Web-Based Car Fleet Management System

Car Fleet Management System – Web Platform + Driver Mobile App
Project Overview

We are building a complete Car Fleet Management System for transport companies.
The system centralizes management of companies, vehicles, drivers, maintenance, working time, documents, reports, and accident management with insurance processing.

The Web Dashboard is the main control center for Admin, Manager, and Finance users.
Drivers use a Mobile App to submit working time, maintenance data, and accident reports.
All submitted data appears instantly in the Web Dashboard for monitoring, reporting, and administration.

1. Authentication and Roles

Secure login with role-based access.

Roles:
Admin
Manager
Finance
Driver

Each role has configurable permissions.

2. Main Dashboard (Overview Screen)
Key Metrics

Total registered companies
Total vehicles
Total drivers
Total maintenance operations
Total failures, damages, and accidents

Accident status counts:
Open
In Progress
Completed

Charts and Analytics

Maintenance activity
Failures and accidents
Driver working hours

Filters

By vehicle
By driver
By time period

Reports Export

Export to Excel
Export to PDF

3. Company Management

List all companies.

Actions:
Add company
Edit company
Delete company
View company

Company profile includes:
Company name
Establishment date
Managers and employees
Assigned vehicles
Assigned drivers

4. Vehicle Management

List all vehicles with:
Vehicle type
Model
Registration year
Vehicle number
Assigned drivers (multiple supported)
Damages and accident history with current status

Actions:
Add vehicle
Edit vehicle
Delete vehicle (with all related data)
Archive vehicle (including all its data)
Assign drivers to vehicle

5. Driver Management

List all drivers with:
Photo
Name
Phone number
Driver license
Work permit

Actions:
Add driver
Edit driver
Activate or Deactivate driver
Delete driver

6. Parts and Maintenance

The system has a global parts library (oil, filters, brakes, etc.).
Each vehicle is linked to its own set of parts.
Maintenance is tracked per vehicle and per part.

Vehicle View

When opening a vehicle, the system shows:
All assigned parts
For each part:
Last maintenance date
Next scheduled maintenance
Maintenance rule (kilometer-based or time-based)
Maintenance guideline
Complete maintenance history

Maintenance Module

A dedicated Maintenance section allows:
Search by vehicle
Filter by part
Filter by date
View upcoming maintenance
View overdue maintenance
View full maintenance history for all vehicles

Every maintenance action creates a record for the specific vehicle and part.
All maintenance history is visible from both:
Vehicle profile
Maintenance module

7. Accident Management & Insurance Automation
Accident Submission

When a driver submits an accident from the Mobile App:
The accident record is immediately created in the Web Dashboard with initial status.

Automatic Accident Processing (Agent Flow)

Once an accident is created:

System automatically creates an accident case file

System sends a formal accident email to the insurance company with all required data

System monitors insurance email replies

System detects case status:
Claim opened
Missing documents
Approved
Rejected

System automatically updates the accident status in the Web Dashboard

If insurance does not respond within a defined time:
System sends automatic reminders
Then escalates to management

When finished:
System closes the accident
Archives all related data (GDPR compliant)

Human vs System:
Driver submits accident
System handles communication, tracking, reminders, closing
Management handles legal decisions only

8. Archive and Documents

Actions:
Upload documents
View documents
Rename documents
Delete documents

Document types:
Insurance
Technical inspection
Accident reports

Additional features:
Filter documents by date
Move documents to archive

9. Time Management

Working time is registered by the Driver using the Mobile App.
The Web Dashboard is used to view, manage, and report this data.

Time records include:
Work start time
Break time
Work end time

Time data supports financial and payroll reporting.

10. Notifications

In-system notifications
Email notifications to managers and admins

11. Languages

Arabic with full RTL support
German

12. System Settings and Compliance

Privacy and cookie management (GDPR compliant)
Backup configuration
Language management
Full RTL layout support across the system

Phase 2 – Future Expansion

Uber API (trip synchronization)
Vehicle cameras integration
OBD integration for mileage and diagnostics
GPS tracking
Fuel management
Support for multiple insurance companies and repair workshops

Driver Mobile App – Requirements

User: Driver only

Main Features:
Login
View assigned vehicle(s)
Register working time: Start, Break, End
Submit maintenance data:
Enter mileage
Mark replaced parts
Upload photos/documents

Receive push notifications for:
Upcoming and overdue maintenance
System and company messages

Report accidents with form and photos

View own history:
Working time
Maintenance records
Accident records

Languages: Arabic, German
Technology: Flutter (Android & iOS) Show More