Hayat Fleet — fleet management and GPS tracking
hayaterp.com ↗Hayat Fleet is the opt-in Hayat ERP module for businesses that run vehicles — transport and logistics companies, distribution and delivery fleets, staff and school buses, service vans and plant. Vehicles and drivers with their documents, GPS trackers and phone tracking, the live map, history and journeys, geofences and alerts, dispatch with proof of delivery, fuel with theft flags, running costs, service and tyres. Who it is for, who does what, switching it on, demo data and how money reaches the accounts.
Hayat Fleet shows where every vehicle is and what it costs to run. GPS trackers (or the driver's phone) send positions to Hayat; Hayat draws the live map, cuts the drive into journeys, and raises alerts for over-speeding, idling, after-hours use, geofences and silent trackers. Dispatchers plan trips with proof of delivery. Fuel, repairs, tolls, fines and tyres are booked as vehicle expenses through your normal Purchasing and accounts, so the cost per km is real money from your books.
Who it is for
| You run | What Hayat Fleet does for you |
|---|---|
| Transport or logistics company | Trucks and trailers on the live map, trips with cargo, weight and proof of delivery, distance and cost per km per vehicle, driver behaviour scores. |
| Distribution or delivery fleet | The dispatch board, which vehicles and drivers are free, geofences around depots and customers, after-hours use. |
| Staff, school or passenger buses | Routes and stops as geofences, over-speed alerts, passenger counts on trips, fitness and route-permit expiry. |
| Service vans, plant and company cars | Fuel log with km per litre and theft flags, service every N km or days, tyres, registration, insurance and token tax reminders. |
If you also run a fuel station on Hayat, fuel slips of your own vehicles can be imported instead of typed.
The menu
| Menu item | What it is |
|---|---|
| Fleet dashboard | Vehicles, tracked and online, moving now, km today, open alerts and trips, spend this month, service due, documents expiring |
| Live map / History & playback / Journeys | Where every vehicle is now; where one went; every detected drive |
| Fleet alerts / Geofences | Alerts to acknowledge; depots, customers and no-go areas on the map |
| Vehicles / Drivers / GPS devices | The fleet, the people, the trackers |
| Dispatch board / Trips | Today's trips and free vehicles and drivers; every trip |
| Fuel log / Vehicle expenses / Maintenance / Tyres | Running costs and upkeep |
| Fleet reports | The eight reports below |
| Fleet settings | Thresholds, working hours, alert types, accounts (fleet.manage only) |
Who does what
| Permission | Typical person | Can do |
|---|---|---|
| fleet.view | Everyone who uses Hayat Fleet | See vehicles, drivers, the live map, tracks, journeys, alerts, trips, fuel, costs, maintenance and reports. Every other permission needs this one too. |
| fleet.dispatch | Dispatcher, transport supervisor | Create and run trips, proof of delivery, assign drivers to vehicles, acknowledge alerts. Receives the alert notifications. |
| fleet.manage | Fleet manager, transport admin | Settings, vehicles, drivers and their app tokens, documents, GPS devices and their secrets, geofences, fuel log, expenses, service, tyres, demo data. |
Suggested roles (Settings → Roles): Fleet Manager (all three), Dispatcher (view + dispatch), Fleet Viewer (view). See Roles.
Switch it on
Hayat Fleet is opt-in: a new business starts without it. Until it is on, every screen says Hayat Fleet is not part of your subscription, and trackers and driver phones are refused.
- Hayat team (super admin): in admin.hayaterp.com → Subscribers, open the business, tick Hayat Fleet under Modules and click Save modules. See Switch modules on or off.
- Business admin: in Settings → Roles give the fleet permissions to the right roles, and those roles to the users. The menu group Hayat Fleet appears at their next screen load.
- Fleet manager: fill the Fleet settings, add the vehicles and drivers and connect the GPS trackers.
Try it with demo data
With no vehicles yet, a user with fleet.manage sees Load demo data on the Fleet dashboard. It adds three drivers, three vehicles with trackers, a gateway device, two geofences, a GPS drive played through the tracking engine (so you get a journey and over-speed and geofence alerts), trips in several states, documents (one about to expire), service schedules, fuel fills and tyres. Nothing is posted to the books.
Settings
Fleet settings (fleet.manage):
| Setting | Default | Means |
|---|---|---|
| Speed limit (km/h) | 100 | Over-speed alert above this (a vehicle can have its own limit) |
| Idle alert after (min) | 10 | Engine on and standing still this long |
| Journey ends after stopped (min) | 5 | A stop this long ends a journey even with the engine on |
| Moving at or above (km/h) | 5 | Slower counts as standing |
| Device offline after (min) | 60 | A tracker silent this long raises Device offline |
| Keep positions (days) | 90 | Older GPS points are deleted |
| Ignore jumps faster than (km/h) | 250 | A point that would need this speed is treated as a GPS glitch |
| Working hours and work days | 07:00–20:00, Monday–Saturday | Moving outside them raises After hours (can be switched off) |
| Alert kinds to notify | Geofence enter / exit, device offline, after hours, fuel theft | Which alerts also go to dispatchers as notifications |
| Document expiry reminder (days) | 30 | |
| Service due within (km) / (days) | 500 / 7 | When a service shows as due |
| Over-tank tolerance % | 5 | A fill bigger than the tank plus this is flagged |
| Low efficiency below % of expected | 70 | A fill whose km/L is below this share of the vehicle's expected km/L is flagged |
| Accounts | see below | Which account each expense category uses |
How money reaches the accounts
Every vehicle cost is a vehicle expense, posted the moment it is saved:
| Paid how | Posting |
|---|---|
| On credit to a supplier (workshop, fuel station, insurer) | A Purchasing bill on the supplier's account: Dr the fleet expense account / Cr Accounts payable. Pay it in Purchasing. |
| Paid directly (cash, card, JazzCash, Easypaisa, Raast, bank transfer, cheque) | Dr the fleet expense account / Cr the account of that method |
Fuel fills, service records and the first fitting of a tyre create their expense by themselves. A posted expense is not edited or deleted in Hayat Fleet — reverse it in Accounts or Purchasing. A trip's charge is for information; invoice the customer in Sales.
Hayat Fleet adds these accounts (under 6000) the first time it needs them; each can be changed in the settings:
| Code | Account | Categories |
|---|---|---|
| 6760 | Vehicle Fuel | Fuel |
| 6765 | Vehicle Repairs & Maintenance | Repair, Service |
| 6770 | Tolls & Parking | Toll, Parking |
| 6775 | Traffic Fines & Challans | Fine |
| 6780 | Vehicle Insurance, Registration & Permits | Insurance, Registration, Permit |
| 6785 | Tyres | Tyres |
| 6790 | Other Vehicle Running Costs | Other |
Document numbers: FTR trips, FEX expenses, FSV service records.
Background checks
| Every | What |
|---|---|
| 5 minutes | Closes journeys of vehicles that went quiet; raises Device offline for silent trackers |
| 12 hours | Deletes GPS points older than Keep positions; reminds fleet managers of documents and licences expiring, leases ending and services due |
Reports
Fleet reports filter by dates (the last 30 days by default) and vehicle, and download as CSV.
| Report | Shows |
|---|---|
| Utilisation | Journeys, days used out of days, utilisation %, driving hours, distance, idle minutes |
| Distance by day | Per vehicle per day: journeys, km, top speed, over-speeds |
| Fuel efficiency (km/L) | Fills, litres, amount, odometer and GPS km, km/L against expected, fuel cost per km, flagged fills |
| Cost per km | Fuel, maintenance, tolls and fines, fixed costs, other, total and cost per km |
| Alerts | Per vehicle and kind: count, open, last |
| Document & licence expiry | What expires when (licence numbers masked) |
| Driver behaviour (score) | Journeys, km, hours, top speed, over-speeds, idle and after-hours alerts, score 0–100 |
| Trips (on time, POD) | Every trip: planned and actual times, on time, distance, charge, proof of delivery |
In Hayat Reports three datasets are added: Fleet trips (dispatch), Fleet fuel and Fleet costs.
Drivers' phone, national ID and licence numbers, and trip customers' phones, are stored encrypted; you can search for them only by the exact number.
Getting started in order
- Fill the Fleet settings: speed limit, working hours, alerts.
- Add the vehicles and drivers, and their documents.
- Connect the GPS trackers (or set up phone tracking).
- Draw the geofences for depots and customers.
- Plan trips on the dispatch board.
- Record fuel, expenses and service.
Hayat Fleet pages
| Page | For |
|---|---|
| Vehicles, drivers and trackers | Vehicles, drivers, documents, GPS devices and their secrets, pointing a tracker or a forwarder at Hayat, phone tracking with a driver token |
| Live map and alerts | The live map, history and playback, journeys, alerts and acknowledging them, geofences |
| Trips, fuel and maintenance | Dispatch board, trips and proof of delivery, fuel log and theft flags, Fuel slip import, vehicle expenses, service schedules and records, tyres |