Incidents
Report, track, and resolve fleet incidents including accidents, vehicle damage, breakdowns, and theft.
The Incidents sub-module is where your team reports and tracks any event that disrupts normal fleet operations -- from minor fender benders and road breakdowns to major accidents, vehicle theft, and vandalism. Maintaining thorough incident records helps with insurance claims, driver accountability, safety analysis, and regulatory compliance.
Navigation: Fleet > Incidents
Purpose
No fleet operation is free from incidents. What matters is how systematically you document and respond to them. The Incidents sub-module allows you to:
- Report incidents with detailed descriptions, photos, and supporting documents
- Link incidents to specific vehicles and drivers for accountability tracking
- Classify incidents by type and severity for trend analysis
- Track the resolution process from initial report through investigation to closure
- Generate incident reports for insurance claims and regulatory filings
- Identify patterns that point to training needs, vehicle issues, or route hazards
What You Will See
The Incidents page displays a table of all reported incidents, sorted by most recent first.
Table Columns
| Column | Description |
|---|---|
| Incident ID | Unique reference number for the incident |
| Date & Time | When the incident occurred |
| Vehicle | The vehicle involved (plate number and model) |
| Driver | The driver who was operating the vehicle |
| Type | Category of incident (Accident, Breakdown, Damage, Theft, etc.) |
| Severity | Minor, Moderate, Major, or Critical |
| Status | Current status of the incident report |
| Location | Where the incident occurred |
Incident Types
| Type | Description |
|---|---|
| Accident | Collision with another vehicle, object, or pedestrian |
| Breakdown | Mechanical failure causing the vehicle to stop operating |
| Vehicle Damage | Damage to the vehicle not caused by a collision (e.g., vandalism, weather, road debris) |
| Theft | Vehicle or vehicle contents stolen |
| Traffic Violation | Traffic law violation (may also result in a fine in the Finance module) |
| Passenger Incident | Incident involving a passenger (injury, complaint, medical emergency) |
| Other | Any incident that does not fit the above categories |
Severity Levels
| Severity | Description | Example |
|---|---|---|
| Minor | No injuries, minimal or no vehicle damage, no operational disruption | Small scratch, minor dent from parking |
| Moderate | No serious injuries, noticeable vehicle damage, temporary operational disruption | Fender bender, flat tire on highway |
| Major | Possible injuries, significant vehicle damage, vehicle out of service | Collision requiring body shop repair, engine failure |
| Critical | Serious injuries, total vehicle loss, or major safety/legal implications | Major accident with injuries, vehicle fire, theft |
Incident Statuses
| Status | Description |
|---|---|
| Reported | Incident has been submitted but not yet reviewed |
| Under Investigation | The incident is being reviewed and investigated |
| Resolved | Investigation is complete and all follow-up actions have been taken |
| Closed | Incident is fully resolved and archived -- no further action needed |
Use the status tabs to filter and the search bar to find incidents by vehicle plate number, driver name, or incident ID.
Reporting an Incident
To create a new incident report:
- Click the "Report Incident" button in the top-right corner.
- Fill in the incident details.
Fields Reference
| Field | Required | Description |
|---|---|---|
| Vehicle | Yes | Select the vehicle involved from the dropdown |
| Driver | Yes | Select the driver who was operating the vehicle |
| Date & Time | Yes | When the incident occurred |
| Location | Yes | Where the incident happened (address or description) |
| Type | Yes | Select the incident type from the dropdown |
| Severity | Yes | Minor, Moderate, Major, or Critical |
| Description | Yes | Detailed account of what happened |
| Injuries | No | Were there any injuries? If yes, describe them |
| Third Party Involved | No | Was another vehicle, person, or property involved? |
| Third Party Details | No | Name, contact, license plate, insurance details of the other party |
| Police Report Number | No | If police were called, enter the report number |
| Photos / Documents | No | Upload photos of the damage, scene, police report, or other evidence |
Report incidents as soon as possible after they occur. Timely reporting ensures accurate details, supports insurance claims, and allows your team to respond quickly. Delays in reporting can complicate claims and investigations.
- Click "Submit" to file the incident report. It will appear in the list with a Reported status.
Incident Detail Page
Click on any incident to open its full detail page. The detail page includes:
Incident Summary
All information entered during the report, including vehicle and driver details, date, location, type, severity, and full description.
Evidence and Attachments
Photos, documents, police reports, and any other files attached to the incident. You can add more attachments after the initial report.
Investigation Notes
A log of investigation activity:
| Field | Description |
|---|---|
| Investigator | Who is handling the investigation |
| Notes | Chronological notes added during the investigation |
| Root Cause | The determined cause of the incident |
| Findings | Summary of the investigation findings |
Follow-Up Actions
Actions taken as a result of the incident:
| Action | Description |
|---|---|
| Maintenance Task Created | A maintenance task was created to repair the vehicle |
| Fine Issued | A fine was issued to the driver (via the Finance > Fines module) |
| Insurance Claim Filed | An insurance claim was submitted |
| Driver Suspended | The driver was temporarily suspended pending investigation |
| Training Assigned | The driver was assigned additional training |
You can create follow-up actions directly from the incident detail page. For example, clicking "Create Maintenance Task" will open the maintenance form pre-filled with the incident vehicle and a description referencing the incident.
Updating Incident Status
As the incident progresses through its lifecycle:
- Reported to Under Investigation -- A manager or supervisor reviews the report and begins investigating. Click "Start Investigation" on the incident detail page.
- Under Investigation to Resolved -- Once the investigation is complete and all follow-up actions are recorded, click "Resolve". Enter the root cause and final findings.
- Resolved to Closed -- After confirming all actions have been completed (repairs done, claims filed, fines issued), click "Close" to archive the incident.
Incident Analytics
The top of the Incidents page includes summary cards:
| Metric | Description |
|---|---|
| Total Incidents (This Month) | Number of incidents reported in the current month |
| Open Incidents | Incidents in Reported or Under Investigation status |
| By Severity | Breakdown of incidents by severity level |
| By Type | Breakdown of incidents by type |
These metrics help you identify trends. For example, if you notice a spike in breakdown incidents, it may indicate that maintenance schedules need to be more frequent.
Tips for Fleet Managers
- Standardize reporting -- Train your drivers and supervisors to report incidents promptly and consistently, with photos and accurate descriptions.
- Always record third-party details -- Even for minor incidents, collecting the other party's information is essential for insurance purposes.
- Use severity levels consistently -- Establish clear guidelines so everyone in your organization classifies severity the same way.
- Review incident trends monthly -- Look for patterns across drivers, vehicles, routes, or times of day. Recurring incidents often point to addressable root causes.
- Link incidents to follow-up actions -- Do not leave incidents in "Reported" status. Every incident should be investigated and either resolved or closed within a reasonable timeframe.