Fleet Management System

Complete client-facing flow
Multi-tenant
B2B vehicle pool
Secure
Role-based
Company-scoped

1  Product overview

The Fleet Management System is a multi-tenant B2B company vehicle-pool platform.

  • Each company has its own employees, vehicles, holds, trips and locations.
  • Strict company scoping — users only see their own company's data, except Super Admin.
  • This is not a public car-rental app.

2  Roles & access

Super Admin

  • Manage companies
  • Company setup
  • Create / edit company admins
  • Global oversight
  • Access to all tenants
Landing: Super Admin Dashboard

Company Admin / Ops

  • Manage employees
  • Manage vehicles
  • Employee pool
  • Holds, live trips, incidents
  • Vehicle locations
Landing: Company Dashboard

Employee

  • View available vehicles
  • Hold → unlock → trip
  • End trip → summary
  • My trips history
Landing: Employee Portal

3  System hierarchy

Super Admin (global)
Company A (tenant)
Employees
Vehicles
Holds
Trips
Locations
Company B (tenant)
Employees
Vehicles
Holds
Trips
Locations
No cross-tenant data access, except Super Admin
SUPER ADMIN FLOW

4  Company provisioning

1
Login
Email / username
Password
Login
2
Dashboard
Total companies12
Total vehicles1,240
Total employees4,892
3
Create company
Company name *
Company code *
Create
4
Create company admin
Name / email / mobile *
Assign company *
Create
5
Seed company structure
Departments · designations · employees · vehicles · employee pool · operations
6
Company provisioned
Company created
ID: CMP001
COMPANY ADMIN / OPS FLOW

5  Company admin / ops flow

1
Login
Email / username
Password
Login
2
Company dashboard
ABC Corporation
Employees120
Vehicles45
Active trips8
3
Manage employees
John SmithOps
Sarah KhanSales
Ali RazaMktg
4
Manage vehicles
CorollaAvailable
CivicAvailable
Land CruiserIn use
5
Employee pool
CorollaShared
CivicShared
HiluxIn use
6
Operations
Holds · live trips · trip history
J. SmithActive
S. KhanActive
7
Vehicle locations
Corolla2.4 km
Civic5.1 km
Hilux12.3 km
8
Incidents
Vehicle damageOpen
Minor accidentIn progress
MaintenanceResolved
EMPLOYEE MOBILE PORTAL FLOW  ·  existing flow, enhanced with company context

6  Employee mobile portal

1
Login
Email / mobile
Password
Login
2
Landing
ABC Corporation
12 vehicles available
3
Available vehicles
Corolla · Sedan
Civic · Sedan
Select
4
Clearance
Valid license✓
Company policy✓
Continue
5
Hold vehicle
Corolla · 2024
Hold for 10 minutes
Hold confirmed
6
Unlock vehicle
Corolla · 2024
Unlock successful
Start trip
7
Live trip
Corolla · Sedan 2024
00:42:18
End trip
8
End trip
Add notes (optional)
Complete trip
9
Trip summary
Start10:15 AM
End11:02 AM
Duration47 min
10
My trips
12 AugCompleted
10 AugCompleted
08 AugCompleted
GOVERNANCE

7  Non-negotiable integrity rules

Tenant isolation

  • 1Every entity is scoped to a company ID.
  • 2Scope all reads by company ID.
  • 3Validate company ownership on writes.
  • 4Frontend filtering is not sufficient.
  • 5Admin / Employee cannot access other company data. Only Super Admin is global.

Vehicle eligibility

  • 6Show only company-owned vehicles.
  • 7shareEnabled must equal true.
  • 8Status must equal "available."
  • 9Validate eligibility server-side.

Hold / trip integrity

  • 10One active hold / trip per employee.
  • 11Prevent conflicting vehicle assignments.
  • 12Atomic hold creation.
  • 13Validate unlock, trip start and end.
  • 14Completed trips cannot be modified.

Authorization

  • 15Role-based landing and navigation.
  • 16Enforce access on every API.
  • 17Prevent direct URL / API manipulation.
  • 18Force actions to remain within Ops scope.

Operational scope

  • 19Admin / Ops only see their own company.
  • 20Vehicle locations are tenant-isolated.
  • 21Incidents are tenant-isolated.
  • 22All operational actions are audited.
REFERENCE

8  Screen map summary

Super Admin web

  • Login
  • Dashboard
  • Companies (list / create / detail)
  • Company admins (list / create)
  • Global oversight

Company Admin / Ops web

  • Login · Dashboard
  • Employees (list / create / detail)
  • Vehicles (list / create / detail / location)
  • Employee pool
  • Operations (holds / live trips / history)
  • Incidents · Vehicle locations

Employee mobile

  • Login · Employee home
  • Available vehicles
  • Clearance → hold → unlock
  • Live trip → end trip → summary
  • My trips