Master data
This is where you maintain your fleet's master data: locations, partners & contacts, devices, and assets & permits such as fuel cards or licenses.
Live preview — real view with sample data
M41 · Master data
| Type | Number / label | Provider | Scope | Vehicle | Driver | Valid until | Active |
|---|---|---|---|---|---|---|---|
| Done | DZ-1042 | Entry 5 | Item 4 | HH-IJ 5510 | Kraus Logistik | 07/06/2026 | ✓ |
| Reviewed | DZ-2087 | Record 6 | Entry 5 | M-AB 1024 | Bauer & Co. | 18/06/2026 | — |
| Open | DZ-3391 | Item 7 | Record 6 | M-CD 2087 | Wolf Spedition | 29/06/2026 | ✓ |
| In progress | DZ-4408 | Entry 8 | Item 7 | B-EF 3391 | Roth Handel | 10/07/2026 | — |
| Done | DZ-5510 | Record 9 | Entry 8 | K-GH 4408 | Meyer GmbH | 21/07/2026 | ✓ |
Not a screenshot: the same interface you get in production.
What you do here
Use 'Add' and 'Edit' to record locations (name, code, address), partners & contacts (category, phone, short dial), devices (label, serial/IMEI) and assets like fuel cards or licenses. Assets and devices can be assigned to a vehicle or driver; for assets you also enter provider, scope and validity.
Status & types
The type (e.g. fuel card, license, permit for assets; depot, workshop, handover point for locations) is shown as a badge and groups the asset list. “Valid until” is highlighted once the date has passed, so expired cards or permits are easy to spot; the “Expiring soon” (next 90 days) and “Expired” tabs bundle the deadlines. A dedicated status (Active, Blocked, Lost, Stolen, Suspended, Revoked) surfaces e.g. a lost fuel card – finer than “Toggle active”, which only shows or hides entries. Use “Set status” to report a card as blocked or lost in one step.
Tips
Create locations first – partners, devices and assets can then reference them cleanly. Adding, editing and deleting are limited to Admin and Dispatcher; drivers only see partners & contacts and locations. For partners, 'Visible to roles' and 'Order' control who sees the contact and where it appears in the list.
Legal requirements
Master data on assets and permits is often subject to proof obligations – monitor the deadlines actively. Road haulage: a permit under § 3 GüKG or an EU Community licence under Reg. (EC) 1072/2009 – the original stays at the company, a certified copy must be carried in the vehicle (valid up to 10 years). Dangerous goods/ADR: the drivers' ADR training certificate (valid 5 years) and the ADR vehicle approval certificate for tank/dangerous-goods vehicles; a dangerous goods safety adviser must also be appointed (GbV). Keep these as “License”/“Permit”. Oversize/heavy haulage: permit or exemption under §§ 29(3), 46 StVO – limited by vehicle, route and time. For licenses/permits, record the issuing authority and the document (the actual proof). Use “Valid until”, the expiry tabs and the reminder lead time so nothing lapses unnoticed – an expired document in operation can result in a fine. Fuel cards themselves are not reportable, but the related receipts are accounting records under § 147 AO (retain for 8 years).
Privacy & visibility
This module links personal data (e.g. the driver assigned to a fuel card or device). Data minimisation applies (GDPR Art. 5): people are shown only via the privacy-safe directory (first/last name) – never PIN, email or phone from the staff profile. Sections with personal data (assignment/pairing) are limited to Admin and Dispatcher; drivers do not see them. The “Visible to roles” field on partners ONLY RESTRICTS visibility, it never extends it beyond the read permission: an empty field means “no additional restriction”, a filled field hides the contact from every role not listed. Release emergency and internal contacts deliberately only where they are needed – an EMERGENCY contact does not have to be pushed to all drivers. If device locations or “Last seen” are evaluated in connection with a driver, this is a technical facility for monitoring behaviour/performance (§ 87(1) no. 6 BetrVG) and requires a works agreement.
What belongs here (and what not)
This module is the reference hub, not a catch-all register – every fact has exactly one home. Operating devices (tablets, smartphones) belong in the “Tablets” module; here you only keep non-operating devices such as trackers, scanners, sensors or telematics units. “Partners & contacts” is a driver phone book (short dial, emergency and authority contacts), not a customer or supplier master: keep customers in “Customers”, suppliers in “Suppliers”, workshops in “Appointments & workshops”. “Locations” are lightweight geo reference points for operations (depot, handover point, customer site) – managed real estate with contracts, areas and tenants belongs in the “Properties” module. Trailers and semi-trailers are not assets but vehicles (“Vehicles” module, trailer type).
What's inside
- Assets & permits
- Assets – expiry
- Asset
- Edit asset
- Locations
- Location
- Edit location
- Partners & contacts
- Partner
- Edit partner
- Devices
- Device
- Edit device
- Add asset
- Toggle active
- Set type
- Add location
- Add partner
- Set category
- Add device
- Set status (block / loss)
- Reassign holder
Fits together with
Other blocks from the same area.
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M08Articles & products
The register of all articles and products – with image, SKU, category, variants, price, stock and supplier.
M09Tasks
Tasks are the "who does what by when" across all areas – as a kanban board by status or as a list.
M10Surveys
With Surveys you build your own questionnaires with pages, media and branching, decide how anonymous responses are and how participants get in, and distribute them internally or by link. Responses form a history; thresholds raise alerts.