Fleet in TimeFlow

Before you start

Fleet is off until the TimeFlow team turns it on for your company and branch — staff can't switch it on from the dashboard (see Turning fleet on, below). If it is off, the Fleet item is hidden from the sidebar, the Fleet page says Fleet is not enabled, and the booking forms do not show a fleet picker. If the page says Fleet is unavailable, the check failed — refresh and try again.

There is no extra staff permission. Anyone signed in at a branch where fleet is on can open the page and use the picker.

Turning fleet on

Fleet is switched on per branch by the TimeFlow team. To enable it for your company and branch, open a ticket from Left sidebar → Support (see the Tech Support Tickets guide) or contact TimeFlow support. Turning it off later hides the feature again; it does not delete assets or job cards.

Finding this in the UI

• Left sidebar → Fleet opens the Fleet page (/dashboard/fleet). It sits with the reception links and only appears when fleet is on for the signed-in branch.
• On a new booking (Book a Job) the picker is the first field under Asset / Device Information, labelled Fleet asset.
• On an existing job card (edit from Reception → Search Job Cards) the same picker is the first field under Device Information.

The header and footer do not link to Fleet.

Viewing assets

The Fleet page lists the assets for the signed-in branch. Newest first. Columns: Type, Make, Model, Serial, Colour, Description, Status, and Actions.

• Search by type, make, model, serial, colour, or description.
• Filter Status to All, Active, or Inactive.
• The table is paged. Change the page size if the list is long.

A serial number is unique inside the company and is stored in capitals. Two branches of the same company cannot register the same serial.

Adding an asset

Click Add asset.

• Type — e.g. Bike, scooter, car.
• Serial number (required) — frame number, fleet number, VIN, or IMEI. TimeFlow uppercases it when it is saved.
• Make and Model
• Colour
• Active — on by default. Turn it off to keep the record but hide it from booking search.
• Description — short text that is copied onto the job card when the asset is selected.

Click Add asset to save, or Clear to reset the form. If that serial already exists for the company, TimeFlow refuses the save.

Editing, deactivating, and deleting

• Click the pencil to edit. Save changes updates the fleet record only. Job cards already booked keep the device details that were saved at the time.
• Turn Active off to retire an asset without deleting it. Inactive assets stay on the Fleet page (use the Inactive filter) and do not appear in the booking search.
• Click the trash icon and confirm Delete this asset? to remove it from the fleet. Job cards already booked keep their device details.

Selecting an asset on a booking

On the new booking form or the job card edit form, open Fleet asset and search by type, make, model, or serial. The list shows active assets for this branch. Each row shows make and model, then the serial, with type and colour underneath.

Selecting an asset fills:

• Type
• Description
• Make
• Model
• Serial number
• Colour

It does not fill condition, fault, fault description, accessories, or unlock code. Those belong to this visit. Enter them as usual, then save the job card.

Saving a booking still creates a new device record for that visit. Picking the same asset on a later booking does not reuse or overwrite the earlier visit.

Adding an asset from the booking dropdown

If the asset is not in the list, choose Add fleet asset at the top of the dropdown. A short form opens in the same panel: type, serial number (required), make, model, colour, description, and active. The serial box starts with whatever you had typed in the search.

Click Save asset. TimeFlow creates the asset, selects it, and fills the device fields the same way as picking an existing one. The back arrow returns to the search without saving. A duplicate serial is rejected.

Finding an asset's repair history

Fleet does not store a separate history. Each visit is a job card whose device serial matches the asset serial.

Go to Reception → Search Job Cards, enter the serial in Device Serial Number, and search. The same serial can be used on Workshop → Search Job Tasks under Serial Number. Search is not case-sensitive; serials are stored in capitals.

Related

• Booking the rest of the job card (client, insurance, condition, fault, photos) is covered in the Booking a Job Card guide. The client on that form is the person bringing the asset in, which for a rental is often not the fleet owner.
• Finding past visits is covered in the Searching Job Cards & Job Tasks guide.