π This driver is archived β attendance calendar is read-only. Reinstate the driver to record new attendance.
π¨ Vehicle Front Sheet
The front sheet will be auto-populated from the vehicle record and opened in a new tab ready to print.
π¨ Vehicle Print Reports
// Vehicle Reports
π Tyre Check Reports
β
Missing / Incomplete Checks
Depots and vehicles with no entry or pending tyre checks for the selected month.
π¨ Driver Print Reports
Driver Type
// Fleet Management System
Compliance & Licensing Matrix
Enter your username and password to continue.
β Incorrect username or password. Please try again.
β οΈ
Old Version Detected
This is an old version of the app. Please close your browser and restart the app.
Your version: Latest version:
ADMIN OVERRIDE
SET REQUIRED VERSION
Set the minimum required version. Any user running an older version will be blocked.
Leave blank to use this app's current version (). β Beta β Release transition: enter v1.0.0 when deploying the first release build. All Beta users will be blocked automatically regardless of their beta version number.
π Documents
β¬ Upload
π Documents
π
Click to browse or drag & drop a file here PDF, JPG, PNG, TIFF accepted Β· Max 20 MB per file Β· Select multiple for multi-page docs
No documents uploaded yet. Switch to the Upload tab to add the first one.
Type
Doc Completed
Uploaded
Filename
Notes
Size
π‘ Full Database Backup
A full copy of the core database (every table) plus the GDPR encryption key, encrypted and saved to the server's backup storage (the last 30 are kept). Runs automatically every night at 2:00am, or on demand below. Documents are not included β those are covered by the storage backups and the Download All Documents button.
Loadingβ¦
β Save this now β it will not be shown again
Copy this into a password manager or write it down somewhere safe β not only on this PC. If drive C: is ever lost, this is the only thing that lets you open backups on the other drives. There is no "forgot passphrase" recovery.
β» Full Database Restore
π Document Admin
Loadingβ¦
β Document Storage
πΎ Server Backup & Restore
π Fleet Records (Drivers, Vehicles, CPC, Accidentsβ¦)
Downloads a complete JSON backup of all fleet data from the server. Re-importable to any new build to fully restore the system.
π¦ Document Files (PDFs, Certificatesβ¦)
Download all document files as a ZIP archive. Preserves full folder structure (Vehicles/ & Drivers/). May take a moment for large collections.
Vehicles
HGV
0
Trailers
0
Non-HGV
0
Fully Compliant
0
Non-Compliant
0
Expiring Soon
0
Expired / Action
0
VOR
0
Defect / Rect
0
Hire
0
Drivers
Active Drivers
0
Fully Compliant
0
Non-Compliant
0
Expiring Soon
0
Need Refresh
0
Expired / Action
0
Agency
0
Depot Breakdown
β‘ Options
Fleet management actions & tools
Vehicles
Monthly Tyre Checks
MONTHLY TYRE CHECKS
β
Vehicles
β
Done
β
Remaining
β
Days Left
β
Fuel Tracking
β½ FUEL TRACKING
MPG Β· Cost Β· Alerts
This Week
β mpg
Week Cost
Β£β
Driver Compliance Checks
DRIVER COMPLIANCE CHECKS
Random Check Record
This Week
β
This Month
β
Drivers
Vehicle Records
Type:
Vehicle Records0 records
π
No vehicle records yet. Click + Add Vehicle to get started.
// Fleet Management
π Documents Admin
β No documents found in the document index. If you have moved to a new machine or browser, documents need to be restored. Option 1: Click β¬ Import Doc Backup above β if you exported a backup from the previous machine. Option 2: If your disk folder is connected, go to Admin β Check Disk Folders β this will re-index documents from disk automatically.
π Checking folderβ¦
Loading documentsβ¦
Vehicle Documents
β
β
π
No behaviour reports
Loading documentsβ¦
// Macfarlane Group
β Admin Panel
πSuper UserTony only
π‘AdminTony + Admin
π Depot Outstanding Requirements Report
↻ Driver Points Reset
β Driver Compliance Checks
Past 30 days Β· your depot
β New Driver Compliance Check
Auto-filled at save with your username and timestamp
If no users selected, all users can access. If users selected, only those users can see this category.
Add File
Loading usersβ¦
Leave empty to inherit category restrictions. Select users to override for this file only.
Uploadingβ¦
// Driver Infringements
β Driver Infringements Portal
Loadingβ¦
// Accident & Incident Records
π¨ Accidents & Incidents Dashboard
Total
0
With Injuries
0
Driver Fault
0
Investigating
0
Closed
0
Loadingβ¦
π¨ Add Accident / Incident
(tick all that apply)
π All Accident Records
// Driver Behaviour
π Behaviour Reports
Loadingβ¦
π New Behaviour Report
Subject
β Agency driver β outcome options are limited to No Action or Banned
Reporter Details
Investigation & Outcome
π All Behaviour Reports
π Behaviour Admin
Report Categories & Base Points
Severity Multipliers
Minor Γ
Serious Γ
Critical Γ
Point Thresholds
// Fleet Management
π Fleet & 3rd Party Contacts
Edit Contact
⚙ Manage Contact Fields
Default fields cannot be removed. Custom fields can be added, renamed or deleted.
Default Fields
Custom Fields
Add Company Contact
This contact will only be visible to your depot.
π Tyre Check Print Reports
π¨
Full Tyre Report
All tyre positions and readings for the selected depot & period, including previous month comparison.
π‘π΄
Amber & Red Positions Only
Only positions at or approaching the minimum tread depth β the readings that require immediate action.
β½ Fuel Tracking
Period:
Wk β Β· β
Depot:
By Depot
By Vehicle
No data for this period. Add an entry to get started.
Date
Wk
Vehicle
Driver
Depot
Start km
Finish km
KM
Disc. KM
3P
Miles
Fuel (L)
AdBlue (L)
MPG
PPL
Day Cost
COβ kg
Notes
No entries found.
πΏ Diesel COβ calculated at 2.68 kg per litre (DEFRA UK).
If a vehicle has a COβ factor set (g/km) that overrides the litre-based estimate.
β‘ EV COβ calculated from kWh Γ UK grid factor (configurable in Prices tab, default 233 g/kWh).
Carbon Footprint by Vehicle
Vehicle
Type
Depot
KM
Fuel/kWh
COβ (kg)
COβ/km (g)
vs Diesel avg
Entries
No data for this period.
ISO Week Fuel Prices
Editing a past week retroactively recalculates all costs for that week.
ISO Year
ISO Week
Diesel (ppl)
AdBlue (ppl)
Updated by
Alert & Emissions Configuration
Alert fires when consumption is this % above vehicle average
Used to calculate EV carbon emissions. UK grid avg ~233 g/kWh (2024). Set to 0 if using 100% renewable tariff.
Loadingβ¦
π€ Driver Performance Stats
MPG and discrepancy averages exclude Third Party Driver entries. GDPR permission required to view.
π
GDPR Permission Required
Driver performance data is GDPR-restricted. Ask your Super User to grant access via GDPR & Sensitive Data settings.
Driver
Trips
Total KM
Total Miles
Fuel (L)
kWh (EV)
Avg MPG
mi/kWh
Disc. KM
First Entry
Last Entry
Select a filter or click Refresh to load.
Add Fuel Entry
β Odometer Discrepancy Detected
This km gap will be included in vehicle totals and MPG averages. Tick "Third Party Driver" above if this vehicle was used by an outside driver during this period.
β‘ Electric Vehicle β fuel litres not applicable. COβ calculated from kWh Γ grid factor.
KM Driven
β
Miles
β
MPG
β
Fuel Cost
β
AdBlue Cost
β
Day Total
β
Set Week Price
π Depot Tyre Checks
Monthly Tyre Check
Viewing:
π¨
NON-COMPLIANT β ACTION REQUIRED
Warning β you MUST VOR this vehicle.
Under NO circumstances allow the vehicle to be driven unless to a service centre for the tyre to be repaired/replaced.
β Admin
Depot Tyre Check Portal
// Admin
π Admin Reports
Report Criteria
Report Types
View:
Select criteria above to generate the report.
π Archived Vehicles
π Archived (Deactivated) Vehicles0 records
π
No archived vehicles. Vehicles set to Deactivated will appear here.
Driver Records
Filter:
Driver Records0 records
π§
No driver records yet. Click + Add Driver to get started.
π Driver Archive
π Archived (Deactivated) Drivers0 records
π
No archived drivers match the current search.
β Add Driver
Select the driver type to add:
Add Record
Total Records: 0
// Fleet Management System
Compliance & Licensing Matrix
π‘ Admin Access
Enter the admin password to manage depot locks.
β Incorrect password.
β Email Alerts β Microsoft 365
MICROSOFT 365 SETUP β Azure App Registration
Go to portal.azure.com β Azure AD β App registrations β New registration
Name: "Fleet Email Alerts" Β· Account type: Single tenant Β· No redirect URI needed
After creating: API permissions β Add β Microsoft Graph β Application (not delegated) β Mail.Send β Grant admin consent
Go to Certificates & Secrets β New client secret β Copy the Value immediately
Paste Tenant ID, Client ID and Client Secret below
Microsoft 365 Connection
Depot Email Recipients
2 addresses per depot Β· leave blank to skip
Alert Types
Alert Schedules
β Configuration saved.
π Depot Passwords
Set a password to restrict access to each depot. Leave blank to remove the password.
Change Tony Password
β Tony password updated.
π Locked Depot
Enter the depot password or admin password to access this depot.
β Incorrect password. Try again.
π Export Folder
A default export folder is already set.
Would you like to change it or save to the existing folder?
One row per trackable field. Tick Audit Required to include it in depot Audits. Legacy fields (no Custom Field record) have their own editable Interval here β this value is used only by the Audit and never changes next-due dates, colour warnings, or any other live behaviour elsewhere in the Matrix. Custom Fields carry their own tick and interval from creation β editing the tick here keeps both in sync, and their interval is shown as set on the field itself. Agency drivers run a separate, faster interval and are assessed as their own dedicated Audit question, not through these per-field rows.
π¨ Accident Points Configuration
Incident Types & Base Points
Severity Multipliers
Minor Γ
Serious Γ
Critical Γ
Point Thresholds & Actions
π¬ Messages
All messages in system β delete to recall before read
π’ Online Users
Loadingβ¦
π¨ Expired Admin Dashboard
π Manage Depots
+ Add New Depot
βΉ Fixed depots (built-in, cannot be removed) are shown in grey.
Depots with existing vehicles or drivers cannot be deleted until all records are reassigned.
β Rename Depot
All vehicle and driver records assigned to this depot will be updated to the new name automatically.
π€ User Management
+ Add New User
Depot users can only view and edit their assigned depots.
Admin Edit Permissions (if role is Admin)
β Edit User β
Admin Edit Permissions (if role is Admin)
Notifications
β½ Fuel Tracking
π Audit Log
β VOR Edit β History Records
β Edit VOR Record
π΄ VOR History Report
Select which vehicles to include in the VOR history report.
π Transfer History
β Driver Transfer History β Edit
β Vehicle Transfer History β Edit
π« MOT Failure
π§ Defect and Rectification
Select Vehicle
A Defect and Rectification record cannot be created without a vehicle β this is a hard requirement.
Deactivation
π Audits
Every individual audit recorded for a depot β whichever slot it currently sits in (Latest, Previous, or Archive). Delete removes just that one audit; the depot's Latest/Previous recalculate from what's left.
Investigations and Compliance Checks β the same full 16-section worksheet, but these are not Scheduled Audits: they never change a depot's Latest/Previous Audit Date, and are filed here instead of on the Depots/All Audits tabs.
Pick the depot above, then set "Investigation / visit type" inside Section 2 of the worksheet to Investigation or Compliance Check.
The full 16-section DVSA-style compliance site visit worksheet β auto-populated from live Matrix data where possible, manual where judgement is required. A Scheduled Audit updates this depot's Latest/Previous audit score above on completion; a Corrective Audit is recorded separately and never overwrites Latest/Previous.
π Licence Commitments
The list of commitment types available in Operator Commitments' dropdown β e.g. "Laden Brake Test". Add, rename or remove types here.
π Operator Commitments
+ Add Commitment
π¨ MSI Portal
+ Add MSI Event
Culpability (from DR Section D): β
π Full Audit Worksheet
πͺ Force Logout
When ticked, no one can log in β including someone who's just been force-logged-out below. You (Super User) can always still get back in to turn this off.
π Driver Counselling Notes
New Counselling Note
π Counselling Note
π§ Defect and Rectification
π¨ Vehicle Escalated to VOR
Reason Required
Check History
π§ Service Providers β Admin
π Vehicle Makes β Admin
π‘ Insurance, Tolls and Services β Admin
Superuser only: backfill Insurance for every existing non-trailer vehicle that doesn't have a record yet (uses each vehicle's Start Date if it has one, otherwise today).
π’ Lease Providers β Admin
π« MOT Failures β Admin
β± Early/Late Inspection
Tick this if the previous due date was simply wrong β no report entry will be created.
β± Booking Outside Due Week
This vehicle's booked-in date falls in a different ISO week than Next Inspection Due. Confirm to save anyway, or Cancel to go back and adjust the date.
β± Early/Late Inspections β Admin
π 15 Month Inspection Calendar
π¨ Print β Inspection Calendar
π New Inspection Calendar
β Report Criteria
Select what to include in the report. Filters from the history view are applied automatically.
Report Sections
Additional Filters
β Edit Transfer Record
Add Depot
Upload Document
Edit Document
ποΈ
Record deleted
β Add Infringement
π DVSA Tachograph Details
π Only Super User can override points
β Infringements Admin
Infringement Types & Base Points
Point Thresholds & Actions
When a driver's total active points reach these levels, the corresponding action is triggered.
π Agency Driver Thresholds
Set point levels at which agency driver alerts fire. Three fixed levels: Warning, Warning (May Be Banned), Banned.
pts β Warning
pts β Warning β Driver May Be Banned
pts β Banned
Severity Multipliers (applies to non-tachograph types)
π Tachograph DVSA Categories
Points and OCRS scores per DVSA guidance (Reg 561/2006 & Reg 165/2014). These apply when "Tachograph Violation" is selected.
π Agency Driver Configuration
Core Check Timescales (weeks)
These override the permanent driver timescales for agency drivers.
Required Declarations
Declarations β per-field timescales (weeks)
Required Inductions
Tick to mark as mandatory (β ) on the agency form. All induction fields are always visible.
Required Safe Systems of Work
Tick to include on agency form. Only ticked SSoW fields appear.
SSoW β per-field timescales (weeks)
π’ Depot Information β Edit
β Depot information saved.
π’ Depot Information
π¨ Depot Information Report
Select a depot or leave blank to print all depots.
Depot Name and Depot Number are always included.
π Hire Vehicles
π Missing Mileage
Add Missing Mileage Entry
β Journey Assignments
π Missing Mileage Documents
π DVSA Planner
π Vehicle Notes
Active Notes
+ Add Note
β Reminder will track the vehicle's Next Inspection date automatically
π Vehicle Notes Portal
Document Preview
// Driver CPC
π CPC Training Records
Filter
#
Driver
Depot
CPC Expiry
Required
Completed
Remaining
Courses
Status
Action
Loadingβ¦
📋 CPC Training Record
β
—
Training Provider
Provider Code
Course Name
Course Code
Date Completed
Credit Hours
e-Learning Hrs
Course Type
Status
⏰ Reminder:
📋 Document Upload Log
π Welcome!
Your account was set up by an admin. Would you like to change your password now?
Password change is required before you can continue.
📅 Non-HGV Driver Hours
+ Add Hours Entry
📋 Driver Reports
Show:
Report mode:
🔐
GDPR & Sensitive Data
Control access to encrypted fields and restricted documents
Compliance & Licensing Matrix
Vehicles
Drivers