Glossary
This glossary covers the key terms used throughout Formbird FLEET. Throughout the help centre, these terms are underlined — hover over any underlined term to see its definition inline.
A
Account Code
A financial code used to attribute costs to a specific cost centre, budget, or project. Account codes are applied to Work Orders and expense records for cost tracking and reporting.
Allocation
The assignment of an asset to a specific person, team, or project for a defined period of time.
See Allocations.
Allocation Status
A field on each asset indicating its current assignment state. Options are Permanently Assigned, Temporary Allocation, Unassigned, and Hire Store.
See Assigning a Vehicle.
Asset
Any physical item tracked in the application — from large plant such as graders and trucks to smaller equipment like drills and batteries.
See Your Assets in FLEET.
Asset Verification
A periodic inspection process that confirms an asset's physical presence, condition, and registration details. Asset Verification uses a dedicated request type and work order, and can be scheduled to repeat at regular intervals.
See Verification.
B
Booking
A reservation of a pool asset made through the FLEET Booking calendar. A booking records who the asset is reserved for, the start and end time, and optionally a reason, Job, or Account Code. Bookings can be set to commence and close automatically, or managed manually.
See Booking an Asset.
Bulk Fuel Transaction
A record of refuelling a single asset from a bulk fuel tank or tanker, capturing the quantity dispensed, the fuel cost, and the asset's meter reading at the time. Distinct from a Fuel Requisition Request, which groups multiple assets under one request.
See Recording Bulk Fuel Transactions.
C
Commuter Use Booking
A booking that records the private or commuter use of a fleet vehicle outside its standard hire hours — for example, an employee taking a vehicle home overnight. Commuter use bookings can be generated automatically for allocated users or created manually using the repeat booking tool.
Component
A named part or sub-system on an asset — for example, engine, tyres, or battery. Components can be tracked individually, checked and serviced during maintenance work, and linked to service schedules.
See Components.
D
Daily Driver
A digital pre-start checklist completed by an operator or driver before using an asset. Used to record the asset's condition and report any faults. Faults reported on a Daily Driver become actionable Requests for the workshop.
See Completing a Daily Driver.
Defect
A fault or issue reported against an asset, typically through a Daily Driver pre-start check. Defects are escalated to the workshop as Requests.
Deferred
A status applied to a Request to indicate it is on hold — waiting for parts, a decision, or another event — without closing the request. Deferred requests remain visible on the Workshop Dashboard and can be reopened when the hold is resolved.
See Deferred Requests.
Document
A saved record created from a template. Most pages in Formbird FLEET are documents — for example, an asset record, a work order, or a booking.
E
Environment
Your organisation's own instance of Formbird FLEET. Each organisation has a separate Environment with its own data, users, and configuration.
F
Fuel Receipt
A fuel transaction record imported into Formbird FLEET from a fuel card provider or bulk fuel system. Fuel receipts update asset meter readings and contribute to fleet running cost reporting.
See Importing Fuel Cards.
Fuel Requisition Request
A request workflow for recording and managing the refuelling of multiple assets in a single operation — for example, when a mobile tanker services a group of assets at a depot. Creates a Refuel Work Order for each asset.
See Fuel Requisition Requests.
G
Generation Lead
A time or meter buffer defined on a Service Configuration. When an asset's meter or date comes within the generation lead of a service threshold, the system generates the Service Request ahead of the actual due date — giving the workshop advance notice to plan the work.
See Service Schedules.
I
Infringement Request
A request type used to capture and manage traffic or parking infringement notices associated with fleet assets. Provides a workflow for recording the notice, identifying the driver, and tracking the outcome — whether the infringement is issued, transferred, or withdrawn.
J
Job
A piece of work tracked within Formbird FLEET. Costs from plant hour records, bookings, and Work Orders can be attributed to a Job for internal job costing and reporting.
See Jobs.
K
KeyWatcher
A hardware key management cabinet that controls physical access to vehicle keys and integrates with Formbird FLEET. When KeyWatcher is configured, assets cannot be booked unless keys are checked out through the cabinet.
M
Maintenance Code
A four-part classification applied to completed maintenance work: Repair Type, Work Completed, Repair Reason, and Repair Cause. Maintenance codes are used to categorise and analyse work across the fleet. Specific code fields can be made mandatory per work order type.
See Maintenance Codes.
Material
A stock item held in a workshop store and used when completing maintenance work. Materials are managed in the Parts / Materials page and can be selected by Technicians on Work Orders. Each material record tracks the quantity available, a reorder threshold, and a unit cost.
See Materials.
Meter
A tracked usage value on an asset — either distance (odometer) or hours (engine hours). Meter readings are updated nightly from telematics, fuel receipts, and Daily Drivers. When a meter crosses a threshold defined in a Service Schedule, a Service Request is generated automatically.
See Meters.
O
Operator Menu
The home screen for Operator and Driver account types. Provides access to Daily Drivers, Plant Hours records, bookings, and other day-to-day functions. The field-user equivalent of the Workshop Dashboard.
See Operator.
P
Plant Hours Record
A record of how long an asset was assigned to a specific job or activity. Plant hours records are used for time utilisation reporting and cost allocation.
Pool
A group of shared assets made available for booking. Users can book assets from a pool through the FLEET Booking calendar. Access to a pool is managed by an Administrator.
R
Risk Assessment
A structured assessment of potential hazards associated with an asset or activity. Carried out using a Risk Assessment Work Order, which includes a checklist of risk items, an overall outcome, and a formal sign-off field.
See Risk Assessments.
Repair Type
A category of maintenance work used to classify Work Orders. Repair types can be configured with associated checks, questionnaires, and workflows.
See Repair Types.
Request
A maintenance request raised for an asset — typically to report a fault or initiate planned work. One or more Work Orders can be created under a single Request. Different request types exist for repairs, services, safety tags, and other workflows.
Responsible Person
The user assigned as the primary point of contact and accountability for an asset.
See Assigning a Vehicle.
S
Safety Tag
A digital record flagging an asset as unsafe or unfit for use. When a Safety Tag is active, warning banners are displayed throughout the application and the asset can be blocked from booking. Safety Tags supplement physical tag-out procedures.
See Safety Tags.
Save Tick
The flashing tick mark that appears in the top left corner of the page when there are unsaved changes. Select it to save. Navigating away from a page without saving will discard any changes.
See Saving Your Work.
Service Configuration
A document that arranges one or more Service Definitions into a complete preventive maintenance schedule for a single asset. Service Configurations can be Periodic (where major services inherit the checks and materials of minor services) or Sequential (where services follow a defined repeating sequence).
See Service Schedules.
Service Definition
A template describing what a service involves and when it should occur. A Service Definition combines check questions, materials, and questionnaires into the work to be carried out, and sets one or more intervals — by time, distance, engine hours, or fuel — that determine when the service triggers.
See Service Schedules.
Service Request
A preventive maintenance Request generated automatically by the system when a Service Schedule threshold is met. Service Requests can also be created manually by workshop staff.
See Service Requests.
Service Schedule
A set of maintenance intervals defined for an asset. When a meter reading or calendar date crosses a defined threshold, Formbird FLEET automatically generates a Service Request for that asset.
See Service Schedules.
Supplier
An external maintenance contractor whose details are stored in Formbird FLEET. External Supplier accounts are linked to a Supplier record, which determines which Work Orders they can access. Suppliers are configured in the Suppliers list under Administrator configuration.
See External Contractors.
T
Technicians Report
The written record of the maintenance performed on an asset, completed by the technician (or supervisor) when finishing a Work Order. The Technicians Report captures what was done, any relevant findings, and any notes for the record. It is a required part of closing a Work Order.
Telematics
A third-party vehicle tracking system that transmits live data — such as odometer readings and GPS location — to Formbird FLEET. Telematics data is the highest-priority source for nightly meter updates.
Template
The blank original version of a page or form, defining its structure and fields. Templates generate documents when a user saves data. Most users interact with documents rather than templates directly.
Time Recorder
A running timer on a Work Order used to track the labour time spent on a job. Technicians and supervisors start and stop the Time Recorder while working. Recorded time appears in the Time Recorders panel on the Workshop Dashboard and in the Time Recorder Report.
See Time Recording.
Triage
The process of reviewing newly received Requests and deciding what action to take — assigning them to a technician, setting priority and expected date, or deferring them. The Triage panel on the Workshop Dashboard shows all incoming items that have not yet been actioned.
W
Work Effort
The manual time entry method on a work order. Used to record labour hours when the Time Recorder toggle is not used, or to add additional entries alongside it. Each entry captures a start time, an end time, and a role.
See Time Recording.
Work Order
The formal record of maintenance work to be carried out on an asset. Work Orders are created from Requests and can be assigned to specific technicians. A single Request can have multiple Work Orders — for example, a diagnose order followed by a repair order.
Workshop
A maintenance facility configured in Formbird FLEET. Work Orders are assigned to workshops, and workshop staff manage the repair workflow within them.
See Workshops.
Workshop Bay
A named physical workspace within a workshop — such as a specific service bay or lift. Workshop Bays can be assigned to Work Orders so supervisors can plan and track where work is being carried out.
See Workshops.
Workshop Dashboard
The home page for Supervisor and Technician accounts. Shows all active Requests, Work Orders, Time Recorders, and outstanding items for a workshop in real time, organised into panels. Maintenance Admins see a cross-workshop version showing all workshops at once.
Work Scheduler
A scheduling tool that displays Requests and Work Orders on a drag-and-drop calendar. Supervisors use it to assign work to technicians, set expected start and completion times, and monitor workload.
See Work Scheduler.
Updated: June 2026 · Formbird FLEET 4.2.8