Fleet Manager App Specification

This will be a high level look at the requirments for the the app. Including features and essential user needs.

This is a contrived example and you must review your own needs before using any aspects of this application to ensure any specific requirements are being met.

Problem Statement

When running a busy transport company the business owner and management have an obligation to ensure their staff are safe and their vehicles comply with any local regulations.

When using paper records or endless spreadsheets distributed throughout a company, there are too many opportunities for failure. By using a web application, business owners and managers can feel assured they are keeping to their obligations. They can easily check work is being carried out and ensure their staff complete any outstanding work.

As margins are slim being able to control the costs of their fleet will ensure they are working as effectiently as possible.



The most basic part of most web applications, but the most important part to get right. If your users cannot register or sign in your app will fail quickly.

For this application we want business owners or business managers to sign up and enable them to add their staff members to the application so they can log in and use the system.


Users should be able to create records for each of their vehicles, with all the data needed to help manage the maintenance and ensure they are conforming to the relevant regulations.

The user should be able to upload an image of the vehicle and generate a QR code to place in the vehicle to aid identification.


To keep a reliable fleet of vehicles, the business owner or manager wants to know that their vehicles are being maintained. The best way to accomplish this is to carry out regular preventative maintenance services.

Servicing schedules should allow the users to plan for vehicle requirements and budget for vehicles being off the road.

A calendar view will enable the users to ensure there are enough resources available at the right time.

A log of servicing will allow the users to check that maintenance tasks are being carried out in a timely manor.


When vehicles are being used regularly, they can develop problems that do not get noticed during their regular servicing. Any user should be able to create an issue about a vehicle so the work is carried out quickly and prevent any further damage to the vehicle.

The issue severity can be a key driver on the urgency of the work to be carried out and also will mean it sends the notification to the correct person about the issue. If the issue is severe (accident damage) you may want the business owner to be notified, but if only a sundry item on the vehicle needs to be changed then only the maintenance department needs to be notified.

If the vehicle can not be driven because of the issue, this should be able to be recorded so they can manage resource requirements.

Work Orders

When an issue has been created, it should create a work order to track the work carried out. The work order could also track the cost of work or estimates to allow managers to authorise work over a set value.


Reminders can ensure we keep your vehicles maintained and comply with all local regulations.

Users should be able to opt in and out of reminders and it should be possible to create reminders for user groups depending on their role in the business.

Recap and Up Next

This is just a top level overview of the functionality I want to include in the application. I will expand on each section as we go through the development of the app.

Next I will get into some technical aspects of the build, including reviewing the tech stack requirements and implementation.

About the author

For over 10 years Duncan Brown has been working on the design, build and maintenance of marketing websites and building web applications to streamline business processes.

He is passionate about modern web technologies, developing progressive web apps and creating amazing experiences for WordPress websites.

Do you want to know more? Read my about page.