Vehicles in TourTask: your fleet and its distance tracking
The Vehicles page lists the vehicles you run tours with. You assign one to a tour on the Operations calendar, and its owner sees the job in My calendar and in TourTask Crew.
Adding a vehicle
- 1
Create it
Go to Vehicles and click Create new vehicle.
- 2
Name it
Fill in a Vehicle name, its Make and Model, or its Registration plate: one is enough. Without a name, it is shown by its make, model and year, such as Toyota Hiace 2019.
- 3
Choose its owner and seats
Pick the Owner, a user with Provider switched on, and the Pax capacity. Then click Save.
Tracking a vehicle's distance
Switch on Track distance in a vehicle to compare what it drives with what its tours should drive. The crew then register its odometer in TourTask Crew when each tour starts. The switch adds three fields:
| Field | What it is |
|---|---|
| Odometer shows | Kilometres or miles, as the vehicle's dial counts. It starts as your business's unit. |
| Allowed extra distance between two tours | Driving allowed between two tours, such as going home or refuelling. 0 by default. |
| How to show the total on this dashboard | Your help for the crew: how to switch from the trip meter to the total. |
Once TourTask has measured enough tours, it suggests an allowance under its field, with a button such as Use 12 km. Each time you switch tracking on, a new period starts: nothing is judged across a time it was off, such as while the vehicle was lent.
Anyone with access to Vehicles can switch tracking on. Only administrators can switch it off, or change the allowance or a set odometer unit. Next: how the distances are compared.
Distance tracking settings
Distance tracking settings, on the Vehicles page, hold your rules for every tracked vehicle. Only administrators can change them.
| Setting | What it does | Default |
|---|---|---|
| Distance unit | The unit your business reads and types distances in | Miles where your country drives in miles, otherwise kilometres |
| Tolerance | How far, as a percentage, the distance driven may be from the expected distance | 10 % |
| Minimum difference | A smaller difference never counts, whatever its percentage | 5 km (3 mi) |
| Alert recipients | The administrators e-mailed when a vehicle drives clearly more than its tours explain | Nobody: alerts show in TourTask only |
Removing a vehicle
Choose Remove vehicle in the vehicle's ⋮ menu. A vehicle with an alert nobody has handled can't be removed. Once a vehicle has been tracked, only administrators can remove it, and its readings, photos and alerts go with it.
Questions we get asked
No. Distance tracking compares odometer readings with your tours. Location sharing shows where the crew is, but is never used to measure distances.
The AI that reads the odometer photos uses your business's AI allowance. When it is used up, the crew types the number instead.
You need the Vehicles privilege. Administrators have it, and can give it to other staff under Users → Manage.