Everything you can do in FleetFloor
FleetFloor is two apps that share one system: WorkshopApp on the phone for the floor and drivers, and FleetFloor Office in the browser for everyone running the business. Pick your role below for the exact steps — nothing here is generic, it's what the screens actually do.
Getting started
Set up your company once, then everyone else joins with a code.
Sign up
Go to app.fleetfloor.co.za and choose "New company? Sign up" on the sign-in screen.
Create your company
Enter your company name, your full name, email and a password, then create the company. You're signed in immediately as the owner.
Brand it
Open Company Settings, enter your brand name and upload your logo — this is what appears on every job card, invoice and report PDF.
Set your diesel price
On the same screen, enter your price per litre so profit & loss reports can cost every litre burned.
Generate a code
From the Staff tab, generate an invite code for each new team member and set the role they'll have — mechanic, storeman, supervisor, workshop manager, fleet controller, diesel admin, admin, owner, or general manager.
Share it
Send the code to the person joining, however you normally reach them.
They join
On the FleetFloor Office sign-in screen they choose "Have an invite code? Join your company", then enter the code, their name, email and a password.
Floor staff install the app
Mechanics, storemen and drivers then log into WorkshopApp on their phone with that same email and password — no separate mobile sign-up.
Office roles
Supervisor, workshop manager, fleet controller, diesel admin, admin, owner and general manager all sign in at app.fleetfloor.co.za with email and password.
Floor roles
Mechanics and storemen sign in the same way, but on the WorkshopApp phone app.
Drivers
No login — everything happens in a WhatsApp chat with your FleetFloor number.
Mechanic
Everything a mechanic does from the workshop phone — or entirely from WhatsApp if that's easier.
Start it
Tap "Generate New Job Card", choose Internal Fleet or External Customer, select the horse fleet number (or type a registration — the picker auto-fills trailer regs and VINs), and pick yourself or add a helper mechanic. Tap Generate — the job is live immediately.
Job category
For external jobs, add the customer/company, driver name, and licence disc front/back photos.
Job execution
Toggle Workshop Job (start/stop timer) or Breakdown Call-Out (after-hours checkbox, three travel legs: depart workshop → arrive site, start → depart repair, depart site → arrive workshop, plus start/end odometer).
Diagnostics
Describe the problem (typed or dictated) and attach problem/breakdown photos.
Rig & parts
For each rig line (prime mover, trailer lead, trailer tag), search parts by number or description, set quantity and tap Add — or tick "No Parts Needed" if none apply. Internal jobs also get a "Manage Tyre Positions" button here.
Fix
Describe the work performed and attach completed-repair photos.
Hours & tyres
Tick one bucket — Normal, Overtime, Welding, or Tyre Time — to allocate the hours already captured.
Vehicle documents
Capture licence disc and COF photos for each registered asset on the job.
Sign off
Once every section above is done, confirm the mechanics involved, pick your supervisor, and sign on the pad (external jobs also get a driver signature). Tap "Close & Sign Off" — the job gets a serial number and moves to the Parts Store queue.
Open the job
On an allocated job under "My Allocated Jobs", tap "Cancel".
Give a reason
Type why the job needs to be cancelled.
Send it up
Tap "Send to Manager for Approval". The card now shows "cancel pending" — only a Workshop Manager can approve it and delete the job, which also returns any booked parts to stock.
Open History
Shows your own job cards, tyre repairs and inspections together, newest first, each tagged with its approval status: Awaiting Parts Store, Awaiting Manager, Awaiting Admin-Invoicing, or Closed-Invoiced.
Act on a card
While it's not yet invoiced you can edit it, delete it (draft only), generate a PDF, or generate a pro-forma invoice.
Load the rig
From "Tyre Repair/Fit", pick the horse fleet number — lead and tag trailer registrations auto-fill — and tap "Load Rig" to see all 26 positions across horse, lead trailer and tag trailer.
Fit or demount
Tap an empty position to fit a tyre (pick an in-stock one or enter serial/brand/size and opening odometer). Tap a fitted position to demount it — enter closing odometer, then send it to Store Room, Repair/Retread, or a Scrap Request.
Work a repair card
Tap "New Repair Card", search the tyre, run the same timer/mechanic/supervisor/parts/signature flow as a job card, then finish with "Repaired — Complete & Return to Stock" or "Not Repairable — Complete & Scrap Request".
Message the FleetFloor number
You'll get a menu of options — Start a job card, Tyre Inspection, or your allocated jobs.
Start the job
Tap "Start a job card", give the fleet or registration number, confirm the match, then describe the problem by text or voice note.
Add parts and photos
Tap "Add Parts" any time, search for a part, pick it from the results, and enter a quantity. Photos can be sent at any point and are attached to the job automatically.
Finish it
Tap "Finish Job", enter the hours it took — the job closes and goes to the office queue.
Storeman
Day-to-day parts work happens on the phone; ordering, backorders and stock-take sign-off happen from the office.
Add Parts
For any live job card, search a part by number or description, set the quantity, and tap Add to book it out of stock.
Sign Off
Review a submitted job card's parts, then sign on the pad to verify they were booked out correctly — this releases the job to the supervisor's approval queue.
Stock Take
Run a Full or Partial stock take (partial cycles through the week by weekday), enter the counted quantity for each part, and submit.
Request to Order
Pick a supplier, add line items (part number, description, price, quantity), and submit — this creates an RTO awaiting a supervisor's approval.
Receive stock
Once an RTO is approved, tap "Receive Stock", enter the quantity actually received per line, and confirm. Any shortfall auto-creates a backorder.
Sign off a stock take
Where the counted quantity doesn't match the system quantity, enter a comment for each variance line, then sign to file the variance sheet as a PDF — this applies the stock adjustment.
Supervisor
The sign-off before a job reaches the office.
Open the Approvals queue
Review each card — mechanic, times, assets, parts, cost breakdown, and any photos or documents attached.
Decide
Sign on the pad to approve completed work, or write a reason and send it back for rework — the mechanic is notified over WhatsApp either way.
Tyre Scrap
Approve any tyre a mechanic flagged as unrepairable — it's written off once approved.
RTO Approvals
Approve a storeman's Request to Order before it can be sent to a supplier.
Inspections
Sign off inspection checklists (horse, trailer, fifth wheel, tyre measurement) the same way as a job card.
Workshop Manager
Puts work on the floor, and is the one authority who can cancel a job outright.
Fill in the job
Pick a mechanic, enter the fleet number, describe the job to be done, and note the truck's location.
Send it
Tap "Send to Mechanic" — this creates the job card and pushes a WhatsApp notification to them.
Track it
Recent Allocations shows each job's status: Sent, Send Failed, Seen, or Job Started.
Review the request
See the job serial, fleet number, description, and the mechanic's reason for wanting it cancelled.
Authorise
Confirm to delete the job — this also returns any booked parts to stock.
Or deny
Deny it and the job goes straight back onto the mechanic's list.
Fleet Controller
Decides who's driving what, how a truck's diesel gets measured, and what a contract is worth.
Pick a list type
Choose Dayshift, Nightshift, or Long Distance, then "New List" (or "Update Current List" if one already exists for that date).
Set the date
This is the date every load and diesel fill that day will join back to.
Add crews
Pick a fleet number, then a driver, and tap "Add to Fleet List" — repeat for every truck running that day.
Save
Tap "Save List" to publish it.
Create a group
Name it and choose its diesel-day basis: "Fill → Fill" for trucks that fill daily, or "Calendar Day" for long-haul trucks whose tank spans several days.
Assign trucks
Tap each truck's group chip to assign it, or "Ungrouped" to clear it.
Enter the basics
Contract name, optional from/to site, one-way km per load, and optional price per ton.
Expected consumption
Optionally enter it in L/100km or km/L — the two convert automatically.
Round trip
Toggle it on (the default) to double the one-way km for the return leg — the preview updates live.
Create it
Save — the contract can be deactivated later without deleting its history.
Diesel Admin
Owns the fuel numbers, and brings in anything that's still arriving as a spreadsheet.
Pick a range
Today, This Week, This Month, or a custom date range.
Check the rankings
Consumption Rankings (toggle between L/100km and km/L) broken down per truck, per driver, and per truck-driver combination.
Check budgets
Contracts — Budget vs Actual shows expected against actual km and litres, flagging anything over budget.
Drill down
Expand Daily Split (tagged Fill→Fill or Calendar Day per row) or Long Haul Trips for the detail behind the ranking, and check Flagged Fills for anything excluded from the numbers — like an odometer reading that went backwards.
Set the date
Every row in the sheet imports under this one date, regardless of what the file itself says.
Pick the format
Tonnage (Generic), Tonnage (Sedibeng), or Diesel Readings.
Assign contracts
For a generic sheet, pick the contract up front. For Sedibeng's multi-route sheets, assign a contract to each customer name found after parsing.
Upload and check
Choose the file (.xlsx/.xls/.csv) and review the preview — row count, any skipped rows, and the first few rows.
Confirm
Import the rows — the result tells you how many were already matched to a WhatsApp capture, how many are new, and flags anything still outstanding.
Admin
Company setup, staff, booking sheets, and the subscription.
Pick a template
Generic, or your company's bespoke template if one's enabled.
Fill in the run
Loading/offloading points, dates, and transporter.
Add bookings
Pick a driver and a truck combination, tap "Add Booking", and repeat for every truck on the sheet.
Save and send
Save the sheet (kept for 7 days, editable), then send it as a PDF or Excel file, or save it straight to the device.
Open Billing
Shows your subscription status, current period end date, and plan.
Apply a promo code
Optional — enter it and the app confirms what it unlocks before you subscribe.
Subscribe
This hands off to Google Play Billing. After purchase, FleetFloor verifies the transaction with Google before your account status updates — you'll see a brief "Verifying…" step.
Owner
Full run of the system, or just the numbers — your choice at login.
Land on the choice
Every login gives you two buttons: "Reports" or "Fleet and Workshop".
Fleet and Workshop
Drops you into the exact same tabbed admin screen every other admin uses — Staff, Dispatch, Fleet, Fleet Groups, Drivers, Billing, Company Settings, Rates, Contracts, Import, and more.
Reports
Opens the six owner reports directly, with a link back to the choice screen.
Pick a range
Today, This Week, This Month, or a custom range — applies to every report below.
1–2. Fuel rankings
Truck Fuel Consumption (flags trucks running worse than their own lifetime average) and Driver Fuel Consumption.
3. Driver Rating
Each driver scored against others on the same truck, flagging anyone consistently better or worse.
4–6. Profit & loss
Truck P&L (toggle per day/week/month), Combination P&L (month-to-date or a picked month), and Contract P&L (per day or per month).
General Manager
A reports-only login — nothing operational to bump into.
That's it
A general manager login goes straight to the same six reports an owner sees — fuel rankings, driver rating, and profit & loss at truck, combination, and contract level. There's no landing page, no operational tabs, nowhere else in the app to go. The only other option on screen is Sign Out.
Driver
No app, no login — everything happens in a WhatsApp chat.
Start it
From the menu, tap "Log Diesel", give the truck's fleet or registration number, and confirm the match. If two drivers are allocated to that truck, pick Day or Night shift.
Odometer photo
Send a photo of the odometer — it's read automatically and the bot asks you to confirm the reading (or type it yourself if the photo didn't read).
Pump photo
Send a photo of the pump showing litres dispensed — same automatic read and confirm step.
Done
The bot confirms what was logged.
Start it
Tap "Proof of Delivery", give the truck, and confirm the match.
Local or long haul
The bot asks which — if your answer doesn't match how that truck's fleet group is set up, it double-checks before continuing.
Local trip
Pick the contract, confirm the driver, enter the tonnage, and send a photo of the signed POD.
Long-haul trip
Choose Loading or Offloading. Loading: enter tonnage, then send an odometer photo and a signed POD photo. Offloading: send an odometer photo, then the signed delivery POD photo — if you've got more than one trip open, the bot asks which one is closing out.
Done
The bot confirms the trip or delivery was recorded.