Questions fleets ask us first

Every record and every photo is stored in Sydney, Australia (AWS ap-southeast-2), for customers in Australia and New Zealand alike. The dashboard also runs in Sydney. Security and data.

Yes, and nothing is lost: checks, faults and incidents wait on the phone with no signal and send once. The driver app keeps the vehicles, tags and checks it needs on the phone. Finished checks, defects, photos, fill-ups, incident reports and "I have read this" on a procedure wait on the phone and send when signal returns. Each record carries an id made on the phone, so sending twice never makes a duplicate.

Yes. Upload a CSV or paste from Excel and match the columns. Every row is checked before anything goes in, with the reason beside each row to fix; you import the rows that are ready and download the rest as a CSV to fix and try again. A matching fleet number updates that vehicle instead of adding it twice. Imported drivers get invitation links you can download and send.

Yes. The vehicle screen in the app shows the last check, its result and the open faults from what the phone last saved, even with no signal. With signal, the driver can share a read-only link that lasts 2, 8 or 24 hours. The tag on the vehicle shows nothing to someone who scans it, and the shared page says it is a record from your system and does not state that the vehicle is roadworthy.

No. Drivers report incidents, near misses and hazards from the phone with photos, the other parties and a sketch, and supervisors investigate and close them on the dashboard. If you report one to a regulator or an insurer, you record when and your reference. Escudo keeps the record and never decides whether a report is needed.

Every record is kept while your account is open, unless an administrator sets a retention period in Settings. That period is never less than 3 years, or 5 for a Queensland passenger operator, and no one in your organisation can delete a check, fault, work order, sign-off, document, notice or incident younger than that. Older records go only after a full export in the last 30 days.

Yes, on iPhone or Android. A driver signs in, scans the tag on the vehicle and does the check. On a shared depot phone, one driver’s unsent work is never sent under someone else’s name.

Yes. Invite them by a link and mark them as contractors, so your records show them apart from employees. There is no charge per driver.

Yes. Start from a starter template for each vehicle type, then change it to your procedure and your wording. Where an item needs a limit, such as a tyre pressure or a tread depth, you set it: we never invent one. Starter templates.

Use a guided walkaround. Escudo Fleet includes walkaround templates for trucks, trailers, buses, vans, utes, compactors, motorcycles and hire vehicles. Photos come from the live camera only, never the gallery. Each stop is framed on the screen and every walkaround photo is stamped on the phone with the time, and the GPS position and heading where the phone allows. The sequence and timing are checked, and the supervisor sees an evidence rating on every walkaround. Photos on an ordinary check, and defects reported outside a walkaround, are not stamped. How it works.

The vehicle status changes the moment the check is submitted: restricted or off road, as you decided for that item. The defect is raised with its photo and appears on the supervisor’s defect board, and the vehicle stays that way until the fault is cleared and signed off. A supervisor can change the status by hand, but must write a reason, and the change is kept in the audit log.

The driver records the fuel level in eighths at the start and end of every trip, and each fill-up with a live-camera photo of the pump or the receipt, stamped with the time and location. Load your BP Plus, Shell Card, Ampol StarCard or WEX Motorpass statement and each line is checked against the fills recorded on phones. Fills that do not add up go to a review board. Fuel tracking.

For many fleets it can: defects become work orders, and servicing falls due by distance, engine hours or date. If you already run a maintenance or telematics system, defects and work orders export cleanly for it, and integrations are on our roadmap.

No product can, and we do not claim to. Escudo Fleet keeps the records you take into a maintenance or accreditation audit, and makes an auditor pack for the vehicles and dates you choose, arranged under the NHVAS Standards 1 to 8 headings. It is not yet mapped to the Heavy Vehicle Accreditation standards. It is not approved or endorsed by any regulator or scheme, and it does not guarantee an audit outcome. Compliance, regime by regime.

Yes, at any time. Every kind of record exports as a spreadsheet, each check prints as a PDF evidence pack, and the whole fleet exports in one download: vehicles, checks and every answer, defects, work orders, trips, fuel and the audit log.

Only people in your organisation, according to the roles you give them: driver, supervisor, fleet manager and owner. Separation between organisations is enforced in the database itself and tested before each release. Our staff see your records only with your permission, to help you with support. Someone outside sees a record only through a link a person in your organisation shares on purpose: a roadside link to one vehicle’s last check and open faults, or an auditor link to chosen vehicles and dates. Each link is read-only, ends on its own, can be revoked, and every opening is logged.

Microsoft sign-in for the dashboard is available on request. Otherwise everyone signs in with an email and password.

A price per vehicle per month on annual billing, with unlimited drivers and no hardware. The trial runs for 14 days with no card. Pricing and billing questions.