CORE SYSTEM 2 OF 6

Fleet Management

Vehicles, drivers, trips, and intelligent operations — web + mobile

A comprehensive fleet operations platform built around two coordinated apps — a Web Dashboard for command, dispatch, and analytics, and a Driver Mobile App for the field. Tracks every vehicle, driver, trip, route, maintenance event, and charging cycle in real time, with built-in chat, voice calls, AI insights, and a full audit trail.

Vehicle Registry Live GPS Trip Lifecycle Routes & Stops PMS Alerts EV Charging In-App Chat & Calls AI Insights

System Overview

Fleet Management spans three integrated domains: Fleet & Drivers (vehicles, drivers, assignments, maintenance, charging); Trips & Live Tracking (scheduled trips, real-time GPS, route stops, passenger counting, incidents); and Communications, Documents & AI (in-app chat, voice calls, document management with audit, AI chatbot for natural-language queries, AI insights for fleet analytics). The system delivers value to dispatch operators on the web and to drivers in the field via the companion mobile app.

🚛

Web Dashboard

For Fleet Admin, Dispatchers, Maintenance staff, Auditors. Vehicle registry, trip planning, live tracking, maintenance, AI insights, reports.

📱

Driver Mobile App

For drivers and conductors. Trip assignments, navigation, pre-trip checks, fuel/charging logs, incident reporting, dispatcher chat — all on Android.

🛰️

Telemetry & APIs

Real-time GPS device integration, third-party API client management, OTA driver-app distribution, push notifications, audit-grade logging.

Module Capabilities

🚛

Fleet & Drivers

Vehicle registry, drivers, maintenance

Vehicle Registry (Multi-Type)
Buses, service vehicles (rescue trucks, ambulances, sedans, dump trucks, etc.) — all unified under a single fleet model with type-specific attributes
Vehicle Profile
Plate, make, model, year, seating capacity, odometer, photos, acquisition cost, purchase date, status, remarks
Driver Registry
Driver profiles with license, certifications, photos, contact info, bus assignments
Driver-Bus Assignment
Permanent and temporary assignments with role (Driver / Conductor); history tracked over time
Maintenance Logs
Every service event logged with parts, labor, mileage, photos, and supporting documents
Maintenance Schedules (PMS)
Interval-based rules (kilometers or days); automatic reminders and work-order generation
EV Charging Logs
For electric / hybrid fleet — energy consumed, charge duration, cost, charging-station data, battery health
On-Vehicle Devices
Bus devices (GPS trackers, tablets, sensors) registered to each vehicle with serial, status, and last-heartbeat tracking
🛰️

Trips & Live Tracking

Day-to-day operations

Routes & Route Stops
Reusable routes with sequenced stops (location, expected dwell time, accessibility flags)
Trip Scheduling
Schedule trips with vehicle + driver + (optional) conductor + route + scheduled start/end times
Trip Lifecycle
Status: Scheduled → InProgress → Completed (or Cancelled); start/end odometer + GPS coordinates captured
Trip Events
Granular events during a trip (start, stop visits, deviations, alerts, end) with full timestamps
Trip Stop Visits
Each route-stop visit recorded with arrival, departure, dwell time, and passenger count delta
Live GPS Tracking
Continuous location pings during trips visible on the operations map; speed, heading, and timestamp captured
Passenger Counting
Manual or auto-counted (camera/sensor) passenger data per trip and per stop
Incident Reporting
Field-reported incidents during trips: collision, breakdown, medical, security; routed to dispatch with photos
Trip History
Full historical trip log with replay, reports, and exports for audit / payroll / fuel reconciliation
💬

Communications, Documents & AI

Coordination layer + intelligence

In-App Chat
One-to-one and group conversations between dispatch and drivers; text, photo, location pin, voice memo
Voice Calls
In-app voice call sessions for drivers and dispatchers; logged with start/end times and participants
Push Notifications
Device-token-based push for trip assignments, dispatcher messages, alerts, and OTA app updates
Document Management
OR/CR, insurance, LTO registration, accident reports, manuals — categorized, versioned, with full audit log
Document Audit Log
Every document view / download / edit captured with user and timestamp — separate from system audit log
AI Chatbot
Natural-language queries: "Which buses are due for PMS this week?", "Show all incidents in March" — instant answers with drill-down
AI Insights
Predictive maintenance, fuel-efficiency outliers, driver-behavior trends, route-utilization optimization
API Client Management
Issue scoped API keys to third-party systems (e.g., GIS, analytics partners); rate-limit and revoke instantly
OTA App Distribution
Bus / Driver mobile-app releases managed centrally; drivers receive update prompts in-app — no Play Store dependency
System Audit Log
Every create / update / delete / approval / login captured with user, IP, timestamp, before/after diff
Reports & Exports
Trip reports, fuel reports, maintenance summaries, COA-ready exports, custom date-range queries
Roles & Permissions
Custom roles with granular permissions; multiple roles per user supported

Demo Accounts

Use these credentials in the staging environment to explore role-specific features.

All demo accounts share the same password: Zambales@2026!

Role Email (Username) Access Scope
SuperAdminsuperadmin@zambales.gov.phFull system administration
Fleet Managerfleetmanager@zambales.gov.phVehicle registry, drivers, PMS schedules
Dispatcherdispatcher@zambales.gov.phTrip planning, live tracking, incident response
Viewerviewer@zambales.gov.phRead-only dashboards, reports, audit log
Driver — Juan Dela Cruzdriver1@zambales.gov.phMobile app — trip assignments, GPS, chat
Driver — Maria Santosdriver2@zambales.gov.phMobile app — trip assignments, GPS, chat
Note: Demo credentials are seeded by the identity seeder. Production credentials are issued upon system handover.
Default OTP for Demo: Use 7777 for any one-time password prompt — driver login, two-factor verification, password reset, sensitive action confirmation, or new device pairing. Production environments rotate to live SMS/email-delivered codes.

Roles & Permissions Matrix

Capability Admin Dispatcher Maint Officer Mechanic Driver Conductor Requestor Auditor
Manage vehicle registry✓viewviewview———view
Manage drivers & assignments✓view——ownown—view
Submit trip request✓✓————✓—
Approve / dispatch trip✓✓——————
Execute trip + log events✓———✓✓——
Live GPS map✓✓——ownown—view
PMS schedules + work orders✓—✓execute———view
EV charging logs✓view✓executelog——view
Incident reporting✓✓——✓✓——
Chat with dispatcher✓✓——✓✓——
Voice calls✓✓——✓✓——
Document management✓viewviewviewview ownview own—view
AI chatbot & insights✓✓✓—————
API client & OTA management✓———————
Reports & audit log✓✓view————✓
Scope notation: ✓ = full access · own = own records only · view = read-only · log = log entries only · execute = perform assigned work

End-to-End Workflows

Master Workflow — Fleet & Trip Operations Lifecycle

From vehicle acquisition through daily trips, maintenance, and disposal.

flowchart TD A([Vehicle Acquired]) --> B[Admin Registers in Fleet] B --> C[Upload OR/CR + Insurance + Photos] C --> D[Assign Default Driver + Department] D --> E[Set PMS Schedule + Charging Profile if EV] E --> F([Active Vehicle]) F --> G[Trip Request Submitted] G --> H{Dispatcher Approval} H -->|Reject| I[Notify Requestor] H -->|Approve| J[Driver Assignment + Push Notification] J --> K[Driver Pre-Trip Check via Mobile App] K --> L[Trip Status: InProgress] L --> M[GPS + Trip Events + Stop Visits Logged] M --> N{Incident?} N -->|Yes| O[File Incident with Photos] O --> P[Routed to Dispatch + Maintenance] N -->|No| Q[Continue] Q --> R[Trip Status: Completed] P --> R R --> S[End-Odo + Fuel/Charge Logged] S --> T{PMS Triggered?} T -->|Yes| U[Auto-Created Work Order] U --> V[Mechanic Performs Service] V --> W[Reset PMS Counter] T -->|No| F W --> F F --> X{End of Life?} X -->|Yes| Y[Disposal / Auction] Y --> Z([Archived]) style A fill:#E8EEF6,stroke:#1F4E79 style F fill:#D1FAE5,stroke:#065F46 style Z fill:#FEF3C7,stroke:#92400E style O fill:#FEE2E2,stroke:#991B1B

Workflow A — Trip Request & Dispatch

Department requests a vehicle; dispatcher approves and assigns driver + bus + route.

flowchart LR A[Requestor Login] --> B[New Trip Request] B --> C[Date + Time + Destination] C --> D[Passengers + Purpose + Vehicle Type] D --> E[Submit] E --> F[Dispatcher Reviews] F --> G{Vehicle & Driver Available?} G -->|No| H[Suggest Alternatives] G -->|Yes| I[Assign Vehicle + Driver + Route] I --> J[Push Notification to Driver App] J --> K[Notify Requestor of Approval] K --> L[Trip in Driver's Today List] style A fill:#E8EEF6 style L fill:#D1FAE5

Step-by-Step Procedure

1
Login as Department Requestor.
2
Open Trip Requests → New Request.
3
Provide details: date, time, destination, passenger count, purpose, vehicle type.
4
Submit. Notification routed to Operations Dispatcher.
5
Dispatcher opens request, checks availability calendar, assigns vehicle + driver + (optional) conductor + route.
6
Driver receives push notification in mobile app — "New trip assigned for tomorrow 8:00 AM".
7
Requestor sees confirmation on dashboard with assigned details.

Workflow B — Driver Mobile App: Trip Execution

Driver runs the assigned trip with live GPS, stop visits, and event logging.

flowchart TD A[Open Driver App] --> B[Login + OTP Verify] B --> C[See Today's Assigned Trips] C --> D[Tap Trip → Pre-Trip Check] D --> E[Vehicle Walk-Around Photos] E --> F[Enter Starting Odometer] F --> G[Tap Start Trip] G --> H[GPS Tracking Begins] H --> I[Trip Status: InProgress] I --> J[Approach Route Stop] J --> K[Auto-Detect Arrival
or Manual Tap] K --> L[Log Stop Visit
Pax On / Off] L --> M{More Stops?} M -->|Yes| J M -->|No| N[Tap End Trip] N --> O[Enter Closing Odo + Photo] O --> P[Log Fuel or Charge] P --> Q[Submit] Q --> R[Trip Status: Completed] style A fill:#E8EEF6 style R fill:#D1FAE5

Workflow C — Live Tracking + Incident Reporting

Trip in progress; an incident occurs; dispatcher coordinates response.

flowchart LR A[Trip in Progress] --> B[Dispatcher Sees Bus on Live Map] B --> C[Real-Time GPS Pings + Speed] C --> D{Incident Occurs?} D -->|Yes| E[Driver Files Incident in App] E --> F[Type: Collision / Breakdown / Medical / Security] F --> G[Photos + GPS + Description] G --> H[Routed to Dispatcher + Maintenance] H --> I[Dispatcher Calls Driver via In-App Voice] I --> J[Coordinate Response] J --> K{Vehicle Operable?} K -->|Yes| L[Trip Continues] K -->|No| M[Replacement Vehicle Dispatched] M --> N[Driver Transfers Passengers] N --> L L --> O[Trip Resumes / Completed] D -->|No| O style A fill:#E8EEF6 style E fill:#FEE2E2 style O fill:#D1FAE5

Workflow D — Preventive Maintenance (PMS) & EV Charging

PMS auto-trigger and EV charging cycle tracking.

flowchart TD A[PMS Rule Engine Runs Daily] --> B{Threshold Reached?
km / days} B -->|No| C[Continue Monitoring] B -->|Yes| D[Auto-Create Work Order] D --> E[Notify Maintenance Officer + Mechanic] E --> F[Vehicle Pulled from Active Pool] F --> G[Mechanic Performs Service] G --> H[Log Parts + Labor + Photos] H --> I[Mark Work Order Complete] I --> J[Reset PMS Counter] J --> K[Vehicle Returns to Pool] L([EV Returns Low Battery]) --> M[Driver Connects to Charger] M --> N[Charging Log Entry Started] N --> O[Energy + Duration + Cost Captured] O --> P[Charge Complete] P --> Q[Battery Health Updated] Q --> R[Vehicle Returns to Pool] style A fill:#E8EEF6 style L fill:#E8EEF6 style K fill:#D1FAE5 style R fill:#D1FAE5

Workflow E — In-App Communications

Dispatcher and driver chat / call to coordinate during operations.

flowchart LR A[Dispatcher Web Console] --> B[Open Conversations] B --> C{Mode} C -->|1:1 Chat| D[Open Driver Conversation] C -->|Group Chat| E[Open Group
e.g. All Bravo Shift Drivers] C -->|Voice Call| F[Tap Call Button] D --> G[Type Message + Send] E --> G G --> H[Driver Receives Push + In-App Banner] H --> I[Driver Replies] F --> J[Driver Phone Rings In-App] J --> K[Driver Accepts] K --> L[Voice Call Connected] L --> M[Call Logged with Start/End Times] style A fill:#E8EEF6 style M fill:#D1FAE5

Workflow F — AI Chatbot & Insights

Fleet Admin uses AI for natural-language queries and predictive analytics.

flowchart TD A[Fleet Admin Login] --> B{AI Function} B -->|Chatbot Query| C[Type / Speak Natural Language] C --> D[AI Interprets Intent] D --> E[Pulls Live Data] E --> F[Returns Answer + Drill-Down Links] B -->|AI Insights| G[Open Insights Dashboard] G --> H[Predictive Maintenance Risk] G --> I[Fuel Efficiency Outliers] G --> J[Driver Behavior Trends] G --> K[Route Utilization Optimization] H --> L[Recommended Actions] I --> L J --> L K --> L L --> M[Admin Reviews + Acts] F --> M style A fill:#E8EEF6 style M fill:#D1FAE5

Workflow G — OTA Mobile App Distribution

New driver-app version released without Play Store dependency.

flowchart LR A[Admin Uploads New APK to Web] --> B[Set Version + Release Notes] B --> C[Optional: Pin to Specific Driver Group] C --> D[Activate Release] D --> E[Drivers Receive Push: Update Available] E --> F[Driver Taps Update] F --> G[App Downloads APK In-Place] G --> H[Auto-Reinstall + Restart] H --> I[Driver Back on New Version] I --> J[Admin Sees Adoption Stats] style A fill:#E8EEF6 style I fill:#D1FAE5

Use Case Scenarios

SCENARIO 1

Emergency Rescue Dispatch

Citizen App reports a flood emergency; rescue truck must be dispatched within minutes.

  1. Citizen App ticket appears in dispatcher view
  2. Dispatcher selects nearest rescue truck on Live Map
  3. Auto-assigns to on-duty driver
  4. Driver receives push notification with pin location
  5. GPS tracks route + ETA shared with citizen
  6. In-app voice call between dispatcher and driver during response
  7. Trip + rescue logged for after-action report
SCENARIO 2

Daily Route Operations (Bus)

Provincial shuttle operates a fixed daily route with multiple stops.

  1. Driver opens app, sees today's trip schedule
  2. Pre-trip check + walk-around photos
  3. Trip starts, GPS broadcasts every 10 seconds
  4. Auto-detect arrival at each stop; conductor logs passenger on/off
  5. Live map visible to dispatcher
  6. End-of-trip: closing odo + fuel logged
  7. Dispatcher reviews trip with passenger counts and route deviations
SCENARIO 3

Quarterly PMS Run

Routine 5,000-km service for the ambulance fleet.

  1. System auto-flags 3 ambulances reaching threshold
  2. Work orders auto-generated with checklist
  3. Maintenance officer schedules within the week
  4. Mechanic executes; logs parts, labor, photos
  5. PMS counters reset; next due dates calculated
SCENARIO 4

EV Fleet Charging Cycle

Electric vehicle returns to depot with low battery.

  1. Driver connects vehicle to charger
  2. App auto-creates charging log entry
  3. Energy consumed + duration + cost captured
  4. Battery health updated based on charging pattern
  5. System flags battery degradation if > threshold
  6. Charging report exported monthly for energy-cost reconciliation
SCENARIO 5

Vehicular Incident Mid-Trip

Service vehicle is involved in a minor accident during a trip.

  1. Driver files incident report from app + photos
  2. System pulls insurance & policy info
  3. Estimate of damages logged
  4. Routed to dispatcher + maintenance officer
  5. Dispatcher initiates voice call with driver
  6. Replacement vehicle dispatched if needed
  7. Vehicle status set to "In Repair"; auto-replaced in trip schedule
SCENARIO 6

AI Chatbot Query

Fleet Admin needs quick fleet status during a meeting.

  1. Admin opens AI chatbot
  2. Asks: "Which buses are due for PMS this week?"
  3. AI returns 5 buses with due dates and last-service info
  4. One-click drill-down to each bus profile
  5. Asks follow-up: "Show fuel efficiency outliers from last month"
  6. Returns 2 vehicles with km/L below threshold + driver patterns
SCENARIO 7

Monthly Fuel Audit

COA requires monthly fuel utilization report.

  1. Auditor logs in (read-only)
  2. Opens Reports module → Fuel Reports
  3. Filters by vehicle / period / department
  4. System computes consumption + km/L efficiency
  5. Flags outliers and discrepancies
  6. Exports COA-ready report with receipts attached
SCENARIO 8

OTA Driver-App Update

Critical bug fix needs to reach all drivers immediately.

  1. Admin uploads new APK with release notes
  2. Activates release
  3. All drivers receive push notification
  4. Drivers tap to update — APK downloads in-app
  5. App auto-reinstalls and restarts
  6. Admin tracks adoption: 95% updated within 4 hours
  7. Stragglers automatically reminded

System Outputs

DASHBOARD
Live Fleet Map
All vehicles in real time with status
REPORT
Fuel Utilization
COA-ready, per vehicle / period
REPORT
EV Charging Report
Energy + cost + battery health
SCHEDULE
PMS Forecast
Upcoming services next 30/60/90 days
REPORT
Trip History
Replay, exports, payroll reconciliation
REGISTRY
Vehicle Master List
Complete inventory with documents
REGISTRY
Driver Roster
Profiles, licenses, certifications
AI
AI Insights Dashboard
Predictive maintenance + behavior trends
REPORT
Incident Log
All incidents with resolution status
AUDIT
Full Audit Log
Every change tracked for COA
DOC
Document Audit Log
Every document view / edit captured
EXPORT
DBM / DILG Reports
Compliance-ready submissions

Frequently Asked Questions

What's the default OTP code for testing?

In the staging / demo environment, use 7777 for any OTP prompt — driver mobile-app login, two-factor verification, password reset, sensitive action confirmation, or new device pairing. Production environments switch to live OTP delivered via SMS or email and the override no longer applies.

Does the system require GPS hardware on every vehicle?

Dedicated GPS trackers are recommended for full live monitoring but optional. Without trackers, the driver's mobile phone GPS is used to log trip start, midpoints, and end. Bus devices (tablets, IoT trackers) can be registered to specific vehicles for richer telemetry.

What types of vehicles are supported?

Buses, service vehicles (ambulances, rescue trucks, dump trucks, sedans, motorcycles, heavy equipment), and EVs — all unified under one fleet model with type-specific attributes. Heavy equipment is treated like a vehicle with hour-meter tracking instead of odometer; PMS rules can be set on engine hours.

How does the EV charging integration work?

Each charging session is logged manually by the driver or automatically via integration with smart charging stations. Energy consumed, duration, cost, and battery state-of-charge are captured. The system computes battery health trends over time and flags degradation patterns.

Can fuel logging prevent abuse?

Fuel logs require a photo of the receipt and the odometer reading. The system flags consumption outliers (e.g., refills exceeding tank capacity, km/L below threshold). AI insights surface patterns over time per driver and per vehicle.

Does the driver mobile app work offline?

Yes. Trip events, GPS pings, fuel logs, and incident reports captured offline are stored locally and auto-sync when connectivity returns. The app continues to function on the field even in low-signal areas.

How is in-app calling different from a regular phone call?

In-app voice calls are routed through the platform with the conversation logged (start time, end time, participants). Useful for accountability and audit. Regular phone calls are not captured. The in-app call is also free of carrier-minute consumption when on Wi-Fi.

How does AI Insights help fleet management?

The AI engine analyzes trip patterns, fuel efficiency, maintenance history, driver behavior, and route utilization to surface predictive risks (e.g., engine failure likelihood), efficiency outliers, and optimization opportunities. The AI Chatbot lets administrators ask natural-language questions and get instant data-backed answers.

Can the system integrate with the other 5 systems?

Yes. Emergency dispatches from the Citizen App with DRRMO flow directly into Fleet for nearest-vehicle dispatch with route + ETA fed back. Vehicles are plotted on GIS; drivers and operators are managed via HRIS; trips against project sites tie to PMS; and inspection vehicles for Mining Monitoring dispatch through Fleet.

What if a driver forgets to end a trip?

The system flags trips inactive for too long, prompts the driver, and allows the dispatcher to manually close trips with a reason note for audit. GPS data can also auto-detect arrival back at depot to suggest trip closure.

How are mobile-app updates distributed?

Through the OTA distribution module — Fleet Admin uploads a new APK and activates it. Drivers receive push notifications and can update directly in-app, no Play Store dependency. Adoption is tracked centrally with stragglers reminded automatically.