Queue, and a Costs Card within budget. If any of these are off, follow the links to the relevant section and resolve the issue before it compounds.

With dashboard customization, you can tailor the view to match your priorities. Operations-focused owners might prioritize the action queue and live driver blocks. Cost-conscious owners can lead with the cost trend hero and claims pipeline. Build the dashboard that matches how you run your fleet.

Recommendations: get more from your dashboard

The dashboard becomes far more powerful when you build habits and workflows around it. Below are practical patterns used by high-performing DSP owners to stay ahead of issues and keep their fleets running smoothly.

Morning routine (5 minutes)

Start every working day with a quick dashboard scan. A consistent routine prevents small issues from snowballing into expensive problems.

1. Check the critical alert badge in the hero area. If it is not zero, open the Action Queue immediately and triage anything urgent — expired documents and high-severity incidents come first.
2. Scan the KPI strip left to right. Look for any card showing a red percentage-change indicator. A single red KPI is worth investigating; two or more red KPIs on the same day usually signals a systemic issue.
3. Clear the Action Queue. Work through alerts top to bottom. Delegate what you can to dispatchers and resolve what only you can handle. Aim for an empty queue before your drivers hit the road.
4. Glance at Top Drivers. Note any driver whose risk score has changed significantly since yesterday. A sudden jump could mean a new incident was filed overnight.

Weekly rhythm with presets

Different days of the week call for different perspectives on your fleet. Switching presets deliberately throughout the week helps you cover all angles without feeling overwhelmed.

• Monday — Fleet Health preset. Start the week by reviewing vehicle condition. Check for any maintenance that came due over the weekend and verify that all documents are current. This sets the tone for a clean operating week.
• Wednesday — Driver Performance preset. Mid-week is a good checkpoint for driver behavior. Review inspection completion rates, identify any bottom performers early, and schedule coaching conversations before Friday.
• Friday — Cost Focus preset. End the week with a financial view. Compare this week's spend to last week's, review any new claims in the pipeline, and flag cost anomalies for your Monday planning session.

Meeting prep and team standups

The dashboard is an excellent visual aid for team meetings. Instead of preparing slides, project the live dashboard and let real data drive the conversation.

• Daily standup: Open the Default preset. Walk through the critical alert badge, then the Action Queue. Assign owners for each open alert right in the meeting.
• Driver recognition: Switch to the Driver Performance preset and highlight the top three drivers by risk score. Public recognition costs nothing and reinforces the behaviors you want to see across your fleet.
• Incident review: Open the Incident Trends chart and discuss the shape of the curve. Is the trend line rising, falling, or flat? Use the SLA overlay to check whether your team is meeting response-time targets.
• Cost review (monthly): Switch to Cost Focus and walk stakeholders through the cost trend hero chart. Use the per-vehicle breakdown to explain where money is going and what actions you are taking to reduce spend.

Spotting trouble early: leading indicators

The most valuable thing your dashboard can do is show you problems before they become emergencies. Learn to watch for these leading indicators:

• Declining inspection compliance often precedes a spike in unreported damage. When drivers stop completing pre-trip inspections thoroughly, minor vehicle issues go unlogged. Those issues compound until a vehicle fails on-road or a customer reports damage. If you see inspection compliance dropping below 90%, investigate immediately — do not wait for the incident count to rise.
• A growing Action Queue signals dispatcher overload. If alerts are accumulating faster than they are being cleared, your dispatchers may be stretched too thin. Consider redistributing workload or hiring before response times degrade further.
• Flat or rising costs alongside declining fleet health is a warning sign. You are spending money but your vehicles are not getting healthier. This often means reactive repairs are crowding out preventive maintenance. Shift budget toward scheduled services.
• Driver risk scores clustering toward the middle can mask outliers. If most drivers are "average," the leaderboard loses its diagnostic power. Look at the spread, not just the ranking. A tight cluster means your scoring thresholds may need recalibration in Settings.

Custom preset ideas

Beyond the curated presets, here are three custom layouts worth building for specific workflows:

1. "Monday Morning" preset A stripped-down command center for your start-of-week triage. Include only three blocks: the Action Queue (full width across the top), Fleet Health donut (bottom left), and Cost Trend hero chart (bottom right). This preset answers two questions fast: "what needs my attention?" and "where do we stand financially?"

2. "Driver 1:1" preset Built for your weekly or biweekly one-on-one meetings with individual drivers. Include: Driver Leaderboard (to show where they rank), Inspection Completion Rate (to discuss consistency), Driver Incident Types Breakdown (to review specific issues), and Compliance Trend (to show improvement over time). Project this during the conversation so the driver sees the same data you do.

3. "Weekend Wrap-up" preset Designed for Monday morning review of what happened over the weekend when you were not watching the dashboard. Include: Recent Maintenance Events, Recent Status Changes, Compliance by Vehicle, and the Incident Trends chart set to a 7-day window. This layout surfaces anything that changed while you were away so you can catch up in minutes.