9 steps to successfully launch a fleet management system
- Register in the system
For the Zavgar Online system, register in the system using the link:
2.Login to Zavgar Online
To enter the Zavgar Online system, use the following link. If possible, add it to your favorite browser tabs:
The login is the email address or phone number entered during registration.
The password was also specified by you during registration.
- Make sure the default settings are appropriate for your company.
For the convenience of users, almost all types of entities in the system can be added through the corresponding entities section. For example, we need to add additional cost types. Let’s go to “Fleet” → “Additional vehicle costs” → “Add costs” → Fill in the consumption data and a “+” sign is shown in front of the “Type of consumption” line. By clicking on it, you can quickly add a new “Consumption Type”. The same principle of quick addition exists in other entities of “Zavgar Online
The types of events, tasks, etc. they are root of the program. By default, the default types are set to “default” or according to the requirements of most users. Please note that for optimal program settings, it is necessary to set the “default data”. The system is very flexible, read carefully the “Configuration” section of the documentation.
If you are satisfied with the standard configuration, please pay attention to the essence of the “Group”. For the convenience of working with the system, it is recommended to group objects:
by type of equipment (for example, trucks, special equipment, or stationary objects);
on a territorial basis (branch, site, current region of work);
other signs that connect objects
Grouping will simplify your work in the future and allow you to get more structured reports.
To create groups of objects, go to the “Settings” section.
Quick Add is a convenient tool for gradual filling, but some users will find it convenient to initially enter all initial data. This can be done through the “Configuration” module.
Go to the section “Settings” → “Groups” → “Add group”
- Adding users to the system (managers, accounting and finance, dispatch operators and drivers).
Go to “Team” section, next “Users”, next “Add a user”
Add user details. Select the type of contact: driver, employee, supplier or a mechanic.
Define access rights for this user.
Distribution of access rights.
“Zavgar online” system has 3 types of users.
Owner – the one who created the account – there can be only one user of this kind.
Administrator – he has the maximum possible rights in the system.
User – this kind of user can be assigned a role. Therefore, it is possible to create an unlimited number of roles with different access levels.
Select what access rights the person added to the system will receive?
To create standard user rights when creating a user, go to the “Roles and Permissions” tab → select who this user will be.
What is the difference?
There are standard rights:
Administrator – it is often the owner of the company, executive or the company transportation issues decision-maker. Administrator has full access rights, sees all vehicles and actions performed with them.
Fleet manager – specialist, responsible for vehicles (mechanic, his assistants, dispatch operators, etc.) Fleet manager has unlimited rights that can be expanded through the “Settings” module.
View only – most often this role is assigned to accounting and finance department of the company. They need only final data and they don’t need to make changes in the system.
Driver – driver access rights. He can enter data and edit the data he previously entered, but he doesn’t have any other rights in the program.
Executives – maximum rights to view data, generated in the system. Rather the role of an observer who makes management decisions based on the values obtained.
Accountant – maximum access to all modules, necessary for the accountant and finance department.
Partial access – data view.
Define access to vehicles.
Define vehicles, which will be available for this user:
full— access to all vehicles;
partial – access only to vehicles, to which this user was assigned;
no access – no vehicles will be available for this user.
Save access rights by clicking the “Add” button in the upper right corner.
To do this, go to the section “Fleet” → “Vehicle list” → “+ Add vehicle”
Complete the data in the “Information” tab
Enter the vehicle name (as appropriate or state number) → enter the year of issue of the
vehicle → enter the state number (if you have already indicated it in the name, just skip this item) → Select the vehicle type (vehicle types can be created or edited by going to “Settings” → “Vehicle types” → “Add type”) → Select the current status of the vehicle (Active, Deactivated (sold), under repair, leased, etc. States can be created or edited by going to “Configuration” → “Vehicle statuses” → “Add status ”) → Select a group to which this vehicle can be attributed (You can group objects. For example, by territoriality or nature of work, etc. Vehicle groups can be created or edited by going to“ Settings ”→“ Groups ”→“ Add Group ”) → Specify the vehicle model (as indicated in the passport) → Specify the VIN number of the vehicle → Upload a photo of the vehicle.
Indicate the type of measurement used in this vehicle (odometer or motorcycle clock) → The “current calculation” field is not available to complete through the “Fleet” module. It is necessary to enter the primary data through the addition of an event (refueling, problems, only odometer readings, etc.). The program will calculate the average itself → If this vehicle has two sources of data about the actual operation of the vehicle (for example, odometer and motorcycle clock), slide to the right to activate the button “Add second odometer” and enter the data. If the source is only one odometer, skip this step → Enter the data for the type of fuel used and for the volume of the tank. If the vehicle uses two sources (for example, gasoline and propane), click on “Add “and enter the second.
Enter the details of the added vehicle.
Keep all copies of the documents on the vehicle card. That will save a lot of time in the future.
Here are the custom fields linked to the vehicle entity. For example, it is important that the company has data on the number of tachograph installed in each vehicle. Go to “Configuration” → “Custom Fields” → Select the “Vehicle” module → Select the “Numeric Value” field → “Save”. In addition, in the “Advanced” tab the “Tachograph number” field appears for all vehicles.
After completing all the data, click the “Add” button in the upper right corner.
- Assigning the driver to the vehicle Go to “Fleet” → “Assignments to Vehicle” → “+ Assign to Vehicle”
//// Select the vehicle → Select the driver → Enter the initial data, when the driver receives the car in the system (The date, time and also the odometer calculations). If the driver always drives one or more vehicles, please do not enter the expiration date or the final odometer calculations. In this case, the driver receives the rights to enter and view data for all the cars to which he is assigned, indefinitely. → click on “Save”
Attention! A driver can be assigned to several vehicles at the same time. By entering data, he selects the vehicle he is currently driving. Vehicles to which the driver is not assigned,
they will not show up in your mobile app account.
7.Install mobile apps for drivers
for Android devices
https://apps.apple.com/ru/app/%D0%B7%D0%B0%D0%B2%D0%B3%D0%B0%D1%80-%D0%BE%D0%BD%D0% BB% D0% B0% D0% B9% D0% BD / id1483779631
for IOS devices
Entering primary data on costs (refueling, additional costs), conducting electronic technical inspections, creating tasks to solve cases of force majeure (problems) on the road, transferring odometer readings, all of this can be done through a free mobile application. Of course, you can exclude drivers from the system by entering data through the web version, but we recommend a modern tool that, on the one hand, decentralizes (makes more stable) the fleet management system in a company, on the other hand, driver assistance (always has all history of service reminders, etc.)
- Enter the primary vehicle odometer data.
The main counter in the Zavgar Online system is the odometer. The more often your readings are transmitted, the more efficiently the system works.
To start the system, you must enter the initial data on the vehicle’s odometers. This can be done in two ways:
8.1. Through a mobile application.
To do this, open the mobile application “Zavgar Online” → “Select vehicle” → In the lower right corner, click on the big green sign + (“add”) → the system will ask “What will we add?”, Select ” Odometer
etros “→ Enter current odometer reading → Click” Add “
8.2. Through the web version.
On any of the Zavgar Online software pages in the upper right corner, click “+” → “Meter reading history”
Then select a vehicle → Enter odometer reading → Click “Add”
- Review the system documentation.
Below is a detailed description of all modules in the system. There is also a search bar that allows you to quickly jump to the desired section.