Mercedes S-Class
2022 · Obsidian Black
AvailableLR21 KLM
- Revenue
- £11,840
- Bookings
- 34
- Utilisation
- 62%
- Class
- Luxury
Insurance lapsed 3 days ago
The run, in a browserAccept or declineProof of completionExpenses with receiptsTheir own availabilityA thread with the officeDocuments that expireServicing on the car
Where the friction is
Half the phone calls you take are questions the job already answers.
The address, the passenger name, the flight, the change you made at 06:40 - all of it exists. It is just not where the person driving can see it, so it arrives as a call, a message, or not at all.
The group chat is the dispatch system
No record of who was told what, and no way to tell which version of the pickup time is the current one.
“We were there at eight”
A dispute about a no-show or a wait comes down to one person's word against another's, weeks later.
A licence lapses on a working Friday
The dates live in a folder of scans nobody opens, so you find out when the car is already sold to a client.
Driver pay is reconstructed at month end
Which jobs he drove, what he spent, what he is owed - assembled from memory and a pile of receipts.
How a job reaches a driver and comes back
- 01
Assign
Suggestions are ranked by who is actually free in that service window, and a clash with another job or a retired vehicle is refused rather than warned about.
- 02
Send
The driver gets the run on their phone - passenger, addresses, flight, notes. Nothing to install, and no account for them to forget the password to.
- 03
Drive
Status moves as the job does, and the passenger's tracking link follows it. A change you make at 06:40 is on their screen, not in a message they have to notice.
- 04
Prove and settle
Completion is recorded with GPS and the route can be replayed. Expenses go through approval, and what you owe the driver is on the same record as what the client paid.
The fleet
Twelve cars, and only some of them are earning.
Every vehicle carries what it has billed, how many jobs it took and how much of its available time it actually worked - so replacing a car is a decision with a number behind it rather than a hunch about mileage.
- Revenue, bookings and utilisation computed from the work, not entered by hand
- Filter the list down to what needs paperwork or what is in the workshop
- Maintenance has a lifecycle: start, complete, extend, and the conflicts it creates
- Retiring a car with future work already on it is refused, not warned about
Fleet · 12 vehicles
11 available · 1 in maintenance · 1 needs paperwork
All vehiclesNeeds complianceIn maintenance
Mercedes V-Class
2024 · Cavansite Blue
In maintenanceGX70 VBD
- Revenue
- £6,310
- Bookings
- 21
- Utilisation
- 41%
- Class
- Minivan / MPV
BMW 7 Series
2023 · Carbon Black
AvailableVU19 TRC
- Revenue
- £9,120
- Bookings
- 27
- Utilisation
- 55%
- Class
- Executive
Filter · status, compliance, class
Retiring a car with future work is refused
Fleet - the same list, filtered to what needs attention · scroll sideways
The roster
Assignment - who is free, and who is not, with the reason
Not a dropdown of everyone - a shortlist with reasons.
Drivers keep their own availability and request their own time off, so the roster stops being a document somebody maintains. When you assign, what you get back is who can take it and why the others cannot.
- Availability, duty status and time off can each rule a name out; an expiring document is flagged beside it rather than deciding for you
- Drivers and office staff both self-serve their time off
- Bulk assign when a whole morning moves to one person
- A driver gets portal access from one action - no account for them to set up
What changes
The group chat stops being the dispatch system
A message thread has no record of who was told what, and no idea which version of the pickup time is current. The job does.
Paperwork expires with warning, not with a fine
Licences, insurance and vehicle documents carry their dates, and the reminder arrives before the date does rather than when someone notices.
A dispute has an answer
Completion carries a position and a time, and the route can be replayed. "We were there at eight" stops being one person's word against another's.
You learn which car is worth keeping
Profit per vehicle and utilisation against target are computed from the work, so replacing a car is a decision with a number behind it.
Six mornings
The day a driver has, and the day you thought they had.
Every one of these is a phone call you do not get if the job carries its own answer.
06:40, the night before changed
You moved the pickup after he went to bed
- Old way
- A message at 06:40 that he has to notice before he leaves.
- Now
- The job on his phone already says 09:10; there is no older version of it.
He has never been there
A pickup at a hotel with three entrances
- Old way
- He rings the office, and the office rings the client.
- Now
- The note, the passenger name and the exact address travel with the job.
The passenger is not there
Twenty minutes of waiting, and a bill for it later
- Old way
- Remembered, argued about, usually written off.
- Now
- Marked on the job at the time, with the position it was marked at.
He paid for parking
A £14 receipt in a jacket pocket
- Old way
- Found at month end, or not at all.
- Now
- Photographed onto the job, through an approval queue, onto what you owe him.
The client disputes it
“Nobody came”
- Old way
- One person's word against another's, three weeks later.
- Now
- Completion carries a position and a time, and the route can be replayed.
His badge runs out
In five days, and he is on Friday's roster
- Old way
- Discovered by the person checking, if anyone is checking.
- Now
- Flagged against him before the date, so Friday's roster is a decision you make with the fact in front of you.
Drag the row, or use the arrows
What is in the box
The people, the cars, and the paperwork behind both.
Everything an operator has to know about who is available, who drove what, and which document is about to lapse.
- Driver profiles
- Availability · roster · duty status
- Self-service
- Drivers set availability and time off
- Compliance
- Certifications and documents with expiry
- Assignment
- Ranked suggestions · auto-dispatch
- On the road
- Proof of completion · route replay
- Money
- Expense approval · settlements · earnings
- Vehicles
- Status · maintenance · retire and unretire
- Fleet insight
- Profit per vehicle · utilisation
- Access
- Role-based, per person
What it replaces
The way tomorrow gets to the driver today.
Today
In 4fleet
A group chat where the latest pickup time wins
One job on their phone, updated in place
A printed sheet that is wrong by the time it is printed
The run as it stands right now
A spreadsheet of licence dates nobody opens
Documents that raise their hand before they lapse
Working out driver pay from memory at month end
Settlements against the jobs that were actually driven
Questions
Do drivers have to install an app?
No. The driver portal runs in any phone browser, which is how most operators start - nothing to install and nobody left out. There is also a native Android app on Google Play. There is no iOS app: an iPhone driver uses the browser, which does everything except native background location.
Do drivers see what the client paid?
No. A driver sees the job they are driving. Prices, client contact details and margin are not on their screen.
What counts as proof the job was done?
Completion is recorded with the position and time it was marked at, and the route travelled can be replayed afterwards.
Can drivers manage their own availability?
Yes, and they can request time off. It feeds the assignment suggestions, so the roster stops being a separate document.
What happens when a document is about to expire?
It is flagged before the date rather than after it, on the driver or the vehicle it belongs to, and the fleet list can be filtered down to what needs attention.
Put tomorrow's airport run on a driver's phone.
Assign one real job during the trial and send the link. They will not need to install anything. Seven days, no card.