E-Fleet Controller
User Guide
We’ve always recognised the benefits of delivering useful fleet data to our customers by electronic means. It all started in 1991 with the floppy discs we used to send to our customers. Now it’s far savvier, but nevertheless we are always looking for ways to improve our technology.
E-Fleet Controller is a fully functional online fleet management portal updated in real time with our back office system. System updates are visible instantaneously.
Our new fleet management portal runs on the industry renowned Jaama Key2 online “Dashboard” and has some great plus points.
You can manage online:
Reports for fleet mix, average CO2, vehicles off road, MOTs, servicing and contract status.
Driver licence checking.
Accounting reports, including invoices, direct debit collections, maintenance recharges, P11d and year end lease rental restriction.
Driver additions, amendments and re-allocation.
Logging In To E-Fleet Controller
Click on the Fleet Manager Area link on the main header toolbar on the website. Select to “login” under Fleet Controller
Functionality
Glossary Of Functionality
All Reports open automatically to an Excel CSV file.
All traffic light screens display the results within Fleet Controller and are downloadable to Excel CSV via the download to report button.
Blue Links
Fields highlighted in blue such as registration number and driver name are hyperlinks to extra information
Click on the ‘your total fleet’ link to view and download details of your JCT600 fleet.
Click on the ‘average CO2’ link to show details of how your displayed CO2 has been calculated. Click on one of the ‘order traffic lights’ to view your order details.
Click on one of the ‘renewals traffic lights’ to view due and overdue renewals.
Click on one of the ‘service traffic lights’ to view due and overdue services. You can book a service in this area. Click on one of the ‘MOT traffic lights’ to view due and overdue MOT’s.
Click on one of the ‘driver licence traffic lights’ to view the status of your driver’s licences. This section is only relevant if you have subscribed to our Driver Entitlement Checking System (DECS).
Click on one of the ‘invoice traffic lights’ to view your recent invoices. You can obtain copy invoices from this area. Click here to sign out of Fleet Controller
Click on the ‘reports’ tab to access additional reporting by category. Reports in this area are automatically downloaded into Excel
Click on the ‘actions’ tab to update vehicle details such as vehicle odo, vehicle service and vehicle MOT. In addition to this there is also a link to DECs reporting.
Click on the ‘Driver Amendments’ link to be diverted to the area of the website where you can make changes to your drivers personal details and transfer vehicles around different drivers.
Click on the ‘Service Booking’ link to be diverted to our website booking request form. Click on the ‘contact us’ link to be diverted to all of our contact options.
Your Total Fleet
Average CO2
Displays all of your current contracts. You can drill down to view more vehicle/driver details.
You can break it down to view any vehicles that may be off the road
Excel spreadsheet shows a full breakdown for each vehicle of the CO2 figures.
Orders
Renewals
Each tab can be selected to show all details regarding: Orders in progress
Delivery Arranged Recently Delivered
Each tab can be selected to show all details regarding: Renewals Overdue Renewals Due Renewals Not Due
Service
When you select to download the report it produces a duplicate in Excel which can then be manipulated.
Each tab can be selected to show all details regarding:
Services Overdue Services Due Services Not Due
On the tabs showing vehicles that are due and overdue you can link straight through to the service booking tool.
Some reports show more details than others. Use the scroll bar to show all of the information.
MOT
Drivers Licence Checking
Each tab can be selected to show all details regarding:
MOTs Overdue MOTs Due MOTs Not Due
The overdue, due and not due reports sort in date order and show the closest date at the top of the lists.
The driver licence checking reports split the drivers into 3 categories
7+ Pts / Disqualified 1 to 6 points Zero Points
Invoicing
Reports
All reports that are stored on the reports menu are all downloadable directly into Excel. It has a variety of different areas detailing different aspects of your fleet.
The invoicing reports provide a full breakdown of all costs.
These reports when downloaded to Excel are then able to be manipulated. This may be easier if you are working with figures.
Each tab can be selected to show all details regarding: Invoices Overdue
Invoices Due Invoices Not Due
Some reports within this menu option are a copy of the ones produced within the traffic lights menu system: service, renewals, orders and MOT.
However it may be quicker to use this menu option if you want the report directly in Excel.
Fleet Menu
The reports in this area provide all of the key statuses of your current fleet.
The ‘All Current Contracts’ report is particularly useful as it provides a complete overview of your entire fleet in detail.
Drivers Menu
This option provides a couple of supplementary reports to the traffic lights system.
Accounts Menu
This option provides an in depth overview of all of the accounts for your fleet.
Actions
Driver Amendments
This is the area where you can make any changes to your drivers and transfer vehicles between different drivers. To transfer to the area click on ‘Driver Amendments’
This menu option gives the fleet manager the ability to update in real time key vehicle events. In addition to this there is a link through to DECS which is our comprehensive driver licence checking portal.
To make amendments complete the relevant form and click the ‘Submit’ button.
Please note: these are requests that need to be processed internally and do not apply to the system in real time. We aim to have them processed within 24 hours of receipt.
Service Booking
To transfer to the service booking tool click on ‘Service Booking’. This will transfer you to the service booking form. Complete all details in the form and click submit.
Contact Us
All details to contact us can be accessed via the link in the menu bar.
All contact details are on this page.
There is also a contact form you can fill in. We have the feature of ‘Live Chat’ where you can connect to a particular area of the business to have a ‘chat’ to them regarding your issue.
