SERDC Fleet
Fleet Management & Booking
Bookings
| Vehicle | Staff | Start | End | Purpose | Charge Department | Charge Code | Status | Start Odometer | End Odometer | Note | Fuel | Actions |
|---|
Fleet Management
Service History
| Reference ID | Vehicle | Report | Date | Odometer | Maintenance Company | Invoice Number | Status | Submitted By | Summary | Attachments | Actions |
|---|
Vehicles
View and manage fleet vehicles and their Account Code / Department. Booking Access and Fleet Manager Scope are managed separately under Fleet Access.
| Account Code | Department | Vehicle | Status | Odometer | Actions |
|---|
Charge Profiles
Manage Account Code / Department combinations used to charge vehicle bookings.
Create the approved Account Code / Department combinations users can select when booking.
| Account Code | Department | Status | Assigned Users | Actions |
|---|
User Assignments
Choose a user to manage which Charge Profiles they can use.
Fleet Access
Control which vehicles users can book and which vehicle Account Codes Fleet Managers are responsible for.
User Booking Access
Choose a Regular User or Fleet Manager to manage which vehicle Account Codes they can see and book.
My Fleet Manager Scope
Select the vehicle Account Codes you are responsible for managing.
Fleet Manager Scope
Choose a Fleet Manager to manage which vehicle Account Codes they are responsible for.
Admin
User management, system settings, audit tools, backup and restore, and permanent booking cleanup are managed here.
Alerts
Info
When enabled, the server sends booking and service/issue emails using enabled templates. Users' saved email preferences apply unless Ignore User Alert Preference is on. Review requests still require the vehicle to be in the Fleet Manager's maintenance scope. Disabling stops new alerts and discards pending emails. User preferences and templates are retained. Emails already accepted by Microsoft cannot be recalled.
Enable Email Alerts to change this setting. Its saved choice is retained while email is off.
Connection
Microsoft GraphLoading…
Sending mailboxLoading…
Last accepted emailLoading…
Checks Microsoft Graph authentication. Limited to once per minute.
Templates
Choose a booking or service/issue template to edit its subject and message. Variables are filled with the matching booking or report details when sent.
Template variables
User
[c-user-name][c-user-email]Dates & times
[c-book-date][c-book-start][c-book-end-date][c-book-end]Booking
[c-vehicle][c-booking-id][c-vehicle-status]Location
[c-location][c-return-instructions]Return & cancellation
[c-returned-at][c-returned-by][c-end-odometer][c-return-notes][c-fuel-status][c-fuel-reason][c-return-message][c-cancelled-at][c-cancelled-by][c-cancel-notes][c-cancel-message]Service / issue
[c-report-type][c-report-reference][c-report-id][c-report-status][c-report-message]Vehicle & report
[c-vehicle][c-report-date][c-report-odometer][c-report-items][c-report-severity][c-safety-status][c-report-details]Submission & review
[c-submitted-by][c-submitted-at][c-reviewed-by][c-reviewed-at][c-review-note][c-void-reason]Link & logo
[c-app-url]Open [c-app-name][/c-app-url][c-logo]Select text to apply Bold, Link, or a Font color. Ctrl+B and Ctrl+K also work.
Send Template Test
Sends the current draft to the address entered below, even when this template or that user's automatic alerts are off. Server Email Alerts must be enabled. Limited to once per minute.
Edit Template
Switching templates keeps unsaved edits. Save Templates & Settings saves all templates.
General
Customize application branding, attachments, and Audit Log export limits.
Branding
Choose a name and sign-in subtitle for your organization, and optionally upload a logo.
Recommended: transparent PNG, JPG, WebP, or GIF. The logo appears on the sign-in screen and beside your application name.
Attachment Uploads
Set limits for attachments added to Maintenance reports. These limits are enforced by the server.
Photos
Common image formats are supported. Documents such as PDF belong in Documents & Other Files below.
Videos
Documents & Other Files
Supported documents include PDF, text, CSV, Excel, Word, and RTF files. Enter extensions separated by commas.
Exports
Set the row safety limit for each Audit Log CSV export. Pagination does not change what is exported.
Attachment Storage Health
System Owner check for missing, altered, duplicate-reference, or orphaned uploaded attachments. Orphaned attachment files are never deleted automatically.
Run a check to verify uploaded attachment storage against the current database.
Users
Create staff accounts, reset passwords, and assign roles. Booking Access and Fleet Manager Scope are managed under Fleet Management → Fleet Access; Charge Profiles are managed under Fleet Management → Charge Profiles.
| Name | Username | Access | Created | Actions |
|---|
Booking Cleanup
Users should cancel bookings through the normal workflow. Permanent deletion is for Admin cleanup of mistakes only.
| Vehicle | Staff | Start | End | Status / Timeline | Actions |
|---|
Security
Head Admin or System Owner only. Control failed sign-in protection and account lockout behavior.
Sign-in Protection
Blocks repeated failed sign-in attempts to reduce automated guessing and brute-force attempts.
Sessions
Head Admin or System Owner only. Control whether users stay signed in after closing the app and how long sessions last.
Session Settings
Use these settings for shared computers or stricter sign-in rules.
Date & Time
System Owner only. Choose the company booking time zone. Named time zones handle daylight saving automatically. Server location and the user's computer time zone do not change booking times.
Company Booking Time Zone
All booking inputs and displays use this time zone. The saved value is a named time zone, not a fixed UTC offset, so daylight saving changes are handled automatically. Saved timestamps remain in UTC behind the scenes.
Time status has not loaded yet.
Audit Log
Search and filter recent sign-ins, failed sign-ins, booking saves, user changes, settings changes, and server events.
| Time | Type | Action | User | IP | Details |
|---|---|---|---|---|---|
| Click refresh to load recent audit events. | |||||
Backup Settings
System Owner only. Database backups include bookings, vehicles, charge profiles, users, maintenance records, email templates, and server branding stored in SQLite. Files and server credentials require separate backups.
Automatic Backups
Creates a daily restore point without interrupting staff.
Schedule status not loaded yet.
Manual Backup
Create a restore point before testing, updates, or major changes.
No backups loaded yet.
Uploaded Attachment Storage
Attachment storage is independent from database backup and restore.
Not included in database backups. Vehicle images and maintenance report photos, videos, and documents are stored under
data/uploads/, outside SQLite. Archive that complete folder separately, ideally at the same restore point. Database restore never deletes, replaces, or restores these files. If an older database points to missing files, the app reports them as unavailable. Credentials and Cloudflare settings also need a separate secure backup.
Restore / Rollback
Restore should only be used when you need to roll the system back.
Restore puts the server into maintenance mode, signs out connected clients, and rolls back database records and configuration to the selected snapshot—including charge profiles, branding, email templates, and user permissions. Uploaded attachments are left untouched. Use Attachment Storage Health after a restore to find missing or orphaned files; keep a matching archive of
data/uploads/ for complete recovery.