Jackdesk Fleet · for the office and dispatch

Jackdesk Fleet: User Manual

How to see your trucks, trips, papers, fuel and alerts in one place, act on what needs you each day, and put a record right when a message got it wrong.

For dispatchers, the compliance and office staff, and anyone who looks after vehicles. Fleet opens inside Jackdesk: sign in as usual and press Fleet on the left. Updated 26 October 2026.

I want to…

See what needs me todayClose a follow-upFind a tripMake a trip by handPut a driver on a truckSee a truck’s papersMark a paper renewedAdd a fuel fill a message missedRecord a service or repairCorrect a wrong recordAsk a question in plain wordsFix “—” or a missing figure
1

Words you will see

VendorThe company that gives you loads and pays you (for example an oil company).
PlantWhere a truck loads (a bottling plant or terminal).
ConsigneeWhere the load is delivered (a distributor or customer).
TripOne load, from loading at a plant to delivery and back.
RouteA plant-to-consignee pair, with its distance, hours and freight rate.
PapersRC, insurance, fitness (FC), permit, road tax, PUC — each with a valid-to date.
Follow-upSomething about a vehicle that a person must act on: an alert, a paper running out, a gap in the records.
Looked after byThe person a vehicle is given to. Its follow-ups go to them.
FillOne fuel fill: litres, rate and amount, on a truck.
FASTag walletThe balance tolls are paid from.
Card (on screen)A box with a number at the top of each screen. Press SHOW to see just those rows.
To approveMoney entries waiting for the accounts person to say OK before they go into the books.
2

Finding your way

Fleet’s first screen, the Cockpit.
Fleet’s first screen, the Cockpit.
  1. 1Press Fleet on the left rail.
  2. 2Fleet’s own menu, in four groups: Today (Cockpit, Trips, Tasks), Fleet (Vehicles, Drivers, Compliance, Fuel & FASTag, Maintenance, Tracking…), Business and Setup. Icons only makes it narrow.
  3. 3The first line says what is late and with whom. The late ones opens them.
  4. 4Ask Fleet — type a question in plain words (see Ask Fleet).
  5. 5The period: Today, 7 days, This month, Last month, 30 days, 90 days, A year, All time, or Dates…. Chosen on one screen, it stays on every screen.
The Cockpit’s numbers and cards. A red card needs action today; press it to see exactly those trucks or trips.
The Cockpit’s numbers and cards. A red card needs action today; press it to see exactly those trucks or trips.
WhoStart the day with
DispatcherTrips → Running late, At risk, No driver; then the Tracking map.
ComplianceCompliance → Missed and Due soon; Tasks.
Anyone looking after vehiclesFollow-ups (or My work → Given to me in the desk).
3

Follow-ups: what needs you

Every alert, paper and gap about a vehicle is given to the person looking after it, and stays until someone closes it.

Fleet → Follow-ups.
Fleet → Follow-ups.
  1. 1For a manager to give — given to nobody yet.
  2. 2Where they stand: Not seen, Nothing written, Being acted on, Late, Asked, Done…
  3. 3Late: past the time it should have been seen or closed, and with whom.
  4. 4The period counted.
The list under the cards: one row per follow-up, the worst first. Tick several to act on them together.
The list under the cards: one row per follow-up, the worst first. Tick several to act on them together.

Handle one

A follow-up.
A follow-up.
  1. 1Why it was opened.
  2. 2Why it is still open — what is still missing.
  3. 3I’ve seen it — press as soon as you look. The clock for “seen” stops.
  4. 4Where it stands, next step — write what is happening and what is next, with a day.
  5. 5Pass on… — give it to someone else, with the reason (on leave, needs accounts).
  6. 6Done… — what was done, how, and (if known) why it happened.
  7. 7Dismiss… — when it is not real (a false alarm, told twice).
  8. 8Timeline — every step, with who and when.
Done…: choose what was done and say how in a few words.
Done…: choose what was done and say how in a few words.
A paper closes only with Renewed…: its new valid-to date and number.
A paper closes only with Renewed…: its new valid-to date and number.
Tick several, then Seen, Done…, Dismiss… or Pass on… for all of them at once.
Tick several, then Seen, Done…, Dismiss… or Pass on… for all of them at once.
How seriousSeen withinClosed withinFor example
Serious2 hours1 dayRoute exit, night driving, overspeed, SOS, not back at the plant, a paper expired, breakdown
Warning1 day3 daysA paper running out, a fine not paid, entries waiting
Low2 days7 daysTrips with no driver or route; fuel on no trip; papers not known
4

Trips

Most trips arrive by themselves from the vendors’ reports and invoices. You add the ones that did not, and put right what a report got wrong.

Fleet → Trips.
Fleet → Trips.
  1. 1Board, Table or Profit view.
  2. 2+ New trip.
  3. 3Running late — past or projected past their arrival: follow up.
  4. 4No driver — open trips with no driver named.
The table: search, sort by any heading, and Export to a spreadsheet.
The table: search, sort by any heading, and Export to a spreadsheet.

A trip

A trip, step by step.
A trip, step by step.
  1. 1Change — its vehicle, driver, plant, where it went, when it loaded, distance. What you type stays even if a later report says otherwise.
  2. 2Open vehicle or Open route.
  3. 3Tabs: Step by step, Money (what it earned and cost), Papers, notes and steps.
  4. 4Not said by the vendor — what is missing; Set it.
  5. 5Each step: loaded, fuel, tolls, alerts, arrived, delivered.

Make a trip by hand

+ New trip.
+ New trip.
  1. Trips → + New trip. Choose how it was given (a fixed route, the plant’s plan, or just this load) and its type: one way, round trip, or several drops.
  2. Pick the route (the plant, consignee and vendor fill in), or the plant and consignee.
  3. Pick the truck: its driver fills in. A part that will not last the trip shows in red.
  4. Press Make the trip.
Change a trip.
Change a trip.
A trip’s Money: freight earned, fuel, tolls and expenses on it, and what it kept.
A trip’s Money: freight earned, fuel, tolls and expenses on it, and what it kept.
5

Vehicles

Fleet → Vehicles.
Fleet → Vehicles.
  1. 1+ Add vehicle.
  2. 2Each card counts vehicles; SHOW lists just those.
A vehicle.
A vehicle.
  1. 1Change driver — put another driver on it from now.
  2. 2Edit — its details, status (Running, Off road, Sold).
  3. 3Tabs: Overview, Follow-ups, Money, Activity, Trips, Fuel, Tolls, Papers, Drivers, Violations, Service, Parts, Fines, Loans. Each tab has its own + Add.
  4. 4Looked after by — the person its follow-ups go to.
+ Add vehicle: plate, make, model, body, capacity and status. Give the date bought and the cost too: payback figures need them.
+ Add vehicle: plate, make, model, body, capacity and status. Give the date bought and the cost too: payback figures need them.
6

Drivers

Fleet → Drivers.
Fleet → Drivers.
  1. 1+ Add driver.
  2. 2Assign a driver to a truck.
Add driver: name, mobile, WhatsApp, licence number and its expiry.
Add driver: name, mobile, WhatsApp, licence number and its expiry.
Assign a driver: the driver holds that truck from that moment; their other open assignment ends.
Assign a driver: the driver holds that truck from that moment; their other open assignment ends.
7

Compliance: papers and plant rules

Fleet → Compliance.
Fleet → Compliance.
  1. 1Can’t dispatch — a paper or rule that stops loading is broken.
  2. 2Missed — a paper expired or a rule broken.
  3. 3Due soon — within 30 days.
  4. 4Find one plate.
  5. 5Each cell is one paper of one truck: green OK, amber due, red expired, grey not known. Click it.
  6. 6+ Add a plant rule — a plant’s circular (boards by a date, an extinguisher refill).
A paper: its number, dates and where it came from. Renewed — confirm the new date; it shows “Awaiting confirmation” until the government record has it.
A paper: its number, dates and where it came from. Renewed — confirm the new date; it shows “Awaiting confirmation” until the government record has it.
8

Fuel and FASTag

Fleet → Fuel & FASTag.
Fleet → Fuel & FASTag.
  1. 1+ Add a fill — a fill no message told.
  2. 2Possibly told twice — the same fill by SMS and mail; check and keep one.
  3. 3Km a litre — each truck against its own past. Falling means a look.
  4. 4Lists: Fills, Tolls, Fuel cards, Fuel wallets, Wallet top-ups, Allowances, FASTags, FASTag wallets.
+ Add a fill: the truck, the card, when, the pump, litres, rate and amount, and its trip.
+ Add a fill: the truck, the card, when, the pump, litres, rate and amount, and its trip.
Fuel cards: what each card is — one truck, shared, several trucks, or pays a credit pump.
Fuel cards: what each card is — one truck, shared, several trucks, or pays a credit pump.
9

Maintenance, tracking and tasks

Fleet → Maintenance.
Fleet → Maintenance.
  1. 1+ Add a service or repair.
A service or repair: the truck, what was done, the date, odometer, the bill and workshop, and + A part or tyre for each part fitted.
A service or repair: the truck, what was done, the date, odometer, the bill and workshop, and + A part or tyre for each part fitted.
Tracking: where each truck is, coloured by how it stands.
Tracking: where each truck is, coloured by how it stands.
Tasks: compliance tasks and trip expenses, with photos and who approves.
Tasks: compliance tasks and trip expenses, with photos and who approves.
11

Ask Fleet and reports

Ask Fleet: “Which truck took the most fuel last month?”. It first says how it read the question, then answers from your records and lists the rows it added up.
Ask Fleet: “Which truck took the most fuel last month?”. It first says how it read the question, then answers from your records and lists the rows it added up.
Fleet → Reports.
Fleet → Reports.
  1. 1Tabs: overview, trips, compliance, safety and fines, fuel and tolls, upkeep, drivers, tracking, money.
  2. 2The period.
12

When something looks wrong

A figure shows “—”

Something it needs is not given yet. The Cockpit’s Your data, how complete says what, with a button to fix it.

A trip earns “—”

Its route has no freight rate. Ask your manager to set it (Routes & rates), or set this trip’s own freight on its Money tab.

A trip has no arrival time

Its route has no hours or distance: Records → Routes → No hours.

Fuel went on the wrong truck

Open the fill → Filled by another truck. If the card is shared by several trucks, say so on the card (Fuel cards).

A follow-up keeps coming back

The problem itself is not put right yet (driver still not typed, paper not renewed in the records). Fix the record.

I see no Fleet screens

Your role has no Fleet role yet. Ask the owner (Store → Roles & privacy → Fleet roles).

A button or screen is missing

Refresh with Ctrl + Shift + R. If still missing, contact the Jackdesk admin.