FleetPilot Autónomos · VTC and taxi

FleetPilot Autónomos is the app for the self-employed VTC or taxi operator with up to three cars: the person who holds the VTC licence or the taxi licence in their own name, owns the cars and, often, employs one or more drivers. Its motto sums it up: «Every kilometre counts». It brings together in one place what is usually spread across each platform's dashboard, spreadsheets, emails with the payroll agency and the fines folder:

• your cars: each one with its VTC licence or taxi licence, its MOT (ITV), insurance, outside workshop jobs and claims;
• your drivers, if you have any: their contract, their permits, their working-time record, the shift rota and who has each car at any moment; and you, if you drive;
• the money: each platform's takings attributed to whoever was driving, payroll with the collective agreement's variable pay, expenses, fuel cards and cash;
• control: fines with their deadline to identify the driver, discrepancies between what the platforms, the cards and the shifts say, the compliance of each car and each driver, and reports;
• and two portals: My business, where you see what your business brings in, costs and leaves each month and with each car, and My shift, your drivers' portal on their phone (and yours, if you drive).

A few acronyms that come up from the start: VTC is vehicle hire with driver (the licence for the cars that work with Uber, Bolt, Cabify or FREENOW); the ITV is the Spanish vehicle roadworthiness test, like the MOT; and the owner is you: the person who has the cars and the licence in their name, and the employer of your drivers.

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   The sidebar takes you to each section, grouped by area: General (with My business), Operations, Fleet, People, Finance and Control.
2. 2
   The search box finds a number plate, a driver, a fine or an expense from any screen (also with ⌘K or Ctrl+K).
3. 3
   Create adds an assignment, an incident, an expense, a fine, a car… without leaving where you are.
4. 4
   The bell with your notifications: the fine whose driver must be identified, what is about to expire, a holiday request… (see Notifications).
5. 5
   Your user («Owner · administrator»): your profile, language and theme, notifications, the connection with Claude, Users, Settings, the Audit log and signing out.
6. 6
   Your day: what is on your plate today, before anything else (see Dashboard).
7. 7
   The Help menu opens this manual —at the chapter for the screen you are on— and the screen's help.

#Who it is for

FleetPilot Autónomos is designed for three ways of running a small business, and it works the same for all three:

If you drive, you are the owner-driver: you have your own driver record so that cars can be assigned to you and trips, refuelling and fines attributed to you, but with no contract, payslip or clock-ins, because you are nobody's employee. Everything that changes is in If you drive yourself.

#What it does and what it does not

FleetPilot Autónomos is the same app that fleet managers use, adjusted to a business of one to three cars:

• You are the owner and the administrator. Your business is the only owner in the account, so there is no need to choose it when you add a car, a card or an expense. What a large company spreads across traffic, fleet, human resources and administration, here you do yourself (and the employment side, if you like, your payroll agency).
• A single base. There are no branches: everything you see belongs to your business.
• Up to 3 cars. FleetPilot Autónomos does not allow more than three cars that are not deregistered. To change a car, deregister the old one and then add the new one.
• Outside workshops. You take your cars to outside workshops: in Workshop you record the work orders, the MOT and the damage assessments, with their cost.
• No prices inside. The app does not charge anything or show any prices.

#Who signs in to your account

An account has at most 2 office users: you and your payroll agency. «My shift» drivers do not count: you can give all of them access. Users are created in Users; how each one signs in, in Create your account and sign in.

#How the app is organised

The sidebar groups the sections by area, in the order you work: today, the street, the cars, the people, the money and control. Each section is a chapter of this manual with the same name and the same icon.

#Your business's month

This is how your work fits together over a month. Each step is a section of the app and a chapter of this manual (click any of them to go to it):

#Every event, to whoever had the car

The idea that ties the whole app together is attribution: every trip, every card refuelling, every GPS journey and every fine is assigned to the driver who had the car at that instant. Not to the «usual» driver or to whoever had it at the end of the month, but to the driver at that exact moment, according to the rota:

• the day's cover (whoever did that shift instead of the regular driver) takes precedence over the regular assignment;
• each assignment runs from its start time to its end time, not including it: the minute it ends already belongs to the next one;
• anything that cannot be attributed (a car with nobody assigned, a trip outside any shift) is left unassigned, with its reason, for you to review in Production.

From this come each driver's payslip (with their trips only), the driver proposed for a fine, the cash they must pay in and what each car leaves in My business. That is why it is so important to keep the Rota up to date. If you drive, what is yours is attributed to you like to anyone else.

#The demo accounts

The screenshots in this manual are from the demo, with four fictitious owner-operators, the driver of one of them and her payroll agency. On the demo's sign-in screen, one click on each person signs in with their account (see Create your account and sign in):

#Where to start

If this is your first time, read Create your account and sign in and The screen and what is common first: that is where you will find what works the same in every section (searching, filtering, opening a record, filling in a form).

#On the computer and on the phone

FleetPilot Autónomos runs in the browser, with nothing to install, and adapts to the size of the screen. On a phone, the sidebar hides in a drawer and lists become cards. Your drivers have My shift, designed for the phone: clocking in, checking the car, seeing what they have earned and signing their documents.

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   The menu opens the drawer with the sections.
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   Your day and, below, the dashboard blocks one after another.

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   No sidebar: the driver only has their portal, with help, their notifications, the language and their menu.
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   Their tabs: today, earnings, requests, signatures and working time (see My shift).

#How to read this manual

• Screenshots with marks. Every screenshot is of the real app. The numbers 1 point to the parts explained below, in the legend. Hover over a mark or its line in the legend and the area is highlighted in the screenshot; tap the screenshot to see it full screen.
• Screen labels. What you see written on a button, a tab or a field appears like this: Create, Save. Keys, like this: ⌘K.
• Steps. Tasks are explained step by step in numbered boxes, with what happens at the end.
• Coloured boxes. Tips in green; important points in amber; regulations (with the rule and its article) with a band on the left; how a figure is calculated, with a worked example; examples with the demo data; and what each person sees (you, your payroll agency, your drivers), with a padlock.
• Acronyms. Those of the trade (VTC, ROTT, ITV, DGT, RC, ZBE, PMR…) are explained the first time they appear in each chapter and are all in the Glossary.
• Search. The search box on the left (or the / key) finds any word in the whole manual.
• Print. Print or save as PDF, bottom left, produces the manual on paper or as a PDF, each chapter on its own page.

#How this manual is organised

After these first steps, each chapter matches a section of the sidebar, in the same order and with the same icon, plus If you drive yourself, next to Drivers. At the end, the appendices: the Claude connector, integrations, regulations and the glossary.

To start using FleetPilot Autónomos you create your account yourself from the sign-in screen, in three steps and with nothing to install. That account is your business: you are its owner and its administrator. Then, if you like, you give access to your payroll agency and your drivers, each with their own user (their email and password):

• you land on the Dashboard, with all the sections, My business and, if you drive, My shift;
• your payroll agency, with the «Payroll agency» profile, lands on Drivers and only sees the employment side (drivers, working time and payroll);
• your drivers go straight into My shift, their portal, and only see what is theirs.

#The sign-in screen

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   Email: your account's email (the one you entered when you created it, or the one your administrator gave you).
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   Password. The eye on the right shows or hides it as you type.
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   Sign in (or the Enter key in the password field) opens your account.
4. 4
   Create your account: signing up your business in three steps (below).
5. 5
   Demo accounts: in the demo, one click on a person signs in directly with their account.
6. 6
   The app's language (Spanish or English), already from the sign-in screen.
7. 7
   Switches between light and dark mode.

Under the accounts, a notice reminds you that the owner-operators, drivers, vehicles and trips are fictitious and that the integrations run in simulated mode. Clicking the logo opens the FleetPilot Autónomos website. On a phone the presentation on the left disappears: the form remains, with the logo at the top and the accounts below.

#Create your account

Create your account opens the sign-up of your business, in three steps: You, Your business and Your sign-in. You can also get there with the direct link /acceso?alta=1. No payment is asked for and no price is shown: when you finish, the account is created and you go straight in.

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   Create your account: FleetPilot Autónomos for your VTC or taxi business, with up to 3 cars.
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   The three steps: the current one highlighted and the completed ones ticked.
3. 3
   Your first name and surnames (the second one is optional): those of the person who owns the business.
4. 4
   Your DNI or NIE (Spanish ID number), with its check letter: FleetPilot checks that the letter matches. You are the holder of the cars and of the licence.
5. 5
   Next moves on to step 2 if nothing is missing; I already have an account goes back to the sign-in screen.

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   Your activity: VTC (licence for vehicle hire with driver) or taxi (municipal licence).
2. 2
   Your business name, optional: if you leave it empty, your own name is used.
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   The region of your licence: it decides which rules apply (driver permit, public holidays, complaint forms).
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   The town or city; the province, address and postcode are optional.
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   Do you drive? If you tick it, you get your own driver record and «My shift», with no contract, payslip or clock-ins (see If you drive yourself).

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   Your email: it will be your user name to sign in.
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   Your password, at least 8 characters long (the eye shows it).
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   Accepting the terms of use and the processing of your data to create and use the account.
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   What gets created: your business with its owner (you), its base and your administrator user.
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   Create my account creates it and signs you in; Back returns to the previous step without losing what you typed.

What is set up for you. When the account is created, FleetPilot Autónomos sets up your company details (your name or your business name, your tax ID and your contact details, which appear on your invoices), your base in your town and region, your owner record (you, as an individual), your administrator user and, if you drive, your owner-driver driver record, linked to your user. It also comes with the platforms (Uber, Bolt, Cabify, FREENOW…), the day, night and full shifts (and the taxi ones), the Madrid VTC collective agreement with a model variable pay scheme, public holidays and the legal notices for your drivers. You add the rest: your cars in Vehicles, your drivers in Drivers, your credentials for each platform in Integrations and, if you like, your payroll agency's user in Users.

#Signing in with your account

If the email or the password is wrong, FleetPilot says so under the form: «Invalid email or password» (check both fields; capital letters count in the password). If the message is «Could not reach the server», the problem is the connection, not your details.

#The demo accounts

In the demo, under the form you will find the four sample owner-operators, María's driver and her payroll agency. One click on one of them signs in straight away; if you would rather type it, the email is the first name followed by @fleetpilot.demo (for example, tomas@fleetpilot.demo) and the password for all of them is demo1234. You can also sign in with a link: ?demo=maria (or tomas, rosa, khalid, david, pilar) at the end of the demo's address opens that account without going through the form.

#If you forget your password

The sign-in screen has no link to recover the password. You change your payroll agency's and your drivers' passwords in Users, with Reset on each one's record (at least 8 characters; FleetPilot can generate it): give it to them securely, because the old one stops working immediately. If a user is deactivated, they can no longer sign in, but their name is kept on whatever they signed or recorded.

#Your user menu

At the top right is your user button: your initials, your name and your access («Owner · administrator»). Clicking it opens your menu, with your name and email at the top. To its left, the bell with your notifications (see Notifications).

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   My profile: your details, language and theme.
2. 2
   Notification settings: which notifications reach your bell and which also arrive by email.
3. 3
   Connect to Claude: work with FleetPilot from a chat with Claude, as you and with your permissions (see Connect to Claude).
4. 4
   Your account's administration: Users (your payroll agency and your drivers), Settings (your business details and integrations) and Audit log.
5. 5
   Sign out takes you back to the sign-in screen.

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   Job title: in your case, holder of the VTC licence or the taxi licence.
2. 2
   Access: «Owner · administrator».
3. 3
   Language: ES (Spanish) or EN (English). It changes the whole app at once.
4. 4
   Theme: light (the sun), «System» (your computer's or phone's) or dark (the moon).

On a computer you also have the language and theme in the top bar, one click away: the globe with the language letters and the moon (in dark mode, the sun). On a phone they do not fit: change them from My profile. They are remembered in this browser; if you sign in from another computer or from your phone, choose them there too. Only the app changes: the data (names, number plates, expense descriptions…) is not translated.

#How your payroll agency and your drivers sign in

You create their users in Users: your payroll agency's with the «Payroll agency» profile, and each driver's from their record in Drivers (or when inviting them to onboard, in Onboarding), linked to that person. Your payroll agency sees the sidebar with only three sections (Drivers, Working time and Payroll). Your drivers have no management sections: FleetPilot opens My shift full screen for them, with no sidebar, as soon as they sign in. At the top, a header with the logo, Help, the notifications bell, the language and their menu (with their notification settings and signing out).

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   On the phone, the header keeps only the icons: help, notifications, language and his menu.
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   The greeting with the date; below, anything pending and clocking in (see My shift).

Your drivers can install the portal on their phone as one more app, with its own icon: from the phone's browser, «Add to Home Screen» (or «Install app»). If you drive, «My shift» does not open full screen: it is in your sidebar, next to the Dashboard and My business (see If you drive yourself).

#Signing out

All FleetPilot Autónomos sections share the same structure and the same pieces: the sidebar to move around, the top bar with the search box and the create button, lists that are searched and filtered the same way, records that open on the right and forms with the same buttons. What you learn here works on any screen. The exception is your drivers' My shift, which opens full screen, with no sidebar (see My shift).

#The parts of the screen

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   Sidebar: the sections, grouped by area. The section you are in is highlighted.
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   The section title and the global search (also with ⌘K on a Mac or Ctrl+K on Windows).
3. 3
   Help for the screen you are on (also with the F1 key).
4. 4
   Create: adds an assignment, an incident, an expense, a fine… from any screen.
5. 5
   The language (the globe: Spanish or English) and the theme (the moon switches to dark mode; in dark mode, the sun switches back to light).
6. 6
   The bell with your notifications; if you have unread ones, a red number on top.
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   Your user menu, with your name and your access underneath (see Create your account and sign in).
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   The Help menu, fixed at the foot of the sidebar: this manual and the screen's help.

#The sidebar

The sections are grouped by area, in the order you work:

Your payroll agency only has Drivers, Working time and Payroll. If the list does not fit, the bar scrolls; the Help menu always stays at the foot. Under the logo, your business's name. When you change section, the screen you leave goes back to its initial state: if you had searched or filtered something, you will find it unfiltered when you come back. On a tablet or a medium-sized window, the bar narrows and shows only the icons (hover over one to see its name).

#Searching for anything

The global search in the top bar finds, from any screen, your vehicles (by number plate, VIN, make or model), your drivers (by name, code, or their platform phone and email), fines (by number, case number or plate), claims, bookings, invoices, expenses, cards (by their last four digits), licences and documents (by their name or note).

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   Type at least two letters or digits; results appear as you type. A number plate, with or without a space.
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   Each result with what identifies it. Click it to go to its section with the record open.
3. 3
   Results come grouped by section: here, the car's expenses (a car wash and the leasing instalments)…
4. 4
   …its fuel card, by its last four digits…
5. 5
   …and its VTC licence, which carries the number plate of the assigned car.

#Creating something new

The Create button in the top bar adds the most common things without leaving where you are: it opens the same form as the «New…» button in its section and, once saved, takes you there. If you cancel the form, nothing is created and you stay where you were.

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   Operations: a booking, a car and shift assignment (Rota) and an absence.
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   The cars: an incident, a claim and a workshop order.
3. 3
   An expense with its invoice and a received fine.
4. 4
   New records: a driver, an invitation to a candidate and a vehicle.

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   Mark all as read marks them as seen in one go. At the top, how many are unread and the settings.
2. 2
   A new notification (the blue dot): what happened, which record it refers to and how long ago it arrived. Click it to open the record.
3. 3
   The fines received, with the deadline to identify the driver (Fines).
4. 4
   At the foot, whether email is enabled (in the demo, it is not).

#Notifications (the bell)

The bell in the top bar gathers the notifications meant for you: not everything that happens in your business (that is on the Dashboard and in Compliance), but what is yours to deal with:

A red number on the bell tells you how many are unread. Click a notification to open its record and it is marked as read. In your user menu, Notification settings lets you choose, for each type, whether you want it In the app (the bell), By email or both; if you turn both off, that notification is not created (what it warns about is still in its section and on the Dashboard). Expiry notifications are created once a day, with the notice period you set in Settings.

#Help: this manual and each screen's help

There are two kinds of help inside FleetPilot Autónomos:

• This manual, which opens from the Help menu at the foot of the sidebar: straight at the chapter for the screen you are on, in your language, or from the cover (User manual).
• The screen's help: the Help button in the top bar (or the F1 key, or Interactive guides in the foot menu) opens a panel on the right that explains in a paragraph what the section is, with the link to its chapter in the manual, and its interactive guides: each guide plays step by step on the screen itself. In «My shift», the button is in the header.

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   Where you are: what the section is and what it contains, in one paragraph.
2. 2
   The link to this section's chapter in the manual.
3. 3
   The section's interactive guides, with their steps: ▶ plays each one on the screen itself.

#The ⓘ help for figures and acronyms

Next to many indicators, blocks and acronyms (ITV, CVF, PMR, SOV, DEV…) there is a small ⓘ, «What is this?». Clicking it opens an explanation in three parts: what it shows, how it is calculated (with an example) and how to read it (what to do with the figure or what is left out). It is the quickest way to find out where a number comes from.

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   What the figure shows.
2. 2
   How it is calculated, with an example.
3. 3
   How to read it: what it means and what to do. Tap outside (or Esc) to close it.

#Lists

Almost every section starts with a list: vehicles, drivers, fines, expenses… They all work the same way. This is the Vehicles list.

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   The section's indicators, each with its ⓘ.
2. 2
   List search box: filters by any word in the columns.
3. 3
   Export CSV: downloads what you see to open it in a spreadsheet.
4. 4
   Some sections have more filters (here, by fuel, service, ownership…).
5. 5
   The button to add a record to the section.
6. 6
   Quick filters with their count. Tap one to see only those rows; the filter row scrolls sideways.
7. 7
   Headers: tap one to sort by that column; again, to reverse the order.
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   Each row is a record; tap it to open its record.

#Records

Clicking a record opens its record view in a panel that slides in from the right, without losing the list behind it. They all follow the same pattern: a header with the name and the actions, often a band with the key figures, and tabs with the information grouped. This one is a car's; the detail of each tab is in its section's chapter (Vehicles).

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   The header: the service (VTC or taxi), the status and the name, and below it what identifies it.
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   Edit and More options (each record's own actions).
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   Close the record (also with Esc or by clicking outside it).
4. 4
   Tabs: each groups part of the information; the number says how many records are inside. If they do not fit, they scroll sideways.
5. 5
   The figures band: the essentials at a glance.
6. 6
   A notice of something that needs attention in that record, with where to sort it out.

Almost every record has a Documents tab (a car's registration certificate, the policy, a driver's signed contract, the photos of a claim, an expense's invoice…: Upload documents or drag them onto the window, up to 20 MB per file) and a Changes tab: who created or changed that record, when and which fields, from the app or from Claude. The links in a record (a car's driver, the policy, the licence) open the related record on top; when you close it, you go back to the previous one. If you change something in a record, the list behind it refreshes by itself when you close it.

#Forms

To create or change a record you use a form in a window. They are all filled in and saved the same way, and many check what you type live with the same rules the database will apply, so you know before saving whether it will go through (an example with screenshots, a car's new assignment, in Rota).

#On a phone and a tablet

On a phone (or a narrow window) FleetPilot Autónomos rearranges the screen: the sidebar hides in a drawer, the top bar keeps only icons, indicators and filters scroll sideways, lists turn into cards (one per record) and records and forms take up the whole screen. Language and theme are changed from My profile.

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   The menu opens the drawer with the sections; at the end, the administration ones.
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   Search, help, Create, the notifications bell and your menu, as icons.
3. 3
   Indicators and filters scroll sideways.
4. 4
   Each record is a card; tap it to open its record full screen.

Keyboard shortcuts (on a computer):

Key	What it does
⌘K · Ctrl+K	Opens the global search
F1	Opens the screen's help (also in «My shift»)
Esc	Closes the open record, a menu or the search
Enter	On the sign-in screen, from the password field, signs in

Direct links. The address accepts ?seccion=multas (each section's key is that of its chapter in this manual: #cuadrante, #vehiculos…), &lang=es or &lang=en and &tema=dark or &tema=light, handy for saving a bookmark.

The Dashboard is the front page of FleetPilot Autónomos. Nothing is edited here: it gathers what needs looking at today and takes you, with one click, to the record or section where it is dealt with. It has three parts:

• Your day: the summary of what is on your plate today: your business, your shift if you drive, today's operations, bookings, this week's expiry dates, fines to identify, serious discrepancies, urgent incidents, admin, takings and the workshop. It is the same summary you can get by email every morning and the one Claude gives you if you ask.
• The indicators: six cards with the key figures of the moment (cars in service, net this month, uncovered shifts, drivers working, expired documents and fines to identify).
• The blocks by area: fleet, production, operations, expiry dates and deadlines, drivers, fines, discrepancies, finance and compliance.

The database works it all out with fixed rules (there is no artificial intelligence in the figures) and for your business. It refreshes by itself every 5 minutes; the Refresh button does it straight away.

#Your day

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   The greeting with the date and your name. On the right, when it was last updated and the Refresh button.
2. 2
   My business: your cars and this week's net. It takes you to My business.
3. 3
   Today's operations: cars without a driver, today's absences, absence requests to approve and covers. Each figure opens the Rota.
4. 4
   Fines to identify, with the days left of the 20-day deadline (overdue ones in red). See Fines.
5. 5
   Expiring this week: what expires or has expired (MOT, insurance, maintenance, fine deadlines, your drivers' permits…), most urgent first.
6. 6
   Serious discrepancies: the data cross-checks to review now (someone who worked without clocking in, a refuelling outside the shift…). See Discrepancies.
7. 7
   Production: yesterday's and the last 7 days' net and trips, and the trips unassigned to any driver.
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   Administration (expenses to approve, drivers holding too much cash, pending platform payouts) and Workshop (cars at an outside workshop and expected arrivals).

Each line in «Your day» opens its record (the fine, the discrepancy, the car whose MOT is about to expire…) and each View all takes you to the section with the filter applied. At the top right, if you have unread notifications, a button opens them (the same ones as the bell), and Collapse folds it away if you want to go straight to the indicators: FleetPilot remembers it next time.

If you drive, «Your day» starts with the My shift block: the car and shift you have today, your net and trips from yesterday and any documents you have to sign. It takes you to My shift.

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   My shift: his car and shift today, his net and trips from yesterday and anything he has to sign.
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   My business: his two cars and this week's net for both.
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   Then, the same as for any owner-operator: today's operations (here, the cover of his car on his day off), fines, expiry dates…

#The indicators

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   In service now: operational cars whose current driver has clocked in (or come back from a break) in the last 20 hours. Below, how many are operational and how many are at the workshop.
2. 2
   Net this month: what the platforms have paid after their commission, from the 1st to today, with the change compared with the same days of the previous month.
3. 3
   Uncovered shifts today: shifts of your cars with nobody to drive them (a regular driver who is off or absent with no cover, a shift with no one assigned). It is fixed in the Rota.
4. 4
   Drivers working according to their clock-ins, out of those under contract, and how many are absent today.
5. 5
   Expired documents: whatever has expired or stops a car or driver from working (your cars, your licence, your policies, your drivers and your fines); below, what is coming up.
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   Fines to identify: fines whose driver you have not yet reported to the issuing authority; below, those due within 5 days or already overdue.

Each indicator has its ⓘ (What is this?) with what it shows, where it comes from with an example and how to read it, and you can click it to go to the section that explains it.

#The blocks by area

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   Fleet today: operational, in service, free, at the workshop, off the road and without a driver, with the split in a ring and the status according to telematics. Each figure takes you to Vehicles or the Live map.
2. 2
   Production: today, yesterday and the month, the net per day for this month against the previous one and the split by platform (Uber, Bolt, Cabify, FREENOW…).
3. 3
   Today's operations: uncovered shifts, cars without a driver, absences, covers and bookings, with the uncovered shifts one by one.
4. 4
   Drivers: working, hired, in the pool, on sick leave, leavers this month, high risk and the top this month by net per hour.
5. 5
   Expiries and deadlines: serious, upcoming, this week and for information, with the most urgent.

Further down come the blocks for fines (to identify, overdue, due within 5 days, early-payment discount ending and the next deadlines, each with the proposed driver), discrepancies by severity and by type, finance (pending platform payouts, cash to pay in, expenses to approve and invoices to collect) and compliance (the percentage of records without serious faults and a traffic light for your vehicles, your licences and policies and your drivers).

#On the phone

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   At the top, the menu (the sidebar opens as a drawer), search, help, Create, notifications and your user.
2. 2
   Your day, with its blocks one under the other; then the indicators and the blocks by area.

On a phone the Dashboard stacks into a single column: first «Your day» and then the indicators and the blocks. It is the quickest way to start the morning away from your desk —or before setting off in the car, if you drive—: look at the uncovered shifts and the fines falling due, and tap through to the record.

On a tablet, the sidebar stays as icons and the blocks go two by two. See The screen and what is common.

#Tips

• Turn on the «Daily summary» by email in Notification settings (your user menu): you get «Your day» every morning without opening the app.
• Use the figures as shortcuts: clicking «Fines to identify» opens Fines already filtered by deadline.
• If a figure does not add up, open its ⓘ: it explains exactly what it counts and what it leaves out.
• Ask Claude the same thing in your own words («which car is left without a driver on Sunday?»); it answers with your permissions (see Connect to Claude).

My business is the financial snapshot of your business: what your cars produce, what they cost and what you keep, month by month and car by car, together with anything that may affect how much they can work (an MOT about to expire, a fine with a deadline, an open claim). Nothing is edited here: FleetPilot Autónomos works it out from the platform trips, your drivers' payroll, the fuel cards, the workshop, insurance, leasing and the expenses you have approved.

It has five tabs, on the left: Overview, Vehicles (your cars and your drivers), Month by month (the accounts for each month and each car), Fleet (compliance, fines and claims) and Documents (your licences and your policies).

#Summary

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1. 1
   The five tabs of My business; the red number on Fleet counts what needs attention (fines to identify, open claims).
2. 2
   Your cars' net this month: what the platforms pay after their commission, with the change against the same days of the previous month (the detail is underneath).
3. 3
   Result of the last closed month: income minus costs and drivers, with its change. Click it to see the accounts in Month by month.
4. 4
   Your vehicles (how many in service) and your employed drivers.
5. 5
   Recent months: each month's net (bars) and what your business kept (line). The current month is provisional.
6. 6
   Net by platform this month.
7. 7
   Things to note: what is expiring or needs sorting out in your fleet (maintenance, a fine with a deadline, the MOT falling due, an open claim). Each line takes you to its section.
8. 8
   Your cars this month, with their net and its trend; each one opens its record.

#Vehicles and drivers

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1. 1
   Each car: number plate, environmental sticker, status, model, fuel and km, and its regular drivers (D, day shift; N, night shift).
2. 2
   The net this month with its trips and last month's margin (net minus fuel, workshop and its share of the drivers' cost), with its trend.
3. 3
   Its papers: MOT, insurance and licence endorsement, green if in order and amber if expiring soon.
4. 4
   Your drivers: car and shift, type of contract and length of service, what they have made this month and their rating on the platforms.

Each car opens its record with its last six months (income, costs and margin), its takings by platform and by driver, its workshop jobs, its claims and its fines. Each driver opens their record in Drivers.

#Month by month

Month by month is your business's account for each month: what your cars have brought in minus what they have cost. There is nothing to prepare: FleetPilot Autónomos works it out from what is already in the app. By default it opens on the last closed month; with the arrows you move to earlier months or to the current month (provisional).

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1. 1
   The month: the arrows go to the previous or next one.
2. 2
   Net income, costs and result for the month.
3. 3
   The breakdown: gross income, platform commissions, net income, drivers (pay and Social Security), fuel and charging, workshop, insurance, leasing and other expenses.
4. 4
   The result and where each line comes from (if you drive, there is no payroll for you; expenses count once approved).
5. 5
   By vehicle: what each car left, with its income, its costs and its share of the drivers' cost.
6. 6
   Last six months: income, costs and result for each; click a month to see its accounts.

#If you drive yourself

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1. 1
   In his car, himself as the regular day driver: his trips count in the car's net like anyone else's.
2. 2
   The other car, with his night employee.
3. 3
   Drivers: only his employees; he does not appear here because he has no contract or payslip.

#Fleet: compliance, fines and claims

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1. 1
   Compliance, Fines and Claims for your cars, with how many there are.
2. 2
   Points in order, to review soon and to resolve.
3. 3
   Your fleet: drivers with a VTC driver permit, signed contracts, drivers against licences and adapted vehicles (PMR, for people with reduced mobility).
4. 4
   Each vehicle: MOT, insurance with passenger liability cover, licence and its renewal, sticker… each item with its ⓘ and the rule that requires it.

Fines lists those for your cars, with the identified driver, the deadline to identify them and who pays (your business or the driver it is passed on to); they are handled in Fines. Claims lists your cars' claims with fault, status with the insurer, cost and the days the car was off the road (Claims). The excess and any repair the insurance does not cover are a car cost and count in «Month by month».

Documents holds your VTC licences or your taxi licence (with renewal and sticker), the policies covering your cars (with their cover, excess and each car's premium) and the documents on your records, to view or download them.

#Tips

• Approve expenses every week: until you do, they are not in the accounts and the month looks better than it is.
• Compare each car's margin in Vehicles: a car with a lot of workshop time or few trips stands out straight away.
• Check «Things to note» every day: an MOT or a policy that expires takes the car off the road.

My shift is what one of your drivers sees when signing in to FleetPilot Autónomos: a full-screen app, with no sidebar, built to be used from the phone at the start and end of the shift. Everything in it is theirs: their car, their clock-ins, their trips, their pay, their fines. The database filters it by the person linked to their user, so a driver never sees anyone else's data or anything of your business.

It has five tabs at the bottom: Today (clocking in, checking the car, the car and the permits), Earnings (takings, this month's pay, cash and closed payslips), Requests (expenses, incidents, accident reports and holidays), Signatures (documents to sign on screen) and Hours (their working-time record). At the top, help, notifications, language and their menu. On a computer it looks the same, with the tabs on the left.

If you drive, you also have «My shift», in your sidebar, but a shorter one: no clocking in, no signatures, no working time and no payslip (see What changes if you drive).

#Today: clocking in and checking the car

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1. 1
   The greeting with the date; if he has anything pending (documents to sign, a fine to respond to, cash to pay in), it shows just below.
2. 2
   Clock in/out: the state of his working day (off, working or on a break) and the button that applies now: Start shift, Take a break, Back to work or End shift.
3. 3
   Car check before setting off: Check the car.
4. 4
   Your car: which car he has today (or whether he is covering someone else's, or is off), with its shift and its paperwork. Further down, his takings and his permits.
5. 5
   The tabs, with a red number where something is pending.

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1. 1
   All OK marks every point at once.
2. 2
   Each item: bodywork, lights, tyres, cleanliness, documents on board, safety equipment (vest, V-16 beacon, extinguisher) and dashboard.
3. 3
   The fuel or battery level; further down, the km and the photos.

The car check takes two minutes and protects the driver: the photos and any new damage go into the car's damage assessment (see Workshop), with the date and who had it. FleetPilot does not allow fewer km than the last ones recorded.

#Earnings and this month's payslip

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1. 1
   Takings, This month's pay, Cash and My payslips (the closed ones, with their PDF).
2. 2
   The period: today, yesterday, this week, this month or last month.
3. 3
   Net, trips, hours online on the platforms and cash collected.
4. 4
   The split by platform and the day's trips one by one.

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1. 1
   A simulation: the final payslip is closed at the end of the month.
2. 2
   The fixed pay, the bonus so far, how much more billing he needs to start earning variable pay and the projection for the month at this rate.
3. 3
   Your band on the scale: the month's turnover, the percentage that applies and what is left for the next one.

Further down, the simulated payslip breaks down billing by platform, the commission according to the scale bracket, the fixed pay, the base salary and the collective agreement's allowances, and the allowed fuel and km. It is the same calculation you (or your payroll agency) do in Payroll, with the trips the database attributes to him: those of the car while he had it.

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1. 1
   The most he can keep before paying it in.
2. 2
   In your float and To deposit; cash collected in 90 days and the last deposit.
3. 3
   How to pay it in: with his deposit card at a cash machine (you reconcile it by its last four digits). See Cash.
4. 4
   Cash collected over the last few weeks and, below, his deposits.

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1. 1
   Add an expense: the photo of the receipt, what was paid, the amount and the date. You approve it in Expenses.
2. 2
   Report an issue and Accident report: they reach you in Incidents and Claims.
3. 3
   Request holiday or days off: you approve or reject them in the Rota.
4. 4
   His expenses, his incidents and his holidays and days off, each with its status; and, if he has any, his fines, with Respond.

#Signatures and working time

Signatures holds the documents the driver has to sign and all their documentation: the assignment declaration for their car, the handover of a card (fuel or cash deposit card), the receipt for cash, work annexes and instructions, legal notices (data protection, geolocation, vehicle use rules…) and debt acknowledgements. They are signed with a finger on the screen, after ticking «I've read the document and I agree»; the signature stores the moment and the text's fingerprint: the proof of exactly what was signed. If a document is not right, Reject sends it back with a reason, which you see on their record.

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1. 1
   To sign: what is waiting for his signature, with Read and sign (David has signed everything).
2. 2
   My documentation, with the search box and the filters: pending, provided, on joining, after joining and legal notices.
3. 3
   Each document with its version, when and where it was signed and its status; a tap opens it with its text, signature and PDF.

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1. 1
   The month (previous ones with the arrows).
2. 2
   Download record: his record for the month as a PDF, the same one you would show the Labour Inspectorate.
3. 3
   Days worked, working hours, attendance hours and breaks for the month.
4. 4
   Record intact: his clock-ins for the month keep their fingerprint.
5. 5
   Each day, with its start, its end, the work, the breaks and the time logged in to the platforms.

#What changes if you drive

If you drive, you are the owner-driver: your driver record is linked to your user and you have My shift in the sidebar, next to the Dashboard and My business (not full screen: you keep all your sections). But since you are nobody's employee, it is a shorter «My shift», with three tabs: Today, Earnings (your takings) and Requests.

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1. 1
   Only three tabs: Today, Earnings and Requests.
2. 2
   You drive as the owner: you do not clock in or get a payslip; your trips, refuelling and fines are attributed to you like to any driver.
3. 3
   The car check, just like your drivers: it protects you if damage turns up.
4. 4
   Your takings: your net for today, yesterday and the month; See earnings takes you to your takings.
5. 5
   Your car and your shift, with its MOT, its insurance and its licence.
6. 6
   Your permits: your driving licence with its points, your VTC driver permit and your DNI or NIE, with their expiry dates.

The reasons, and everything else that changes, in If you drive yourself.

#Tips

• Ask your drivers to always clock in from their phone, when getting into and out of the car: the record is the proof of their hours.
• Have them check the car and take the photos at the start: if damage turns up, you can see who had it before.
• Have them upload receipts the same day, with a sharp photo: it saves you chasing invoices at the end of the month.
• The simulated payslip halfway through the month tells them how much they need for the next bracket: a good conversation to have at the start of a shift.

The rota is how your cars are shared out among the people who drive them. Each car goes out on one or two shifts a day and each shift is done by one driver (or by you, if you drive). FleetPilot Autónomos organises it in four pieces:

• Shifts: the time templates. They come ready-made: D (day, 06:00 to 16:00), N (night, 16:00 to 02:00), C (full, 08:00 to 18:00) and, for taxis, TD and TN. A double-shift car has a day driver and a night driver; a single-shift car, just one.
• Assignments: the regular driver of a car on a shift from a given date, with the days they are off each week (usually two in a row) and the assignment declaration the driver signs. They are kept with their history: each change closes the previous one.
• Absences: holidays, IT (temporary incapacity, sick leave), paid leave, personal days, unauthorised absences, suspensions and training. The driver requests them from My shift or you record them, and they are approved here.
• Covers: a one-day change. When the regular driver is off or absent, another driver takes the car for that shift: a colleague who is not working that day, a relief driver (a driver with no regular car who covers days off and absences) or you. A cover with no driver leaves the car off the road for that shift.

What matters is what comes after: every event is attributed to whoever had the car at that instant. An Uber trip, a card refuelling, a GPS journey or a fine is charged to the driver of that day's cover or, if there is none, to the assignment's driver. That is why the rota feeds each driver's takings (Production), their variable pay (Payroll), the identification of the driver of a fine (Fines), the cross-checks in Discrepancies and what each car leaves in My business.

#The week's rota

When you open Rota you see the current week: each row is a car on a shift and each column, a day. In each cell, who drives. At a glance you can see the covered shifts, the covers and the gaps (shifts nobody is doing).

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1. 1
   The five views: Week, Month, Assignments, Absences and Shifts.
2. 2
   Covered today: of today's shifts, how many have a driver (the regular one or the cover).
3. 3
   Gaps: shifts from today onwards this week with no driver. Tapping it turns on Gaps only.
4. 4
   The week's Covers, Absences that leave shifts to cover, absence Requests to approve and cars Without a driver on any shift.
5. 5
   The week: the arrows move to the previous or next one.
6. 6
   The search box and Gaps only, which leaves only the cars with some shift to cover. The ⓘ next to it explains the colours.
7. 7
   A cover (teal, with arrows): Sergio N. drives the Kia on Wednesday, the regular driver Laura P.'s day off.
8. 8
   A past day left uncovered («—», dimmed): the car did not go out. The past can no longer be changed.
9. 9
   A gap (red): today Sergio N., the Tesla's regular driver, is off and nobody covers him.

Today's column is highlighted. Each car takes as many rows as it has shifts that week.

#Covering a gap

Tap any cell from today onwards and the action sheet for that car, shift and day opens: Cover this day (or Change the driver for this day on a cell with a driver), View the assignment, View the regular driver and View the car; depending on the cell, also Change or remove the cover, Assign a regular driver or View the absence. On a past day there are no actions to change anything: what happened is already attributed.

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1. 1
   What is being covered and why: the car, the shift, the day and that the regular driver is off (or absent, or the car has no regular driver).
2. 2
   To search by name, code or number plate among your hired drivers.
3. 3
   Those who can: here, David, regular day driver of the Toyota, who is off on Sunday; and the regular driver himself, if he wants to work his day off.
4. 4
   Those already working that day appear at the end, greyed out, and cannot be chosen («already working: …»).
5. 5
   Reason; if left empty, FleetPilot records «Regular driver's day off» or «Regular driver's absence».
6. 6
   Keep the car off the road: the car does not go out that shift.
7. 7
   Cover saves the cover (not tapped in the screenshot).

To undo a cover, tap the cell and choose Change or remove the cover: the same dialog shows Remove the cover, which gives the shift back to the regular driver (or leaves it as a gap if they have the day off).

#The month at a glance

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1. 1
   The month: the arrows go to the previous or next one.
2. 2
   The search box and Gaps only, as in the week.
3. 3
   The month's gaps, from today onwards.
4. 4
   Today, framed. Each square carries the initials of whoever drives: blue for the regular, dark teal for a cover.
5. 5
   A gap (a red «!»). Hover over it to see the detail or tap the box for its actions.

The month is for planning: where uncovered days off pile up, which weeks have approved holidays and which cars are left without a driver. Covers are usually set a few days ahead, which is why the coming weeks show «!» until you cover them.

#Assignments

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1. 1
   Active: assignments in force right now. A double-shift car has two.
2. 2
   No declaration (the driver has not signed the assignment declaration) and No days off (the rota counts all seven days and does not show their gaps).
3. 3
   Changes this month: assignments that started this month (new hires, car or shift changes, handovers).
4. 4
   The filters: Active, Declaration pending, No days off, Ended (the history) and All.
5. 5
   Days off and period: the days off each week, since when and, if it has ended, until when and why.
6. 6
   Declaration: signed or pending (only for active ones).
7. 7
   New assignment: a regular driver for a car and shift.

Each row is an assignment: the driver, the vehicle, the shift with its time band, the days off (M, T, W, T, F, S, S) and the period. Assignments are never deleted: when a driver changes car or leaves, theirs is closed with a date and time and stays under Ended. That way you can always find out who had a car on any day in the past. Tapping a row opens its record, with Summary, Next days (the next 14, cell by cell, to cover or change each one) and Documents (the PDF of the signed declaration); under More options, Change days off and End the assignment.

The assignment declaration is the document in which the driver declares that they are the usual driver of that car on their shift from that date, except for days off, absences or covers, and that they answer for any offences they commit. They sign it in «My shift» or on your screen with Sign. If a fine arrives for that car during their shift, identifying them leaves no doubt (see Fines).

#Assigning a regular driver

New assignment (in the Assignments tab, in the Create button in the top bar or, from a «No driver» cell in the week, with Assign a regular driver) opens the assignment dialog. While you choose, FleetPilot checks the rules and shows you the result before saving: that the driver is hired and has a current contract (signed), that the car belongs to your business, that it is available, the MOT and insurance in force, the driver's licences and permits (they warn, they do not block), what is going to be closed (their current assignment and the car's on that shift) and whether they have an approved absence in progress. Green is fine, amber warns, blue informs and red blocks.

#Assigning yourself a car if you drive

If you drive, you assign yourself your car just as you would any driver: choose your name under Driver. The checks let you through even though you have no contract, because you are the car's owner: under Current contract and The car belongs to their employer you appear yourself. There is no assignment declaration to sign. If you change car or shift, the new assignment closes the previous one and relieves whoever had that car and shift, as with anyone.

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1. 1
   Driver (himself) and vehicle, searching by name or number plate.
2. 2
   The shift and from when (date and time): today, at the current time; never a past date.
3. 3
   Weekly days off (FleetPilot suggests those of his current assignment).
4. 4
   Current contract and the car belongs to their employer: for the owner-driver, himself as the owner.
5. 5
   What will happen on saving: his current assignment (the 7247 LTY by day) is closed and he relieves the night employee of the 7336 MSC.
6. 6
   Assign (not clicked in the screenshot).

#Absences

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1. 1
   To approve: requests waiting for your answer. A request does not leave a gap until it is approved.
2. 2
   Absent today, on sick leave today and approved holidays starting in the next 30 days, to plan who covers.
3. 3
   The filters: To approve, In progress, Upcoming, Past, Rejected and cancelled and All.
4. 4
   A request: driver, number (AU-…), type, period, calendar days and status.
5. 5
   Approve and Reject from the row itself.
6. 6
   New absence: record an absence for a driver (sick leave, a paid leave).

When you approve, the driver gets a notification and from then on their shifts on those days show in the rota as gaps («Not covered · Holidays»…) until you cover them; in the absence's record, Affected shifts shows them one by one so you can cover them. When you reject (with confirmation), they are notified too. An approved absence can be cancelled from its record: the driver counts again on those days. Sick leave that reaches you some other way you record yourself with New absence, ticking Record it as approved; the reason for sick leave is health data: do not write the diagnosis.

#Shift templates

The Shifts tab lists the templates with their time band, their hours, the days they run and how many active assignments each one has. They are created with New shift and changed by tapping their row: code (D, N, C, TD…), name, start and end time (if the end is earlier than the start, the shift ends the next day), days it runs, colour, order and whether it is active. A shift that crosses midnight belongs to the day it starts: a trip at 01:30 on Sunday belongs to Saturday's night shift (and to Saturday's cover, if there is one). If a template exceeds the maximum daily working time in Settings, it warns you.

#Tips

• Start the day with Gaps only: each gap today is a car that does not go out.
• Always record covers, even if it is a verbal swap between colleagues: otherwise, the trips, the fuel card and the fines of that day are charged to the regular driver.
• Set the days off in every assignment. Without them the rota counts all seven days and does not show you the gaps.
• To move a driver to another car, use New assignment: it closes the previous one at the same instant and leaves no overlaps or gaps in the attribution.
• Approve holidays in good time and look at Holidays (30 days) to plan who covers.

As well as Uber, Bolt, Cabify or FREENOW trips, many owner-operators have their own clients: a neighbour who asks you for an airport transfer every week, a hotel that calls you for its guests, a company that hires a car by the hour. Bookings is where you note those services down: the client, the pick-up and the destination, the date and time, the flight (to follow its delay), the passengers, the vehicle requirement (standard, premium, people carrier, PMR-adapted —for people with reduced mobility—, electric…) and the agreed price before VAT. Then you give it a car and driver (you, if you drive, or one of your employees), report it to the Ministry's register before it starts if it is a VTC (vehicle for hire with driver) and, once done, you invoice it from Billing.

It has three tabs: Bookings (the list), Calendar (the week) and Clients (their records and terms). The demo does not have any yet: the screenshots show the empty list and the forms open, unsaved.

#The list of bookings

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1. 1
   The three tabs: Bookings, Calendar (the week, each booking on its day) and Clients.
2. 2
   Today and 7 days: bookings with a pick-up today and over the next week.
3. 3
   Unassigned: no car or driver yet and a pick-up within the next 48 hours.
4. 4
   Not reported: with a car, but not yet reported to the VTC services register. Starting a service without reporting it is a very serious offence.
5. 5
   Completed this month with their amount before VAT, and those cancelled or where the client did not show up.
6. 6
   The filters by status: upcoming, today, unassigned, not reported, in progress, completed and cancelled.
7. 7
   New booking (also from Create, at the top).

#A new booking

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1. 1
   The client: searched by name or code. If they are new, add them first in Clients.
2. 2
   The type (transfer, by the hour, event…) and, if it is by the hour, the hours booked.
3. 3
   The pick-up date and time.
4. 4
   Pick-up and destination.
5. 5
   The flight, to follow its delay if you pick up at the airport, and the passengers.
6. 6
   The vehicle requirement: it decides which cars are proposed when you assign it.
7. 7
   The passenger (the name for the pick-up sign: it is not reported to the register) and their phone.
8. 8
   The price before VAT; the client's discount is applied on the invoice.

#Notifying the VTC service register

Every VTC service (vehicle for hire with driver) is reported electronically to the Ministry of Transport's register before it starts: who provides it and their tax ID, the intermediary, the place and date of the contract, the start place and time, the end date and the number plate. No passenger data. The VTC register tab of each booking shows the reports made, with their reference, and the buttons to report the booking, a change (if you change the car or the time), the start or the cancellation. In the demo the reporting is simulated with the shape of the official web service (see Integrations). A taxi has no such reporting.

#Your clients

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1. 1
   The name and the type (company or individual), with their tax ID for the invoice.
2. 2
   The contact person, the phone, the email and the address.
3. 3
   The terms: the payment terms of their invoices and the discount you give them.
4. 4
   Active: an inactive client no longer appears when you create bookings.

The Clients tab shows each client with their payment terms, their discount, their bookings over the last 30 days, the amount invoiced in 12 months and what is pending collection, with filters for those who owe money or have overdue invoices.

#Tips

• Assign in good time: the «Unassigned» indicator only looks at the next 48 hours.
• Report as soon as you assign: if you later change the car or the time, report the change.
• Enter the flight on airport pick-ups: if it is delayed, you see it without calling anyone.

If your cars carry a telematics unit (a GPS that sends the position, the speed and whether the engine is on), the Live map plots them on the map in the colour of their status and, next to it, the list of your cars with who is driving it now: whoever has the day's cover or, if there is none, the assignment whose shift includes that time (the same attribution rule used throughout the app: each event belongs to whoever had the car at that moment).

In the demo the telematics is simulated with the shape of a real provider's API (see Integrations). The Live map has two tabs:

• Fleet: the picture right now. Where each car is, who is driving it and, when you tap it, its route for the day.
• Trips: the trips of all platforms (Uber, Bolt, Cabify, FREENOW, taxi and your bookings) over a period, with who was driving and, if the car has telematics, the route it followed.

#Your cars on the map

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1. 1
   The two tabs: Fleet (right now) and Trips (a period's trips).
2. 2
   The count by status: on a trip (with a passenger or on the way to pick one up), free, idle (engine on, not moving), switched off or with no position.
3. 3
   The controls: points of interest (airports, stations, the ZBE —low-emission zone—), number plates and names on the map, zoom in and zoom out.
4. 4
   The list's search box and the platform filter.
5. 5
   The statuses as filters: tap one to see only those cars.
6. 6
   Each car: number plate, model, who is driving it now with their shift, status and how long ago its last position arrived. Tap it to see its route.

#A car's route for the day

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1. 1
   The car with its number plate, and the arrow to go back to the list.
2. 2
   Its status, the driver right now and their shift, the last trip, today's trips and km, the speed and the last position.
3. 3
   Shortcuts to the vehicle record and the driver record.
4. 4
   Route of the day: today, yesterday or another day, with the km, the journeys, the trips and the share with a passenger.

On the map, journeys on a trip (green: they match a trip on some platform) and without a passenger (amber: kilometres with nobody on board). Below the card, the day's list: each trip with its time, its route and its amount, and each telematics journey. Kilometres without a passenger are the ones that later appear in Discrepancies if they exceed the threshold.

#Trips: the trips and who was driving

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1. 1
   The period: today, yesterday, the last 7 days or a date range (up to three months).
2. 2
   The filters: platform, status (completed, cancelled…), a driver or a car.
3. 3
   The figures for what is filtered: completed trips, km and net.
4. 4
   Each trip: platform, pick-up and drop-off time, origin → destination, driver, number plate, km and minutes, and amount. Tap it to see it on the map.

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1. 1
   The pick-up and drop-off with their time, the distance and the duration.
2. 2
   Who was driving (tap it to open their record) and why the trip is attributed to them: here, because they had the car assigned on their shift.
3. 3
   The car (tap it to open its record) and the payment method.
4. 4
   The amounts: the gross including VAT, the platform's commission and the net you keep.

If the car has telematics and the trip is from the last 14 days, the map also draws the route the car followed, coloured by speed, with a chart of the speed against the road's limit and the driving events (harsh acceleration, harsh braking, sharp turns and speeding). It helps you deal with a passenger's complaint or explain kilometres that do not add up. From Production, each trip's record takes you to this tab with See route on the map.

#Tips

• Filter by «Free» to see which car can take an urgent booking.
• Check the km without a passenger of the car with the most amber: they usually explain a discrepancy.
• Use Trips when a passenger or a platform complains: you see where the car went and who was driving it.

An incident is anything that happens to a car or a service and needs dealing with: a breakdown (it will not start, a warning light on), damage to the vehicle (a loose mirror), a client complaint (late arrival, bad route), an item left behind by a passenger, cleaning or an accident. Your drivers open them from My shift (with photos) and you open them here. Each has a priority (low, medium, high or urgent) and a status (open, in progress, resolved or dismissed), and FleetPilot Autónomos tells you who had the car at that time. Breakdowns and damage go to the Workshop as an order; accidents, to Claims.

#The list of incidents

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1. 1
   Open: those not closed (open or in progress). Next to it, the urgent and high ones and the unassigned ones.
2. 2
   Items in safekeeping: left behind by passengers and not yet returned. Next to it, the average time you take to resolve them.
3. 3
   Filters by type, priority, origin (driver, office, client, platform), vehicle and driver.
4. 4
   The views with their count: open, urgent and high, unassigned, assigned to me, breakdowns and damage, complaints, lost items, resolved and discarded.
5. 5
   Each incident: the description, the number, the type and how long ago; then the car and the driver, the origin, the priority, who it is assigned to and the status.
6. 6
   New incident (also from Create, at the top).

#The record and what you do with it

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1. 1
   Number, type and status, the description, when, the origin and who opened it.
2. 2
   Priority, status, how long it has been open and who it is assigned to.
3. 3
   The vehicle and the driver who had it: tap them to open their records.
4. 4
   Resolve (with what was done), Assign to someone, Send to workshop (creates the order), Open a claim or Dismiss.
5. 5
   Who had the car?: the proposed person and why (here, from the rota), checked against the trip in progress, the telematics and the clock-ins.

Depending on the type, the record has its own block: for a complaint, who complains, their contact, the platform or the trip, the reason and the reply to the client; for a lost item, what it is, where you keep it and, when it is returned, to whom, how (in person, via the driver, by courier or through the platform) and when. A resolved incident can be reopened.

#Opening an incident

With New incident you first choose the type (breakdown, damage to the vehicle, client complaint, lost item, cleaning, accident or other) and then fill in the rest:

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1. 1
   Priority and origin: who reports it (you from the office, a driver, a client or a platform).
2. 2
   The vehicle: one of your cars.
3. 3
   The driver: if you leave it empty, FleetPilot Autónomos fills in whoever had the car at that time.
4. 4
   Date and time when it happened.
5. 5
   The description: what is wrong, with the detail the workshop will need.

#Tips

• Send breakdowns to the workshop the same day: a car that is not repaired is lost production.
• Always reply to complaints and record it: if the client calls again, the reply is in the record.
• Record the handover of lost property: who it was returned to and when.

Vehicles is the list of your cars: the VTC cars (vehicles for hire with driver, the ones that work with Uber, Bolt, Cabify, FREENOW or with your bookings) or your taxi. FleetPilot Autónomos handles up to three cars that are not retired; they are all yours, so the owner is never asked for. For each car it keeps:

• Its identification: number plate, VIN (17 characters), make, model, version, colour, first registration and service (VTC or taxi).
• Its technical data: fuel, the DGT environmental label (Dirección General de Tráfico, the Spanish traffic authority: ZERO, ECO, C, B or no label), seats, whether it is adapted for PMR (people with reduced mobility), length, fiscal horsepower in CVF, tank, battery and reference consumption.
• Whether it meets the vehicle requirements that the ROTT (Regulation of the Land Transport Act) sets for a VTC, or the taxi's maximum age.
• The tenure: owned, renting or leasing, with the company, the monthly fee and the end of the contract.
• The VTC licence or taxi licence it is assigned to (see Licences) and the policy that covers it (see Insurance).
• The MOT (ITV, Spain's roadworthiness test): the last one, its result and the next; on a taxi, also the taximeter.
• The mileage, which arrives automatically from the telematics (the car's GPS) or is entered by hand.
• What it does each month: trips, income, costs and margin, with the drivers who have driven it.

#The list of your cars

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1. 1
   In service: the cars that can work against those that are not retired. Next to it, In workshop, Off the road and No driver (operational with nobody assigned: lost production). Tap any indicator to filter.
2. 2
   MOT expired or due: with the MOT expired, without a date or expiring within the expiry warning period. Next to it, Uninsured, the average age and the ECO & ZERO share.
3. 3
   The search box: number plate (with or without a space), VIN, make, model, licence, policy or driver.
4. 4
   The filters with their count: active, in service, in workshop, off the road, no driver, MOT to review, insurance to review, requirements, maintenance and, when you scroll sideways, the retired ones.
5. 5
   The drivers who drive it, with their shift: D, day; N, night.
6. 6
   The MOT and the insurance: the status (valid, expiring soon, expired), the date and how long is left. The 6267 MGX has its MOT on 22 October.
7. 7
   The car's net this month and its trips.
8. 8
   New vehicle adds a car. To its left, Filters (fuel and label) and Export CSV.

The row of a car with an expired MOT or no insurance appears in light red: it should not be on the road, and FleetPilot Autónomos will not let you assign it to any driver. Tap a column header to sort by it.

#A car's record

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1. 1
   The service and the car's status; the number plate, the make and the model; and below, the version, the colour and its age.
2. 2
   The pencil edits the car; More options changes the status, records the MOT and opens a work order, an inspection or a claim.
3. 3
   The tabs: Summary, Drivers, Production & profitability, Workshop, Claims, Fines, Expenses & cards, Documents and Changes.
4. 4
   The key figures: mileage, next MOT, insured until, trips this month and net this month.
5. 5
   The warnings: here, an overdue maintenance according to the Workshop plans. It also warns if the car is off the road, uninsured, has an expired MOT or no licence.
6. 6
   Identification: number plate, VIN, make and model, colour, first registration (with its age) and service.
7. 7
   VTC vehicle requirements: seats, power, length and age, each with the car's figure. This one complies until 8-10-2033.
8. 8
   Tenure: renting with Toyota Renting, the monthly fee, the end of the contract (FleetPilot Autónomos warns you 60 days before) and the purchase value.

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1. 1
   Licence: the VTC licence it is assigned to (tap it to open it), its status, the renewal (visado) and the decal.
2. 2
   MOT: the last one (pass) and the next one, which is expiring soon. The bar runs from one MOT to the next; below, the date RD 920/2017 would propose, although the date on the MOT card prevails.
3. 3
   Record enters the new MOT on the day the car passes it.
4. 4
   Insurance: the policy covering it today, the type, the expiry and the cover. If passenger liability is missing, a red warning appears.
5. 5
   Mileage & telematics: the km and their last reading, the km in service this month, the GPS unit and the next maintenance (here, overdue).

The Drivers tab shows who has the car assigned (with their shift and since when) and the covers for the next few days; Workshop, its maintenance and its orders; Claims and Fines, each attributed to whoever had the car; Expenses & cards, its fuel or charging cards, refuelling and expenses; Documents, the technical data sheet, the registration certificate, the MOT card or the renting contract.

A taxi has the same record with three differences: the only requirement is the maximum age (10 years in Madrid), the licence is a municipal taxi licence and there is one more card, the taximeter, with its annual verification.

#What each car leaves you

The Production & profitability tab answers two questions: what the car has done this month and how much it leaves you. To see the account of your whole business, with your drivers' payroll, go to My business.

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1. 1
   The month's figures: trips, km in service, net, net per km and the average monthly margin of closed months.
2. 2
   By platform: what the car has done this month on Uber, Bolt, Cabify and FREENOW (trips and net).
3. 3
   By driver: who has earned with the car, including whoever covered it on some day.
4. 4
   Income and costs in recent months: the net (blue), the costs (amber) and the margin line. The current month, highlighted, is only part way through.

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1. 1
   Car profit & loss: one column per month.
2. 2
   Net income: what the platforms have paid for the car's trips, with their incentives.
3. 3
   The costs: fuel and charging on its cards, finished workshop jobs (without what an insurer pays), the monthly insurance premium, the renting fee, the fines your drivers do not pay and other expenses.
4. 4
   Margin: income − costs. It is what the car brings in before paying its drivers.

#The actions in More options

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1. 1
   Change status: in service, in workshop, off road or retired, with the reason.
2. 2
   Record MOT: the inspection, its result and the next one.
3. 3
   Update mileage: an odometer reading (telematics sets it automatically).
4. 4
   New workshop order with the car already filled in (see Workshop).
5. 5
   New inspection: photos of the car when you hand it over, when it comes back or after a knock.
6. 6
   New claim: an accident report (see Claims).

On a taxi there is also Verify taximeter. A retired car no longer has any actions.

#Adding a car

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1. 1
   Plate: the current format, 4 digits and 3 letters without vowels (1234 LMN), with or without a space.
2. 2
   VIN: 17 characters, without I, O or Q. Plate and VIN cannot be repeated.
3. 3
   First registration: it gives the car's age, the maximum age and the MOT frequency.
4. 4
   Service: VTC or taxi. It changes the requirements checked and the MOT proposed.
5. 5
   Fuel: when you choose it, the environmental label is proposed (electric, ZERO; hybrid, LPG or gas, ECO; the rest, C). Check it on the MOT card.
6. 6
   Length (in mm) and Fiscal HP (in CVF): without them the VTC requirements cannot be checked.
7. 7
   Tenure: owned, renting or leasing; with renting or leasing, the company, the end of the contract and the fee.

#What FleetPilot Autónomos checks

#Tips

• Fill in the fiscal horsepower and the length of each VTC from the technical data sheet: without them you cannot tell whether it complies.
• Use work orders instead of changing the status by hand: the car goes in and out of the workshop by itself and the days off the road and the cost are recorded.
• Record the MOT on the same day, with the card's date, and attach the report in Documents.
• Look at each car's account before renewing a renting contract: the margin over recent months tells you whether it pays off.

To work, each car needs its licence:

• The VTC licence (vehicle hire with driver), granted by the regional government (in Madrid, 28-VTC-…; in Málaga, 29-VTC-…). It is tied to you, its owner, and to an assigned vehicle, which it must always have.
• The taxi licence, municipal (in Madrid, LIC-MAD-…), with its town or joint service area.

For each one FleetPilot Autónomos keeps the assigned car and the history of those it has had, the scope (region and town), the grant date, the renewal (visado: the two-yearly check that you still meet the requirements), the decal the car carries in Madrid and the status: valid, pending, suspended or cancelled. The Checks view goes through what the regulations require with your data and tells you what does not comply or needs watching.

#The licence list

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1. 1
   The two views: Licences (the list) and Checks (the regulations).
2. 2
   Valid, by type: VTC licences and taxi licences.
3. 3
   Renewal to review: expired or expiring soon. Next to it, the old decal (in Madrid it stops being valid on 3-11-2026), those pending and those with no vehicle.
4. 4
   The search box: by number, number plate, town or decal serial number.
5. 5
   The filters: valid, VTC, taxi, renewal to review, old decal, no vehicle, pending, suspended and cancelled, and all.
6. 6
   The car assigned to each one, with its environmental label; then the scope, the renewal, the decal and the status.
7. 7
   New licence adds a VTC licence or a taxi licence.

#A licence's record

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1. 1
   Type and region, status, number, owner (you) and assigned car.
2. 2
   The pencil edits the licence; More options changes or removes the vehicle and records the renewal (on a taxi licence, it also verifies the taximeter).
3. 3
   The tabs: Summary, Assigned vehicles (the history of the cars it has had), Documents and Changes.
4. 4
   Details: type, number, region, town and grant date.
5. 5
   Renewal: the last and the next, with a bar showing what is left. Record enters the new renewal.
6. 6
   Assigned vehicle: number plate (tap it to open the car), model, label, PRM and the car's status.
7. 7
   VTC vehicle requirements: whether the assigned car complies, and until when.
8. 8
   Decal: the model (the new two-colour one from 2026) and its serial number.

#Recording the renewal

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1. 1
   Renewal date: the date of the decision; it cannot be in the future.
2. 2
   The next renewal: FleetPilot Autónomos sets it 2 years after the date.
3. 3
   Record renewal (not tapped in the screenshot).

If the assigned car does not meet the VTC requirements, the dialog warns you: the renewal will check them. Recording the renewal of a suspended licence makes it valid again.

Remove the vehicle leaves the licence without a car (if you sell it or it is a total loss before you have the replacement). From that day the 2-month period to assign another one starts: the list, the record and the checks say how many days are left, and meanwhile the licence cannot work. Retiring the car in Vehicles also unassigns it.

#A taxi licence

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1. 1
   A taxi licence of the Community of Madrid, valid, with its owner and its taxi.
2. 2
   The municipality: for taxis, the municipality or the joint service area (here, Madrid's).
3. 3
   No two-yearly renewal: taxi licences are reviewed by the city council.
4. 4
   Taxi requirements: up to 10 years old; this one stops being valid in July 2032.
5. 5
   The assigned taxi and the next taximeter verification. It is verified from More options → Verify taximeter.

#The regulatory checks

The Checks view is the list worth going through every so often. Each card is a rule, with the regulation that requires it, its status (red: does not comply; amber: to review; green: complies) and the cases to deal with, which open from their row.

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1. 1
   Breaches: the red cases across all checks. To review: the amber ones, which comply today but need watching.
2. 2
   Assigned vehicle (LOTT art. 99.4): licences with no car, with the days left of the 2 months.
3. 3
   VTC vehicle requirements (ROTT art. 181.2): the cars that do not comply or that reach the age limit within a year.
4. 4
   ECO or ZERO label in Madrid and new decal.
5. 5
   Drivers per licence: in Madrid, drivers for at least 75 % of the VTC licences; you count if you drive.
6. 6
   Two-yearly renewal (ROTT art. 42) and, below, the taximeter verification.

#Creating a licence

With New licence you choose the Type (VTC or taxi licence) and enter the Number of the decision; then the Assigned vehicle (one of your cars of the same service: if you do not have it yet, it is assigned later), the Region and the Town, the Grant date and the Status («Pending» until it is granted), the Last renewal (FleetPilot Autónomos proposes the next one 2 years later) and, for VTC licences, the Decal model and its serial number. The owner is not asked for: it is you.

#What FleetPilot Autónomos checks

#Tips

• Go through the Checks once a month: today's amber is next month's red.
• Look for the replacement in good time: a car reaching 10 years appears in the checks with a year's notice. The new one must meet the ROTT and, in Madrid, be ECO or ZERO.
• Attach the decision and each renewal in Documents: they are the first thing an inspection asks for.

Workshop is where you organise what is done to your cars outside: at your usual garage, at the dealer or at the MOT (ITV) station. It has four views:

• Orders: each job on a car —maintenance, breakdown, tyres, bodywork and paint, MOT, cleaning…— with its workshop, its dates, the days off the road and its cost (labour and parts).
• Maintenance: what is due on each car according to the maintenance plans, by kilometres and by time, with the estimated date and whether it already has its order.
• Inspections: checking the car with 12 guided photos when you hand it over to a driver, when it comes back or after a knock. An AI (artificial intelligence; simulated in the demo) analysis compares it with the previous one and marks the new damage, which you review.
• Plans: the maintenance rules («Service every 15,000 km or 12 months»…) and which cars they apply to.

Every day in the workshop is a day without production: that is why FleetPilot Autónomos counts the days off the road and warns you about maintenance before it is overdue.

#Orders on the board

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1. 1
   The views: Orders, Maintenance, Inspections and Plans.
2. 2
   In the workshop: orders that have gone in and not come out. Next to it, the scheduled ones and those for the next 7 days.
3. 3
   Done (month), Days off road (avg) of those finished this month and the cost this month.
4. 4
   Switch between the board (by status) and the list (with filters, search and export).
5. 5
   A scheduled order: the MOT of the 6267 MGX on 20 October. Check in records the entry on the day you take it.
6. 6
   An order in the workshop: the repair from claim SN-2026-0001, since 8 October. Finish records the exit with the work done and the cost.
7. 7
   New work order.

The third column is the orders finished in the last 30 days. A scheduled order whose date has passed has an amber border: it is usually a car that never made it to the workshop (change the date or cancel it).

#A work order's record

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1. 1
   Number and job type, status, description, car and workshop.
2. 2
   The pencil edits the order; More options moves it forward or cancels it with a reason.
3. 3
   The key figures: status, days off the road, km and total cost.
4. 4
   The next step button: here, Finish the order.
5. 5
   Progress: scheduled, in the workshop and done, with their dates.
6. 6
   Vehicle: the number plate (tap it to open the car), the model, its status and its km.
7. 7
   Origin: where the order comes from (here, claim SN-2026-0001) and whether it is covered by insurance.
8. 8
   Workshop and costs: the workshop, the labour, the parts and the total. What an insurer pays does not go into the car's account.

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1. 1
   Check-out date: it cannot be before the entry. The days off the road run from one to the other.
2. 2
   The mileage at check-out: if it is higher than the car's, it is updated.
3. 3
   Work done: what the invoice says.
4. 4
   Labour and Parts: the order's total is the sum of the two.
5. 5
   Covered by insurance: then it does not count as a cost of the car.
6. 6
   It is the repair of a claim: its days off the road come from this order and the claim moves to pending recovery.
7. 7
   Finish the order (not tapped in the screenshot).

An order is also created by itself: when you tap Schedule on a maintenance item, or send an incident (Incidents) or a claim (Claims) to the workshop. The MOT works the same way: an MOT order with the station and the date; when you record the MOT on the car's record (Vehicles) it closes by itself.

#Upcoming maintenance

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1. 1
   Overdue: past the km or the date. Next to it, those due soon (1,500 km or 30 days or less to go).
2. 2
   Not scheduled: overdue or due-soon items that do not have an order yet. Next to it, those that already have one.
3. 3
   The filters: To handle (the starting one), Overdue, No order, With order and All.
4. 4
   The last one (the date and its order) and the next: at what km it is due and how far it is past or how much is left.
5. 5
   Schedule: creates the order at the workshop and on the date you choose, with the plan, the km and the description already filled in.

The Plans view has the default maintenance rules (the service every 15,000 km or 12 months, the tyres…) and which cars they apply to: all of them or only those of a make, a model or a fuel. With New plan you add your own (for example, the manufacturer's service for your electric car).

#Inspections

An inspection is a snapshot of the car's condition at a given moment: when you hand it over to a driver, when it comes back, after a knock or periodically. It takes 12 guided photos, one per area. FleetPilot Autónomos compares each inspection with the previous one of the same car: damage that was not there before is new and belongs to whoever had the car between the two. The AI proposes and you decide: until you review it, damage is not used to open a claim or to ask anything of a driver. The demo does not have any yet.

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1. 1
   Vehicle: the car you hand over, receive or check.
2. 2
   Reason: handover to driver, return, after an incident or periodic.
3. 3
   Date and time: they cannot be in the future; they tell who had the car.
4. 4
   Driver: if you leave it empty, whoever had the car at that moment according to the rota.
5. 5
   The reminder: it is compared with the car's last inspection; then the 12 photos are uploaded and analysed.

#What FleetPilot Autónomos checks

#Tips

• Schedule maintenance from the Maintenance view, with the No order filter: the order already comes with the plan and the km.
• Enter the costs when you finish, with the invoice in front of you, and tick Covered by insurance when it applies: otherwise the cost will fall on the car's account.
• Do an inspection every time a car changes hands: without the handover and the return you cannot know who caused damage.

A claim is any damage to one of your cars: a collision with another vehicle, a rear-end, a scrape while parking, a broken window, vandalism or theft. Claims keeps each one with its number (SN-2026-…) and follows it until it is closed:

• What happened: car, date and time, place, type, severity and description.
• Fault (yours —your car's—, the other party's, shared or undetermined) and third parties: the other vehicle's number plate and insurer and whether the joint accident report or DAA (declaración amistosa de accidente) was signed.
• The driver: FleetPilot Autónomos works out by itself who had the car at that moment (the day's rota cover or the assignment of their shift), just as with trips or fines. If it was you, your name appears.
• Dealing with the insurer: the policy, the claim file the company opens, the assessment, the repair order, the excess (the part of the damage you pay with a «comprehensive with excess» policy), the recovery (what the other party's insurer pays when it was their fault), the days off the road and the loss of use (the lost production claimed for those days).
• Personal injuries, if anyone was hurt: it is health data and is kept separately.

The same section holds the debt acknowledgements or RD: the document in which an employed driver acknowledges that they owe you an amount (their share of a claim with gross negligence, damage to the car, an advance…) and agrees to have it deducted from their payslip in 1 to 12 instalments. They sign it in My shift; without their signature nothing is deducted. And the Loss record view sums up the claims by driver, car, type and policy.

#The list of claims

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1. 1
   The three views: Claims, Debt acknowledgements and Loss record.
2. 2
   Open: those not closed. Next to it, those being repaired and those pending recovery.
3. 3
   At fault (year): those where you were at fault or fault was shared over the last 12 months and their share of the total. Next to it, the days off the road in the year.
4. 4
   Cost (year): the gross cost of the claims over 12 months (the final cost or, if there is none yet, the estimate).
5. 5
   The filters with their count: by status, at fault, third parties involved, closed and all.
6. 6
   The driver who had the car and where that comes from: here, from the rota cover (that day they were covering another driver's shift).
7. 7
   New claim opens a blank report.

#A claim's record

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1. 1
   Number and type, the status, the number plate and the place; below, the date, the time and the driver.
2. 2
   The pencil opens the report; More options changes the status, opens the repair, does the inspection or prepares an RD.
3. 3
   The tabs: Summary, Processing, Driver debt (this claim's RDs), Documents and Changes.
4. 4
   The key figures: fault, severity, days off the road and cost.
5. 5
   Processing: which step it is at; being repaired, with work order OT-2026-0005.
6. 6
   Driver: who had the car, where that comes from and the explanation: Sergio was covering Laura's day off on the day shift.
7. 7
   Third parties: the other party's number plate and insurer and whether the DAA was signed. Without them there is no recovery.
8. 8
   Who had the car?: all the sources at the time of the knock —the rota, the trip in progress (a Cabify from 08:58 to 09:14), the telematics and the clock-ins—.

If you choose another driver by hand, the record remembers whom the rota pointed to. If it could not be attributed (nobody had the car or there were several possibilities), choose them yourself. The Documents tab keeps the joint report, the photos, the assessor's report and the workshop's invoice.

#Processing and costs

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1. 1
   Insurer: the policy (the car's valid one that day), its cover type, the company's claim file and the outcome.
2. 2
   The inspection and the work order, linked: tap them to open them in Workshop.
3. 3
   Costs: estimated and final cost, excess applied (with the policy's as a reference), recovery and loss of use.

The cost of a claim is the gross cost of the damage, without deducting excesses or recoveries. What it really costs you depends on fault: when the other party was at fault, almost everything comes back with the recovery; when you were, the policy pays for the repair minus the excess. When the repair order is finished at the workshop, the claim moves by itself: if the other party was at fault it goes to Pending recovery; with any other fault, to Closed. In both cases it adds the days the car spent in the workshop.

#Adding a claim

Many reports come from the driver: from My shift they send the accident report with the description, the photos and the DAA, and FleetPilot Autónomos opens the claim on the car they were driving, with its policy, and a high-priority (urgent if anyone is injured) incident so that you find out at once. If someone tells you by phone, or you had the knock yourself, add it with New claim.

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1. 1
   The vehicle.
2. 2
   Date and time of the event: they cannot be in the future. They are used to look up the driver.
3. 3
   Fault: leave it as «Undetermined» until it is known.
4. 4
   Driver: leave it empty and it is attributed automatically to whoever had the car.
5. 5
   Third parties involved and Joint accident report (DAA) signed. The scanned DAA goes in the Documents tab.
6. 6
   Policy: empty = the car's valid one that day. Below, the insurer's claim file.
7. 7
   Someone is injured and Personal injuries: health data, kept separately. Further down, the excess applied (if you were at fault, the policy's is proposed) and the costs.

#Debt acknowledgements

If an employed driver was at fault for some damage and agrees to pay part of it (for example, the excess), from More options → New debt acknowledgement you prepare an RD with the amount, the reason and the instalments (from 1 to 12). The driver reads it and signs it in My shift; from then on, each instalment is deducted from their payslip (Payroll). Without their signature nothing is deducted, and never more than can legally be withheld. The RDs of all your drivers are in the Debt acknowledgements view. If you drive yourself, there is no RD: you already pay for the damage.

#What FleetPilot Autónomos checks

#Tips

• Always ask for the joint report and the other party's number plate and insurer: without them there is no recovery.
• Enter the recovery and the loss of use as soon as they arrive: it is what you get back for the days the car could not work.
• Upload the photos the same day: the insurer will ask for them.

Every car on the road must be insured. Insurance holds your policies: individual (one car) or fleet (a single contract for several cars, usual with two or three). For each one FleetPilot Autónomos keeps the insurer, the broker, the policyholder, the cover type (third party, extended third party, comprehensive with or without excess), the covers, the premium and how it is paid, the excess, the start and expiry dates and the cars it covers, with the history of additions and removals. A car is on only one policy at a time.

The covers that matter for a VTC or a taxi are compulsory liability (the civil liability of compulsory motor insurance: damage to third parties) and passenger liability (damage to your passengers), required by the transport regulation. SOV (seguro obligatorio de viajeros, compulsory passenger insurance) is only required for vehicles with 9 seats or more.

#The list of policies

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1. 1
   Two views: Policies and Vehicles & cover (each car with its policy and what it covers).
2. 2
   Active policies and the insured cars they add up to.
3. 3
   Expiring within 60 days: they need renewing in time.
4. 4
   Cars without a policy: those not on any policy today. A car without insurance cannot be on the road or be assigned.
5. 5
   Annual premiums and loss ratio: the cost of claims against the earned premium.
6. 6
   The filters: in force, expiring within 60 days, being renewed, fleet, individual, expired and cancelled.
7. 7
   New policy.

#A policy's record

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1. 1
   Insurer and type, status, number, cover type, policyholder and expiry.
2. 2
   More options: Add car and Renew.
3. 3
   The tabs: Summary, Vehicles (the cars covered and since when), Loss record (the claims of its cars), Documents and Changes.
4. 4
   Cars, expiry, annual premium and loss ratio.
5. 5
   Policy details: insurer, broker, policyholder, type, cover type and the bar of its policy year.
6. 6
   Cover: compulsory liability, passenger liability, glass, roadside assistance, own damage, legal defence…
7. 7
   Premium and payment: annual premium, payment method, earned premium, excess and average premium per car.

#Renewing a policy or changing its cars

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1. 1
   The new policy's number (if the insurer keeps the number, add the year).
2. 2
   The start date and expiry of the new policy year.
3. 3
   The new premium (each car's is adjusted in the same proportion).
4. 4
   What will happen: the new policy comes with the same covers, excess and payment method; your cars move to it on the start date and the old one stays renewing until that day.

#Tips

• Renew with a month to spare: the warning appears 60 days before expiry.
• Look at the loss ratio before negotiating: it is what the insurer will look at.
• Keep the policy and the receipts in Documents: you may be asked for them in an inspection.

Drivers holds your team: the hired drivers (the regulars of a car and a shift, and the relief drivers, who cover days off and absences), the candidates in the pool, those onboarding (see Onboarding), the suspended ones and those who have left. You are their employer: you register them with Social Security and pay their wages (with your payroll agency, if you have one).

For each one FleetPilot Autónomos keeps their licences and permits with their expiry —the DNI or NIE (Spanish ID or foreigner's ID number), the B licence with its seniority and points, the VTC driver permit (compulsory in Madrid since 2-10-2026) or the taxi's municipal permit, the sexual offences certificate (only its date: it is criminal-record data) and occupational risk prevention training—, their contract, their car and shift, their contact details, their personal and bank details (IBAN and NAF, the Social Security affiliation number), their platform accounts, their production, their working time, their payslips and their documents.

If you drive, you also appear on the list, as Owner: you have your own driver record so that cars can be assigned to you and trips and fines attributed to you, but without a contract, payslip or time recording, because you are not an employee. It is explained in If you drive.

#The list of drivers

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1. 1
   Hired and how many are working right now (according to their clock-ins).
2. 2
   Candidates in the pool and leavers this month.
3. 3
   Licences expired or expiring soon: they cannot drive until renewed.
4. 4
   No fixed car: relief drivers and new hires, with no car or shift.
5. 5
   The search box: name, code, number plate, ID or phone.
6. 6
   The filters: hired, working now, no fixed car, licences, contract to sign, high risk, in the pool and, scrolling sideways, onboarding, suspended and left.
7. 7
   The car and shift (D, day; N, night) and the status of their licences. Then their platforms, what they have done this month, their risk and whether they are working now.
8. 8
   New driver: goes into the pool (also from Create).

If you drive, you see yourself on the same list with the Owner label and «No employment contract». This is how it looks for Tomás Rey, who drives one of his two cars by day:

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1. 1
   Owner: Tomás drives his own cars; he has no employment contract. See If you drive.
2. 2
   He is assigned a car and a shift like anyone else: here, the 7247 LTY by day.
3. 3
   His production this month: platform trips are attributed to him when he has the car.
4. 4
   A relief driver: hired, with no fixed car; covers the others' days off.

#The driver's record

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1. 1
   Code, status, name, car and shift.
2. 2
   More options: assign a car, record an absence, suspend or process leaving.
3. 3
   The tabs: Summary, Contracts, Documentation, Assignments, Platforms, Production, Working time, Payroll, Fines and claims, Cash, Risk, Documents and Changes.
4. 4
   Car and shift, seniority, trips this month and net per hour.
5. 5
   Licences and permits: ID, B licence (seniority and points), VTC driver permit and sexual offences certificate, each with its expiry; risk prevention training and languages.
6. 6
   Current contract: employer (you), status, type and working hours, period, end of the probation period and collective agreement.
7. 7
   Car and shift: the vehicle, the shift with its hours, the day off, since when and the signed assignment declaration.
8. 8
   Personal data and Bank and Social Security: the IBAN and the NAF, hidden; the eye shows them (and it is logged).

#Documentation

The Documentation tab gathers everything about the driver: what they provided (ID, driving licence, VTC permit, sexual offences certificate…, with its expiry and who validated it), what they signed when hired (the contract and its annexes), what they sign afterwards, with each event (the assignment declaration for each car, the handover of each card, cash receipts, debt acknowledgements, leaving) and the legal notices (geolocation, data protection…). Each document shows its status, who signed it and when, and how (in My shift, on the office screen or on paper).

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1. 1
   The figures: documents, pending signature (by the driver), company signature (what you still have to sign) and expiries. One click filters.
2. 2
   The search box and the filters: pending, provided, hiring, after hiring and legal notices.
3. 3
   Register provided document: a renewed ID, licence or certificate.
4. 4
   The contract, on the official SEPE (Spanish public employment service) model, signed on paper in 2023.
5. 5
   The assignment declaration for the 6267 MGX: the regular driver for the purposes of fines.
6. 6
   The legal notices, each with its version, signed in My shift.

#Hiring, changes and leaving

FleetPilot Autónomos does each action in one go, with its checks:

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1. 1
   The leaving date and the reason (voluntary, end of contract, dismissal…).
2. 2
   Add to the blacklist: they cannot be hired again (with its reason, required).
3. 3
   What is closed at the same time: their assignment, their card, their platform accounts, their contract, their future covers and absences, and their My shift user.
4. 4
   What is kept: the documents, the working time, the production, the payslips and the whole history.
5. 5
   Process leaving (not tapped in the screenshot).

#Tips

• Look at the «Licences» indicator every week: what is expiring soon, so you can ask for the renewal in time.
• Create the My shift user when you hire: without it, the driver cannot clock in or sign.
• Use leaving in one go: closing the contract, the cards and the platforms by hand leaves loose ends.

With one or two cars, the usual thing is that you drive: on your own, or you by day and an employee at night. In FleetPilot Autónomos you are then the owner-driver: you have a driver record linked to your business (you are its owner) and to your user. Thanks to it, cars, covers and cards are assigned to you in the rota, and your trips, refuelling, journeys and fines are attributed to you like to any driver: that way each car's takings, the discrepancies and the identification of a fine come out right.

But you are nobody's employee: you work for yourself. That is why your record has no employment contract, payslip or variable pay, employment paperwork, working-time record or cash float. You can see it in the demo with Tomás Rey (he drives his Toyota by day and has an employee at night), Rosa Delgado (her taxi by day) and Khalid Benali (on his own).

#Your record and the drivers list

Your owner-driver record is created automatically when you create your account, if you tick Do you drive any of your cars yourself? (see Create your account and sign in), with your name, your DNI or NIE and your user linked. It is in Drivers, like your employees' records, with the Owner label. Complete it with your driving licence, your VTC driver permit (or taxi permit) and your sexual offences certificate, with their expiry dates: FleetPilot will warn you before they expire.

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1. 1
   His code (C-0001), the Owner label and, below, «Owner-driver» with his car and shift.
2. 2
   The tabs: assignments, platforms, production, fines and claims, risk, documents and changes. There are no contracts, working time or payslips.
3. 3
   His licences and permits: DNI, driving licence with its points, VTC driver permit and sexual offences certificate, with their expiry dates.
4. 4
   Owner-driver: no employment contract, payslip or variable pay, no employment paperwork and no working-time record, but with cars, covers and cards.
5. 5
   Car and shift: his car, his shift, his days off (Saturday and Sunday) and since when; the assignment declaration does not apply.
6. 6
   His user: the same one he signs in with as administrator, which therefore also has «My shift».

In the Drivers list you appear with your employees, with the Owner label and, in the status, «No employment contract». You count among the hired drivers (that is, among your business's active drivers), but not on the employment side: you do not appear in Working time, Payroll or the Cash float.

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1. 1
   Hired: all three, including him.
2. 2
   His row: «Owner-driver», with his car and shift, his licences and what he has made this month.
3. 3
   In the status, Owner and «No employment contract».
4. 4
   An employee: hired, with his contract, his working time and his payslip.

#In the rota

In the Rota you are one more driver: you assign yourself your car and shift, with your days off, from New assignment, and the checks let you through because the car belongs to your business (the «contract in force» that is checked is, in your case, you as the owner). In the cells you appear with Owner under your name. When you are off, an employee or a relief driver can cover the car for you that day, and whatever they do is attributed to them.

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1. 1
   His days: «Tomás R.» with Owner underneath.
2. 2
   On Saturday and Sunday he is off and Adrián Molina, the relief driver, covers him: those days are Adrián's.
3. 3
   The other car, at night, with his employee.
4. 4
   A gap: on Sunday Rubén is off and nobody covers him.

How to assign yourself a car, step by step and with the checks, in Rota.

#In «My shift»

With your owner-driver record you have My shift in the sidebar, next to the Dashboard and My business: your car and shift today, the car check before setting off, your takings (today, yesterday and this month, by platform and trip by trip) and Requests (add an expense, report an issue, file an accident report). What you do not have is clocking in, signatures, working time or a payslip. See My shift. On the Dashboard, «Your day» starts with your My shift block.

#Trips, refuelling and fines

Everything that happens with a car is attributed to whoever had it at that instant according to the rota (the day's cover takes precedence over the assignment). If it was you, it is yours:

• Trips: your Uber, Bolt, Cabify, FREENOW or taxi trips are attributed to you and count in your car's takings and in My business. They do not generate variable pay: you have no payslip.
• Refuelling and charging: fuel or charging cards can be assigned to you like to anyone (Fuel cards); what you refuel with them is attributed to you and is a car cost.
• Journeys: the car's GPS journeys too. As you do not clock in, your kilometres count as within your working day: a discrepancy is only raised if the car covers more than 100 km without a service in a day (ROTT, art. 182.1), and never «worked without clocking in».
• Fines: you are proposed as the driver, with the same evidence as an employee (the trip in progress, the rota).

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1. 1
   The fine: number, issuing authority, offence, car, date, time and place, and the days left to identify the driver.
2. 2
   Proposed driver: Tomás, with his licence and points, and the confidence of the proposal (high).
3. 3
   Identify the driver, Change driver or Not applicable.
4. 4
   Who had the car?: the proposal from the trip in progress, confirmed by the rota.
5. 5
   The evidence: the Cabify trip from 8:21 to 8:37 in that car, in his name.

If the fine is proposed to you, you were driving: you identify yourself as the driver, just as you would identify one of your employees, within 20 calendar days of the notification (Traffic Act, arts. 11 and 93.1). It is not passed on to anyone: in Charging and payment, «Your business pays», and its amount goes into the month's accounts. The detail of fines is in Fines.

#In Compliance

In Compliance, your record is checked like any driver's in what applies to you —the driving licence and its points, the VTC or taxi driver permit and the sexual offences certificate— and the employment items show Not applicable: contract in force, working-time record and legal notices accepted. They do not lower your score.

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1. 1
   The driver compliance, with his score.
2. 2
   What he needs in order to drive: driving licence and points, VTC driver permit and sexual offences certificate, up to date.
3. 3
   Contract in force, working-time record and legal notices accepted: «Not applicable», because he is not an employee.

#What you do not have

If anyone tried, FleetPilot Autónomos would not allow it and would say why: «This driver is the owner: they drive without an employment contract», «The owner-driver does not clock in: time recording is for employees».

Your employed drivers clock in from My shift: start, break, resume and finish. Each clock-in goes into the working-time register with the time, the origin (the driver's app or the office), the car and, if the driver accepted the geolocation notice, the place. The register cannot be altered: a clock-in cannot be changed or deleted. If there is a mistake or a missed clock-in, you enter a new clock-in that voids the previous one, with its reason; the original stays there. Each clock-in also keeps a fingerprint of its content linked to the previous one (a chain of fingerprints): if anyone changed a clock-in behind the application's back, the chain would break and the verification would say so.

From the clock-ins, FleetPilot Autónomos works out each working day: the presence (from start to finish), the breaks, the effective work (presence minus breaks), the rest since the previous working day and the hours logged in to the platforms. It has five tabs: Monthly register, By driver, Calendar, Anomalies and Integrity.

#The monthly register

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1. 1
   The tabs: monthly register, by driver, calendar, anomalies and integrity.
2. 2
   The month's working days and hours of work, and how many are on shift now.
3. 3
   Overtime (above the maximum working day), short rests and corrections made at the office.
4. 4
   The month and Export the monthly register: the one you show the Labour Inspectorate.
5. 5
   The filters: overtime, short rest, short break, no clock-out and corrected.
6. 6
   Each working day: driver, date, start and finish, work, breaks, presence and logged in, and previous rest; then the incidents and the car.

#A driver's calendar

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1. 1
   The driver (searched by name or code).
2. 2
   The month's summary: days worked, work, presence, online, overtime and short rests.
3. 3
   Export their register for the month.
4. 4
   Each day with its effective work and its start and finish (in amber, those above the maximum working day; in purple, holidays or sick leave; in red, days with trips and no clock-in). Tap a day to see it.

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1. 1
   The working day: start and finish, work, breaks, presence and logged in; and the previous rest since the last working day.
2. 2
   Enter record: something forgotten (for example, the clock-out), always with its reason.
3. 3
   Each clock-in: time, type, source (the driver's app), car, its number in the chain and the start of its fingerprint.
4. 4
   Correct: creates a new clock-in that cancels this one, with its reason. The original is not deleted.
5. 5
   The reminder: the register is not changed or deleted; a correction is a new, chained clock-in.

#Anomalies and integrity

The Anomalies tab gathers what needs looking at from the last 62 days: working days with no clock-out (missed for more than 14 h), days not clocked in (with trips and no working day: the most serious), overtime, short rests and weeks without the weekly rest. Tap any of them to go to the day and correct or explain it. The By driver tab gives each driver's hours for the month, with their weekly average and the time logged in against the presence.

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1. 1
   The fingerprint chain: clock-ins are only ever added; a correction is a new clock-in that cancels the previous one.
2. 2
   Verify now recalculates every fingerprint in order and compares them with the stored ones.
3. 3
   The result: how many clock-ins have been checked and whether any has been altered.
4. 4
   The latest clock-ins in the chain, with their number, date, driver, type and fingerprint.

#Tips

• Look at «No clock-out» and Anomalies every week: a missed clock-in corrected in time explains itself; a year later, it does not.
• Correct with the specific reason: «time of the last trip» or «start according to the telematics» still makes sense years later.
• Send the monthly register to your payroll agency (or let it export it): it is what an inspection would ask for.

Onboarding is the path of a new driver until they work for you. Instead of collecting photocopies and typing in their details, you send them an invitation; the candidate fills in their details and uploads their documents from their phone, you validate them one by one, admit them with the contract terms, everything is signed with an electronic signature and, finally, you hire them.

While onboarding lasts, the driver is onboarding: they appear in Drivers, but they cannot be assigned a car, put on a cover or a booking, given a card or clock in. All of that comes with hiring.

#The onboarding list

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1. 1
   Active: open onboardings, from the invitation to hiring.
2. 2
   What is waiting for someone: details to validate, candidates who have to correct something, validated details to admit, signing and signed but not yet hired.
3. 3
   Hires in the last 30 days.
4. 4
   The filters: in progress and each phase.
5. 5
   The phase with how far they have got (5 of 25 items and no documents) and the progress: items and documents validated and signatures.
6. 6
   Invite a candidate (also from Create).

#Inviting a candidate

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1. 1
   New candidate or from the pool or a former driver (someone already in Drivers).
2. 2
   First name and surnames, as on their document.
3. 3
   The email (their username and where the invitation is sent) and the mobile (for the signature code by text message).
4. 4
   The service (VTC or taxi) and the position.
5. 5
   Send the invitation: creates their portal user and the link.

#The onboarding record

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1. 1
   Number, service, phase, name and position.
2. 2
   The tabs: Summary, Details & documents (with what is left to validate), Signatures and Changes.
3. 3
   The phases: in green those done, with their date; in blue, the ones in progress.
4. 4
   The next step and its button (here it is still his turn: Resend the invitation if he needs it); and Reject.
5. 5
   The candidate: their driver code (C-0006), the «Onboarding» status, their contact details and when you started it.
6. 6
   Their portal access: when you invited them, their first login, when they accepted the data protection notice and their last login.

Depending on the phase, the next-step button is Resend the invitation, Review the details, Admit, Sign for the company, Remind or Hire. Onboarding that has stalled for several days deserves a phone call.

#Validating the details and documents

When the candidate sends their details, the onboarding moves to To validate and you get a notification. In Details & documents each document appears with its images and, next to it, the items checked against it: the name, the number and the expiry next to the ID; the class and the dates next to the driving licence; the IBAN next to the bank account certificate… Items that do not depend on a document (the address, the contact details) go in their own blocks. Hugo has not uploaded his ID yet, but his details can already be seen:

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1. 1
   The document's images (front and back) will go here when he uploads them: «No file».
2. 2
   The document's status (pending, uploaded, validated, to correct).
3. 3
   The details declared by the candidate that are checked against this document, each with its status.
4. 4
   Validate the item: it matches the document.
5. 5
   Ask for a correction of the item, with the reason.
6. 6
   Validate all: the document and all its details at once.

#Admitting, signing and hiring

With the details validated, your decision is what is missing. Admit asks for the contract terms —the SEPE contract code (permanent 100, 200 or 300, or temporary), the start date, the job and working hours, the probation period, the collective agreement, the variable pay and the salary— and with them it generates the documents and sends them for signature: the employment contract on the official SEPE model, the information on its essential elements, the annexes (clauses, variable pay agreement, authorisation for deductions and vehicle damage policy), risk prevention, fitness to drive, the form 145 for income tax, the work instructions and the legal notices. Reject closes the onboarding with a reason.

The candidate signs from their phone, in their portal, with the active signature provider (FleetPilot Autónomos's own signature, Signaturit or DocuSign; simulated in the demo). You sign the contract, the essential information and the annexes for the company with Sign for the company. With everything signed, Hire puts the contract in force and the driver hired: you can now assign them a car on the Rota and create their My shift user. Everything stays in the Documentation tab of their driver record.

#Tips

• Invite as soon as you decide to hire: while they fill in their details, you get the car and the shift ready.
• Validate on the same day the details arrive: the candidate is waiting to sign.
• Ask for corrections with a clear reason («the photo of the back is cut off»): it reaches them word for word.

Trips come from the platforms (through their API, synced every day, or by importing their reports) with the number plate, the driver's platform account, the route and the amounts. FleetPilot Autónomos attributes each trip to whoever had the car at the moment it ended: the person on the rota's cover for that day and shift or, if there is none, the one whose assignment's shift contains that time. So, in a double-shift car, the day trips belong to the day driver and the night trips to the night driver, and each employee's payslip comes out with their own trips.

If you drive, your trips are attributed to you just like anyone else's (see If you drive yourself): they count towards your car's production and in My business, but they do not create a payslip or variable pay, because you are not an employee of your own business.

#The summary

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1. 1
   The views: summary, trips, unassigned, imports, fare adjustments and platform payouts.
2. 2
   The period: this month, another month or a date range. Changes compare with the same days of the previous period.
3. 3
   Gross revenue, with VAT included and its amount.
4. 4
   Net the platforms pay you and their commission (in € and as a % of gross).
5. 5
   Trips, the average amount per trip and cancellations.
6. 6
   € per online hour: net divided by the hours connected to the platforms.
7. 7
   Also: km in service (with net per km), tips and tolls, cash collected and who drove, with how many cars.

Further down, production by day, the split by platform, the trend over recent months and a breakdown by platform, driver, vehicle or day (with net per hour, rating and acceptance as reported by each platform).