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Fleet & Equipment

Track vehicles, drivers and equipment in one place — documents and compliance, maintenance work orders, checkouts and returns, inspections, incidents, and a calendar of everything that's about to expire.

Fleet & Equipment is a licensed product. If you don't see Fleet in your sidebar, ask your Soundial administrator to enable it for your company.

The Fleet dashboard

The dashboard shows your fleet at a glance — active vehicles, drivers, equipment, open work orders, average compliance, critical vehicles, open incidents and fleet value — with charts for status, compliance health and monthly costs.

1

Open the dashboard

Fleet›Fleet Dashboard

Vehicles

1

Register a vehicle

Add the plate, make/model/year, and key dates — insurance, fitness, registration and road tax. You can attach those documents right from the Add Vehicle form, or bulk-import vehicles from a CSV.
2

Documents on file

Each vehicle profile keeps its Insurance, Fitness, Registration and Road Taxdocuments — view, upload or replace each one, and add any extra document (permits, inspection certificates, photos, purchase papers). Files are stored securely in cloud storage. The compliance score at the top of the profile reflects the expiry dates.
3

Service history, work orders & spend

The profile shows the full service history (with date & time), the work orders raised against the vehicle, the parts used, and a running total of labour & parts spend. Use Export CSV for the service history, or Raise work order to log a repair against the vehicle.
A vehicle with an expired document is flagged out of compliance and surfaces on the Compliance page and Expiry Calendar.

Drivers & equipment

1

Drivers

Hold driver profiles, licence class and expiry, and a record of incidents and safety inspections.
2

Equipment pool

Register tools and equipment, then check them out to an employee or a department and record the return. See
Fleet›Equipment
and
Fleet›Checkout
.
Employees can also request equipment themselves from the ESS portal — those requests land under
Fleet›Requests
for you to approve.

Job assignments & pool checkouts

1

Assign a vehicle to a job

Create a job assignment with a vehicle and a driver — it defaults to the vehicle's assigned driver, or pick any employee (non-registered drivers are flagged). Depart records the start mileage; Return records the end mileage and computes the distance.
Fleet›Job Assignments
2

Check out a pool vehicle

Issue a no-department pool vehicle to an employee. The Out mileage auto-fills from the vehicle's last odometer, and anyone who isn't a registered driver is flagged.
Fleet›Vehicle Checkout
Returning a vehicle — from a job or a checkout — freshens its odometer and marks it "turned in — re-inspect": it can't be dispatched or checked out again until a fresh daily inspection is done.

Daily vehicle inspections (DVIR)

A quick pre-trip safety check on each vehicle. A failed inspection blocks the vehicle from dispatch and fuel until it's cleared.

Fleet›Daily Inspections

1

Who inspects

A vehicle's assigned driver completes the inspection from their ESS portal. For driverless vehicles — pool cars, equipment, machinery — a fleet manager starts it from
Fleet›Daily Inspections
, recorded against the manager.
2

Failures raise a work order

Flag a critical defect and Soundial automatically raises a maintenance work orderfor it and blocks the vehicle from going out.
3

Re-inspect turned-in vehicles

A vehicle returned from a job or checkout must be re-inspected before it can be dispatched again — even if it was inspected earlier that day. A manager can override if necessary.
Tailor the checklist for your fleet under
Fleet›Daily Inspections›Edit checklist
.

Work orders, inspections & incidents

Raise work orders for repairs and maintenance against a vehicle or equipment, log routine inspections, and record incidents (with scene/damage photos). Track open items from the dashboard.

Compliance & the Expiry Calendar

1

Compliance dashboard

See every vehicle's document status in one place, with a daily sweep that flags expiring and expired documents.
Fleet›Compliance
2

Expiry Calendar

A month calendar of every upcoming expiry — insurance, fitness, registration, road tax, permits, driver licences and service-due dates — colour-coded, with overdue items highlighted.
Fleet›Expiry Calendar

AI Fleet Compliance (add-on)

With the AI Fleet Compliance add-on enabled, an agent reviews your whole fleet — expiring documents, abnormal fuel consumption, overdue maintenance and open work orders — and returns prioritised risks, an executive summary, cost exposure and recommended actions, shown on the Compliance page.

Not enabled yet? The Fleet dashboard shows a one-click request to turn it on.

Reports

Export fleet data to CSV or PDF from

Fleet›Reports
— the vehicle register, depreciation, document expiry, work orders, maintenance log, incidents, inspections and inventory. The new Vehicle Cost Summary gives one row per vehicle with total maintenance, fuel, work-order and incident spend, downtime, compliance and inspection status.

Live Map: sites & equipment

1

Draw one boundary per branch

Open the Live Map and choose + Add boundary to draw a site's perimeter, give it a name and colour, and optionally link it to a branch. A company can have several — one per depot or branch — and each can be renamed, recoloured, re-shaped, deleted or locked by clicking it on the map.
2

Place & deploy equipment

Drop a piece of equipment onto the map and, in the same step, check it out to an employee and raise a deployment work order. The pin then shows who holds the unit, with a Return to store action to hand it back.
A drawn branch boundary also widens where staff can clock in from the mobile app — a worker anywhere inside the boundary can clock in, not just within a small circular radius.