> ## Documentation Index
> Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Fleet Management User Guide

> Feature ID: FM-13 Module: FM (Facilities Management)

**Feature ID:** FM-13\
**Module:** FM (Facilities Management)

This guide provides instructions for using the Fleet Management features in the Encore Health OS platform.

***

## Overview

Fleet Management allows you to:

* Register and manage fleet vehicles
* Track mileage and fuel consumption
* Manage driver information and licenses
* Log trips and calculate costs
* Schedule and track vehicle maintenance
* View fleet analytics and reports

***

## Registering a Vehicle

### Step 1: Navigate to Fleet Management

1. Go to **Facilities Management** → **Fleet** → **Vehicles**
2. Click **Add Vehicle**

### Step 2: Enter Vehicle Information

**Required Fields:**

* **VIN** - Vehicle Identification Number (17 characters)
* **Make** - Vehicle manufacturer (e.g., Honda, Toyota)
* **Model** - Vehicle model (e.g., Civic, Camry)
* **Year** - Model year

**Optional Fields:**

* **Color** - Vehicle color
* **Plate Number** - License plate number
* **Plate State** - State of registration
* **Registration Expiration** - Registration expiration date
* **Insurance Expiration** - Insurance expiration date
* **Site** - Associated site/location
* **Status** - Active, Maintenance, Retired, or Disposed

### Step 3: Save Vehicle

Click **Save** to register the vehicle. The vehicle will appear in your fleet list.

***

## Logging Trips

### Mobile-Optimized Trip Entry

The trip logging page is optimized for mobile devices, making it easy for drivers to log trips on the go.

### Step 1: Navigate to Trip Logging

1. Go to **Fleet** → **Trips** → **Log Trip**
2. Or click **Log Trip** from a vehicle detail page

### Step 2: Enter Trip Details

* **Vehicle** - Select the vehicle used
* **Trip Date** - Date of the trip
* **Destination** - Where you went
* **Purpose** - Reason for the trip
* **Trip Type** - Business, Personal, Maintenance, or Other
* **Start Odometer** - Odometer reading at trip start
* **End Odometer** - Odometer reading at trip end
* **Miles Driven** - Automatically calculated if start/end odometer provided
* **Mileage Rate** - Reimbursement rate (if applicable)
* **Trip Cost** - Automatically calculated from miles × rate

### Step 3: Save Trip

Click **Save** to log the trip. The trip will be recorded and linked to the vehicle.

***

## Recording Fuel Purchases

### Step 1: Navigate to Fuel Logging

1. Go to **Fleet** → **Fuel** → **Log Fuel**
2. Or click **Log Fuel** from a vehicle detail page

### Step 2: Enter Fuel Information

* **Vehicle** - Select the vehicle
* **Purchase Date** - Date of fuel purchase
* **Fuel Type** - Gasoline, Diesel, Electric, Hybrid, or Other
* **Gallons** - Amount of fuel purchased
* **Price per Gallon** - Cost per gallon
* **Total Cost** - Automatically calculated
* **Odometer Reading** - Current odometer (for MPG calculation)
* **Station Name** - Where fuel was purchased
* **Station Location** - Address of station
* **Receipt Number** - Optional receipt number

### Step 3: Save Fuel Log

Click **Save** to record the fuel purchase. The system will automatically calculate MPG if a previous odometer reading exists.

***

## Viewing Fleet Analytics

### Accessing Analytics

1. Go to **Fleet** → **Analytics**
2. View key metrics:
   * **Total Fleet Cost** - Combined costs across all vehicles
   * **Average MPG** - Average fuel efficiency
   * **Total Miles Driven** - Total mileage across fleet
   * **Cost per Mile** - Average cost per mile
   * **Maintenance Alerts** - Upcoming maintenance due

### Reports Available

* **Fleet Cost Report** - Detailed cost breakdown by vehicle
* **Fuel Efficiency Report** - MPG trends and comparisons
* **Trip Summary Report** - Trip activity and costs
* **Maintenance Schedule Report** - Upcoming maintenance items

***

## Mobile Usage

### Mobile-Optimized Features

* **Trip Logging** - Quick trip entry on mobile devices
* **Fuel Logging** - Fast fuel purchase recording
* **Vehicle Status** - View vehicle status and alerts
* **Maintenance Alerts** - Receive notifications for due maintenance

### Best Practices

* Log trips immediately after completion
* Record fuel purchases at the pump
* Check maintenance alerts regularly
* Update odometer readings accurately

***

## Driver Management

### Viewing Driver Information

1. Go to **Fleet** → **Drivers**
2. View driver list with license information
3. Click on a driver to see details

### Driver Details Include

* **License Information** - Number, state, expiration
* **CDL Information** - Commercial driver's license details (if applicable)
* **Assigned Vehicles** - Vehicles currently assigned to driver
* **Trip History** - Recent trips logged by driver

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## Vehicle Detail Page

### Accessing Vehicle Details

Click on any vehicle in the fleet list to view its detail page.

### Information Available

* **Vehicle Information** - Make, model, year, VIN, registration
* **Current Status** - Active, Maintenance, Retired, Disposed
* **Odometer** - Current odometer reading
* **Assigned Driver** - Current driver assignment
* **Recent Trips** - Last 10 trips
* **Fuel History** - Recent fuel purchases with MPG
* **Maintenance Schedule** - Upcoming maintenance items
* **Maintenance History** - Past maintenance records

### Actions Available

* **Log Trip** - Record a new trip
* **Log Fuel** - Record fuel purchase
* **Assign Driver** - Assign or change driver
* **Update Status** - Change vehicle status
* **View Reports** - Generate vehicle-specific reports

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## Tips for Effective Fleet Management

1. **Regular Updates** - Log trips and fuel purchases regularly for accurate analytics
2. **Accurate Odometer Readings** - Ensure odometer readings are accurate for MPG calculations
3. **Maintenance Alerts** - Set up maintenance schedules to receive alerts
4. **Driver Assignment** - Keep driver assignments up to date
5. **Cost Tracking** - Review fleet analytics regularly to identify cost-saving opportunities

***

## Related Documentation

* [Fleet Management Admin Guide](./fleet-management-admin-guide.md) - Administrator configuration guide
* [FM-13 Fleet Management Specification](../../specs/fm/specs/FM-13-fleet-management.md) - Full technical specification
* [FM Integration Contracts](../architecture/integrations/FM_INTEGRATION_CONTRACTS.md) - Event and API contracts for FM module integrations

***

## Support

For questions or issues with Fleet Management:

* Contact your organization administrator
* Review the Admin Guide for configuration options
* Check system documentation for advanced features