Get started with Fleet
Add your vehicles, give them drivers, add their papers and service plans - then let drivers log fuel and checks. The everyday steps, in order.
Ellibo Fleet keeps everything about the vehicles your business runs: who drives each one, the odometer, fuel, services and reminders, papers and contracts, inspections, issues, fines, accidents, pool-car bookings and one cost history per vehicle.
1. Add your vehicles
Go to Vehicles and click New vehicle (or the + next to Vehicles in the menu).
- Make and Model - pick them from the list and the type and fuel fill in by themselves. Not in the list? Click Not in the list? Type the make and model.
- Number plate, Year, Type and Fuel.
- Odometer now - the reading today, in km or miles.
- Driver - who drives it now (you can do this later).
- Pool car - tick it if staff should be able to book it.
More details has the VIN / chassis number, engine number, colour, gears, seats, where it is kept, tags, whether it is owned, leased or rented, the price paid and how many years it is written off over.
Many vehicles? Vehicles > Import reads a spreadsheet - see Imports and reports.
2. Add your drivers
Go to Drivers > New driver. If you use Ellibo HR, pick the person under From HR (an employee); otherwise type the name and phone. Add the driving licence number and when it runs out to be reminded in time. Then open each vehicle and click Change next to the driver. See Vehicles and drivers.
3. Add the papers
On each vehicle, open the Papers tab and click + Paper: the registration, insurance, safety inspection, emissions test, road tax and permits, each with its number and the date it runs out. See Papers and contracts.
4. Set service plans
On each vehicle's Services tab, click + Service plan: for example an oil change every 3,000 miles or 6 months. You are reminded before it is due. See Services and reminders.
5. Let drivers log
Turn on each driver's phone link on their page and send it on WhatsApp. They log fuel, enter the odometer, do the daily check and report problems from their phone - no sign-in. See Drivers' phone link.
Every day: Home
Home shows your vehicles in use, what needs doing (papers running out, services due, contracts ending, licences running out, open issues, pool-car requests) and the costs this month. Fleet managers also get one summary email a day when something new comes due.
Settings
Settings > Reminders & alerts sets how early you are warned and your units (km or miles, litres or gallons). Settings > Stages, services & checklists keeps the board's stages, your service types and the inspection checklists. Settings > Makes & models keeps the lists you pick from.