Welcome back to Beyond the Dashboard!
We're excited to share the latest updates and insights, all designed to enhance your FleetCheck experience. Let's dive into what's new this month.
In this edition:
1) NEW: Streamline Employee Onboarding
2) Feature Focus: Simplify Record Keeping with Autonumbering
3) Tip of the Month: Master Data Retention for a Cleaner, Compliant System
Streamline Employee Onboarding
Never Miss a Step with New Starter/Leaver Checklists
(Available on Essential and Pro plans)
Managing the arrival or departure of drivers just got a whole lot easier. Our latest feature lets you create fully customisable checklists to ensure nothing falls through the cracks when a new driver joins – or when one leaves our company. From assigning vehicles and adding details to your HR system, to providing uniforms or conducting orientation, you can create a tailored checklist to follow, also giving you an audit trail of what’s been done. To set this up follow the below steps.
Step 1: Login to your FleetCheck account
Step 2: Navigate to More in the top navigation, then choose Settings > Drivers
Step 3: Choose to enable New Starter Checklist and Leaver Checklist. You can also set the number of days a driver has been added to be considered a new starter. For example, in the last 90 days.
Step 4: Create your checklist. Click the green ‘Add Checklist Item’ button to start adding items to your checklist. You can also set whether an item is mandatory or not.
You can now track new starters and leavers effortlessly with a dedicated list that will guide you through each step of the checklist. Simply tick off completed tasks for your driver, and once all mandatory items are done, the driver is automatically removed from the list as complete.
Simplify Record Keeping with Autonumbering
Save Time, Reduce Errors, and Maintain Consistency
(Available on Essential and Pro plans)
Managing a fleet involves tracking countless records, defects, collisions and work orders, and much more. Each of these requires a unique reference number to ensure proper documentation and easy retrieval. However, manually assigning these numbers can lead to inconsistencies, duplication, or even costly errors. Thats where FleetCheck’s Autonumbering features comes in.
What is Autonumbering?
Autonumbering is feature within FleetCheck that automatically generates consistent reference numbers for all types of records logged in the system. Whether it’s a defect report a collision incident or a work order, the system assigns a unique identifier based on a numbering system you choose. This eliminates the risk of human error, ensures uniformity, and keeps your records organised.
Why Use Autonumbering?
- Eliminate Manual Entry Errors – manually entering reference numbers can lead to typos, duplicates, or inconsistencies. Autonumbering removes this risk by automating this process.
- Maintain Uniformity Across Records – With Autonumbering, you can set specific numbering formats for different record types (e.g., DEF-001 for defects, WO-001 for work orders). This ensures clarity and consistency across your fleet operations.
- Customisable – you're in control. Decide whether the generated numbers can be overwritten to accommodate specific workflows or leave them locked for added consistency.
- Save Time. Improve Efficiency – automating reference number generation reduces admin workload, freeing up time for more critical tasks.
- Traceability – unique, standardised reference numbers make it easier to track and retrieve records, when required for compliance during audits or investigations.
Getting Started
Setting up Autonumbering is simple and intuitive. Define your numbering system, assign formats to specific record types, choose whether they are editable, then the system will handle the rest.
Step 1: Login to your FleetCheck account and navigate to My Settings then choose Autonumbering from the left-hand menu
Step 2: Here you will see the fields you have available to edit, the numbering method and whether it can be overwritten
Step 3: Choose the field you want to edit; you will then be able to set the parameters you want:
- Number Minimum Length – for example, if you choose 4 the number will be displayed as 0001
- Starting Number – you could choose to start at 001 or 100, whatever meets your needs
- Prefix – You could choose DEF as the prefix for defects or WO for work orders, so you can choose a prefix that is clear to you
- Prevent Overwrite – you can check the box to prevent users from be able to overwrite system generated numbers
Once you have set your field parameters, either click save in the top right or you can click save and apply to blank records which will then update existing records with the new reference number standard.
Master Data Retention for Cleaner, Compliant System
Data retention within FleetCheck refers to how long information is stored on your system, keeping your fleet data GDPR compliant and in line with your company's data policies, as well as keeping it clean and tidy and free of unneeded records.
It is important to know that a staff permission setting will need to be enabled for users to be able to change these settings.
To set this up follow these steps:
Step 1: Login to your FleetCheck account, then navigate to More > Settings > Data Retention. This is where you can set your data retention preferences
Preferences can be set for different sections of your data. These include things like, driver medical history and licence checks or collision information. Data can be set to delete anywhere from 1 month to 8 years or never from completion date.
We delete the data monthly, and you can view which data is going to be deleted here before it happens or alternatively, you can set up an email notification.
Step 2: Once you have set your parameters, come back to this screen to the data on your system that is due to be deleted. Once data is deleted it cannot be retrieved
Step 3 (optional): Alternatively, you can set email alerts for each deletion category. You will then be notified by email what data is due to be deleted.
To do this, navigate to Organisation in the top menu, and then Staff. Click on your username scroll down to Data Retention Emails and click on the green button Add Data Retention Alert. You can then select whether you want emails about all data being deleted or specific areas such as vehicles or drivers.
Once you have done this remember to click the blue save button in the top right.
