FleetCheck allows you to organise vehicles, drivers and assets in several ways so your data stays clear and reports are easy to manage. The main options are Sites, Departments, Divisions and Categories.
Each one has a different purpose.
Sites represent physical locations where vehicles and drivers are based.
Use Sites when you:
- Operate from multiple depots or branches
- Need to link vehicles to an operating centre
- Want to assign responsibility to a site manager
Departments sit within a site and are used to group vehicles and drivers by team or function.
Use Departments when:
- Multiple teams work from the same site
- You want clearer ownership and accountability
- Reporting needs to be split by team
Typical examples are Transport, Engineering or Facilities. Department managers can be set up within the software to receive defects reported emails on the walk-around check app.
Divisions are higher‑level groupings that reflect your business structure, not location.
Use Divisions when:
- Your account covers more than one business unit
- You manage regions, subsidiaries or contracts
- You need reporting split at a business level
Examples include regional operations, separate companies, or contract groupings.
Categories are flexible labels used mainly for grouping, limiting user permissions and reporting.
Use Categories when:
- You want flexible groupings that may change over time
- You need clear, filtered reports
- You don’t want to alter your organisational structure
- You need to restrict user visibilty permissions
Common uses include vehicle types, cost centres, contract types or usage types.
Using them together
Most customers use a combination of all four.
For example:
Quick tip
- Sites = locations
- Departments = teams
- Divisions = business structure
- Categories = reporting filters
If you’re unsure between a Department and a Category, ask whether it forms part of your organisational structure, or whether it’s just for reporting.