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Fleetr User Guide

Everything you need to know to track your vehicles, manage your fleet, and grow your business with Fleetr.

Getting Started

Welcome to Fleetr — the simplest way to track and manage your fleet in Kenya. Whether you have one vehicle or a hundred, getting started takes just a few minutes.

Create Your Account

  1. Visit fleetr.co.ke and click Start Free Trial
  2. Fill in your details: full name, email address, phone number, and password
  3. Alternatively, click Sign in with Google for one-tap registration

Verify Your Email

After registration, you'll need to verify your email address. Fleetr gives you two ways:

  • Verification link — Check your inbox for an email with a clickable link (valid for 60 minutes)
  • 6-digit code — Enter the code from the email directly on the verification page (valid for 15 minutes)

If you don't receive the email, click Resend verification (available once per minute). You can also update your email address from the verification page if you made a typo.

Your First Login

Once verified, you're taken to the Dashboard where an onboarding wizard guides you through the setup:

  1. Verify email (done)
  2. Add your first vehicle
  3. Choose a subscription plan
  4. Set up GPS tracking

A progress bar tracks your completion. You can always come back to finish later.

Dashboard

The Dashboard is the first thing you see after logging in. Its main purpose is to guide you through setting up your account.

Onboarding Wizard

If your account setup isn't complete, the dashboard shows a progress bar and step-by-step prompts:

  1. Verify your email — Confirm your email address
  2. Add your first vehicle — Register a vehicle to track
  3. Choose a subscription plan — Select a plan that fits your fleet
  4. Set up GPS tracking — Add a GPS device to your vehicle

Each step includes an action button that takes you directly to the right page. The progress bar updates as you complete each step.

Fleet Overview

Once setup is complete, the dashboard shows summary cards with your fleet counts — vehicles, devices, and more. For day-to-day fleet monitoring, use the Vehicle Listing page to see live status across your entire fleet.

Vehicle Management

Vehicles are the core of Fleetr. Every GPS device, journey, and alert is tied to a vehicle.

Adding a Vehicle

  1. From the Dashboard or vehicle listing, click Add Vehicle
  2. Enter the vehicle details:
    • Registration number (e.g., KDA 123A)
    • Make and model — searchable dropdown that narrows options by vehicle type (e.g., Toyota Hilux)
    • Year of manufacture
    • VIN / Chassis number (optional but recommended — helps identify your vehicle if stolen or involved in incidents)
  3. Click Save to add the vehicle to your fleet

Vehicle Overview

Each vehicle has a dedicated page with multiple tabs:

  • Overview & Live — Vehicle details, real-time status, and a live map showing current location
  • Devices — GPS devices attached to this vehicle
  • Journeys — Complete trip history with playback
  • Geofences — Virtual boundaries set for this vehicle
  • Alerts — Notification history
  • Commands — Remote commands sent to the device
  • Analytics — Performance metrics and driving scores
  • Maintenance — Service history and upcoming maintenance
  • Insurance — Policy information and expiry tracking

Fleet Listing

The vehicle listing page shows all your vehicles with:

  • Current status (moving, idling, parked, offline)
  • Last known location
  • Device connection status
  • Quick search and filtering

Device Setup

GPS devices are what enable real-time tracking. Fleetr supports a wide range of tracking devices from multiple manufacturers.

Adding a Device

The device setup follows a guided wizard:

Step 1 — Choose Device Make Select your device manufacturer from a searchable grid of supported brands. Fleetr works with devices from Teltonika, Concox, Queclink, Sinotrack, and many others.

Step 2 — Choose Device Model Select the specific model for your chosen manufacturer.

Step 3 — Enter Device Details

  • IMEI number — The unique 15-digit identifier printed on your device. The wizard shows device-specific instructions for finding it (including SMS commands you can send to the device)
  • SIM card number — The phone number of the SIM card in the device
  • Set as primary — If the vehicle already has a device, choose whether this one becomes the primary tracker

Step 4 — Review & Confirm Review all details and confirm. The device will appear in your vehicle's device list.

Primary and Backup Devices

Each vehicle can have multiple devices:

  • Primary device — The main tracker used for live location, journey recording, and remote commands
  • Backup device — A secondary tracker for redundancy (e.g., a hidden backup in case the primary is tampered with)

Devices are auto-named based on the vehicle registration. The primary keeps the base name; backups are suffixed (e.g., "KDA 123A Backup 2"). You can change which device is primary at any time from the vehicle's Devices tab.

Device Status

Devices report the following states:

  • Online — Actively sending location data
  • Offline — No data received recently
  • No GPS — Device is online but has no satellite fix

Live Tracking

The live tracking view shows your vehicle's real-time position on a map.

What You Can See

  • Current location on an interactive map
  • Vehicle status — Moving, Idling, Parked, or Offline
  • Speed — Current speed in km/h
  • Heading — Direction of travel with a compass arrow (N, NE, E, SE, S, SW, W, NW)
  • Odometer — Total distance travelled in kilometres
  • Ignition status — Whether the engine is running (with a pulsing green indicator) or off

Fleet Map

From the fleet listing, you can view all your vehicles on a single map. Vehicles are shown as icons with status-coloured indicators:

  • Green — Moving
  • Yellow — Idling (engine on, not moving)
  • Blue — Parked (engine off)
  • Gray — Offline

Remote Commands

From the vehicle page, you can send commands to supported devices:

  • Request location update — Get the latest position immediately
  • Disable engine — Remotely immobilise the vehicle (for supported devices with relay wiring)
  • Enable engine — Restore engine function

Important: Engine disable/enable commands require the device to be wired to the vehicle's relay. Contact your installer if you're unsure whether your device supports this.

Journey History

Fleetr automatically records every trip your vehicles make, giving you a detailed history of all journeys.

Viewing Journeys

Navigate to a vehicle's Journeys tab to see:

  • Date and time of each trip (start and end)
  • Start and end locations with addresses
  • Distance travelled in kilometres
  • Duration of each trip
  • Maximum speed reached during the trip

Summary cards at the top show trip count, total distance, and total duration for the selected period.

Trip Playback

Click on any journey to see the full route played back on a map. The playback shows:

  • The exact route taken, drawn on the map
  • Speed at each point along the route
  • Stops and idle periods highlighted
  • A timeline you can scrub through with adjustable playback speed (0.5x to 2x)

Filtering

Filter journeys by period — Today, This Week, This Month, or a custom date range — to find specific trips or generate reports.

Driver Management

Assign drivers to your vehicles to track who's behind the wheel and monitor driving behaviour.

Note: Driver management requires a subscription plan that includes this feature.

Adding a Driver

  1. Go to your account's Drivers section
  2. Click Add Driver
  3. Enter the driver's details:
    • Full name
    • Phone number
    • Email address (optional)
    • National ID number
    • Licence number
    • Licence class (country-specific, e.g., Class BCE for Kenya)
    • Licence expiry date
    • Emergency contact (name and phone)
  4. Save the driver profile

Driver Assignments

Once added, drivers can be assigned to vehicles. This lets you:

  • Know which driver was operating a vehicle during any trip
  • Track licence expiry dates and get reminders (warnings appear within 30 days of expiry)
  • Monitor driving behaviour per driver

Driver Behaviour

Fleetr tracks driving events such as:

  • Harsh braking
  • Rapid acceleration
  • Harsh cornering
  • Overspeeding

These events contribute to a driving score (0–100) visible on the driver profile and the vehicle's Analytics tab. Scores are rated as Excellent (90+), Good (75–89), Average (60–74), Poor (40–59), or Critical (below 40).

You can configure sensitivity thresholds for these events from the Driver Behaviour settings in your account.

Maintenance Tracking

Keep your fleet in top shape by recording all maintenance activities and tracking service schedules.

Note: Maintenance tracking requires a subscription plan that includes this feature.

Recording Maintenance

  1. Navigate to a vehicle's Maintenance tab
  2. Click Schedule Maintenance or Record Completed Service
  3. Fill in the details:
    • Service type — oil change, tyre rotation, brake service, filter replacement, inspection, repair, or other
    • Description of the work needed
    • Service provider name
    • Scheduled date (for upcoming) or Service date (for completed)
    • Cost
    • Odometer reading
  4. Attach receipts or documents if needed (photos, PDFs — images are automatically optimised)
  5. Save the record

Completing Maintenance

When scheduled work is done, mark it as complete:

  • Enter the actual cost
  • Update the odometer reading
  • Add completion notes
  • Upload any final receipts
  • Optionally schedule the next service immediately (e.g., next oil change in 5,000 km)

Maintenance History

The maintenance tab shows all records for each vehicle — both upcoming and completed — with overdue indicators when a service date has passed. This is invaluable for:

  • Resale documentation
  • Warranty tracking
  • Budget planning

Insurance Management

Track your vehicle insurance policies and never miss a renewal.

Note: Insurance tracking requires a subscription plan that includes this feature.

Adding an Insurance Policy

  1. Navigate to a vehicle's Insurance tab
  2. Click Add Insurance
  3. Enter the policy details:
    • Insurance company name
    • Policy type (comprehensive, third-party, act-only, etc.)
    • Certificate number
    • Policy number (optional)
    • Start date and expiry date
    • Sum insured
    • Insured name and phone (optional)

AKI Verification

Fleetr can verify your insurance status with the Association of Kenya Insurers (AKI) database. This confirms that your policy is active and recognised. To verify:

  1. Click Verify with AKI on the insurance record
  2. The system queries the AKI database using your vehicle's registration number or certificate number
  3. Results show the registered insurer, policy status, and expiry date
  4. Verified data is auto-populated into your insurance record

Expiry Tracking

Insurance policies nearing expiry are highlighted so you can renew on time. The insurance tab shows a countdown of days remaining, with clear visual warnings for expired policies.

Geofencing

Create virtual boundaries on the map and get notified when your vehicles enter or leave them.

Note: Geofencing requires a subscription plan that includes this feature.

Creating a Geofence

  1. Go to Geofences from your account menu
  2. Click Create Geofence
  3. Name your geofence and optionally add a description and colour
  4. Draw the boundary on the map using the drawing tools:
    • Circle — Click a centre point and drag to set a radius
    • Rectangle — Click two corners to define the area
    • Polygon — Click multiple points to define a custom shape
    • Triangle — Click three points
  5. Configure alerts:
    • Entry & Exit — Alert on both
    • Entry only — Alert when a vehicle enters
    • Exit only — Alert when a vehicle leaves
  6. Choose notification channels (push, email, in-app)
  7. Optionally assign vehicles to the geofence
  8. Save

Geofence Schedules

You can set schedules for when a geofence is active. For example:

  • Active only during working hours (Mon–Fri, 8am–6pm)
  • Active only on weekends
  • Always active
  • Exception dates (e.g., public holidays)

This prevents unnecessary alerts outside of relevant hours.

Copying Geofences

If you need the same geofence boundary for multiple vehicles, you can copy a geofence to other vehicles in your fleet without redrawing it.

Enabling / Disabling

Toggle any geofence on or off without deleting it. This is useful for temporary boundaries or seasonal routes.

Geofence Statistics

Each geofence tracks:

  • Total entry and exit events
  • Last triggered time
  • Recent alerts with vehicle and timestamp details

Analytics

The Analytics tab provides performance insights for each vehicle and your fleet as a whole.

What's Tracked

  • Total distance driven over a period
  • Driving hours and idle time
  • Fuel consumption estimates based on driving patterns
  • Overspeeding events with location and time
  • Driving score based on harsh braking, acceleration, and cornering events
  • Route efficiency metrics

Using Analytics

Use these insights to:

  • Identify vehicles with high idle time (wasting fuel)
  • Spot drivers who frequently overspeed
  • Plan maintenance based on mileage
  • Optimise routes to reduce unnecessary driving

Billing & Subscriptions

Fleetr offers flexible subscription plans to match your fleet size.

Choosing a Plan

  1. During onboarding, or from Billing in your account menu
  2. Browse available plans — each shows included features and per-vehicle pricing
  3. Plans can be billed monthly, quarterly, or annually
  4. Select a plan and confirm

All new accounts get a free 30-day trial to explore the platform.

Paying Invoices

Fleetr generates invoices automatically based on your subscription. To pay:

  1. Go to Billing in your account menu
  2. Click on an unpaid invoice
  3. Click Pay Now — you'll be redirected to the payment gateway
  4. Complete payment via M-Pesa, Visa/Mastercard, or bank transfer
  5. Once payment is confirmed, your invoice is marked as paid

You can also pay via direct payment links sent to your email — no login required.

Changing Plans

You can upgrade or downgrade your plan at any time:

  1. Go to Billing and click Change Plan
  2. Select a new plan
  3. Fleetr calculates the prorated amount — upgrades generate an invoice for the difference, downgrades create account credit
  4. Confirm the change

Subscription Status

If your subscription expires, you have a 7-day grace period to renew without losing access. After that, your account enters read-only mode — you can still view your fleet data, but live tracking and commands are paused until you renew.

Account Management

Your Fleetr account holds your vehicles, devices, team members, and billing information. Everything in this section is self-service — you manage it yourself without contacting support.

Account Details

View and edit your account information from the Account page:

  • Account name, email, phone number, and address
  • Timezone (used for journey timestamps and reports)
  • Country setting (affects currency and licence type options)

Switching Accounts

If you belong to more than one account (e.g., you manage fleets for different companies), you can switch between them:

  1. Click the account switcher in the sidebar
  2. You'll see all accounts you have access to, with vehicle and user counts for each
  3. Click an account to switch to it

Your current account is shown with a badge in the sidebar. Switching accounts changes the vehicles, devices, and billing you see — your personal profile stays the same.

Team Members

Account administrators can invite other users to help manage the fleet:

  • Go to Account and find the team section
  • Add a user by email and assign a role:
    • Account Administrator — full access to all account features
    • Account Member — limited access (view vehicles, tracking, etc.)
  • Remove a team member at any time by unlinking them from the account

Team members log in with their own credentials and can belong to multiple accounts.

Orders

If you've purchased devices or services through Fleetr:

  • View all your orders from the Orders page
  • Each order shows items, quantities, pricing, and status
  • Pay for pending orders directly — click on the order and follow the payment link
  • Download order details for your records

Profile

Update your personal information from Profile:

  • Name, email address, phone number
  • Change or set your password (if you signed up with Google, you can add a password here)
  • View your email verification and Google account connection status

Sessions

View all active sessions (devices and browsers where you're logged in) from the Sessions tab on your profile. You can:

  • See device type, IP address, and last activity
  • Revoke individual sessions
  • Sign out of all other sessions at once

Notification Preferences

Control which notifications you receive and how:

  • Choose notification channels per event type (push, email, in-app)
  • Set cooldown periods to prevent alert spam (e.g., no more than one speeding alert every 30 minutes)
  • Reset to default settings at any time

Notification options depend on your subscription plan — some plans include SMS notifications.

Passkeys

For a passwordless login experience, you can register a passkey:

  1. Go to your profile settings
  2. Click Register a passkey
  3. Follow your browser's prompt (Touch ID, Face ID, or security key)
  4. Next time you can log in without a password

Mobile App

Track your fleet on the go with the Fleetr mobile app.

Download

Features

The mobile app gives you:

  • Real-time vehicle locations on a map
  • Vehicle status (moving, parked, idling, offline)
  • Trip history and journey details
  • Push notifications for alerts and geofence events
  • Vehicle management — add and edit vehicles
  • Driver management — assign drivers from your phone

Logging In

Use the same credentials as the web platform. The app supports email/password login and Google Sign-In.

API Access

Fleetr provides a REST API for developers who want to integrate tracking data into their own systems.

Documentation

Full API documentation is available at fleetr.co.ke/api/docs, powered by interactive Swagger UI. You can explore endpoints and test requests directly from the browser.

Authentication

The API uses Bearer token authentication:

  1. Register or log in via the API to receive a token
  2. Include the token in all subsequent requests: Authorization: Bearer your-token-here

What's Available

The API covers vehicles, devices, real-time locations, journeys, drivers, geofences, fleet statistics, maintenance, insurance, and more. Refer to the API Documentation for complete details.

Installation Guide

This guide walks you through installing a GPS tracking device in a vehicle. If you're not comfortable working with vehicle wiring, we recommend using a professional installer.

What You'll Need

  • GPS tracking device (e.g., Teltonika FMB120, Concox GT06N)
  • SIM card with a data plan (activated and with data)
  • Basic wiring tools (wire strippers, crimpers, electrical tape)
  • Relay (if you want engine immobilisation)
  • Cable ties for securing wires

Step 1 — Prepare the SIM Card

  1. Insert the SIM card into a phone first to disable the PIN lock
  2. Ensure the SIM has an active data plan (at least 50MB/month)
  3. Note the SIM phone number — you'll need it when adding the device in Fleetr
  4. Insert the SIM card into the GPS device

Step 2 — Locate the Installation Point

Choose a hidden location inside the vehicle:

  • Under the dashboard — Most common, easy access to power
  • Behind the glove box — Well hidden, good GPS reception
  • Under a seat — Suitable for backup trackers

Tip: Avoid placing the device near metal surfaces or under thick panels, as this can block GPS signals.

Step 3 — Connect Power

GPS devices typically need three connections:

  1. Positive (red wire) — Connect to a constant 12V source (not switched with ignition). The fuse box is usually the best source
  2. Negative / Ground (black wire) — Connect to the vehicle chassis or a ground point
  3. Ignition sense (optional, orange/white wire) — Connect to an ignition-switched wire to detect engine on/off

Important: Always use a fuse (3A–5A) on the positive wire to protect the vehicle's electrical system.

Step 4 — Relay Wiring (Optional)

If you want remote engine immobilisation:

  1. Locate the vehicle's fuel pump relay or starter relay wire
  2. Cut the wire and connect through the device's relay output
  3. When the disable command is sent, the relay breaks the circuit and the engine won't start

Warning: Incorrect relay wiring can damage the vehicle. If unsure, consult a professional installer.

Step 5 — Secure and Test

  1. Secure all wires with cable ties — no loose wires that could rattle or short
  2. Tuck the device into the chosen hiding spot
  3. Power on the device and wait for the LEDs to indicate GPS fix and network connection
  4. Add the device in Fleetr (see Device Setup)
  5. Verify the vehicle's location appears on the map

Step 6 — Configure on Fleetr

  1. Log in to fleetr.co.ke
  2. Navigate to the vehicle and go to the Devices tab
  3. Click Add Device and follow the wizard
  4. Once added, the device should appear as Online within a few minutes

Otto — AI-Powered WhatsApp Support

Otto is Fleetr's AI-powered customer support assistant, available 24/7 via WhatsApp. Send a message to +254 745 952 020 to get started.

What Otto Can Do

  • Answer fleet tracking, device, and account questions instantly
  • Look up vehicle locations, device status, and account details
  • Create and track support tickets on your behalf
  • Provide contextual help based on your conversation history
  • Escalate complex issues to human agents

How It Works

  1. Send a WhatsApp message to Fleetr's number
  2. Otto reads your message and recent conversation context (last 20 messages)
  3. Otto accesses your fleet data via temporary 5-minute access tokens
  4. Otto responds with a helpful, contextual answer

Limitations

  • Otto cannot change your billing, subscription, contracts, or account status — these require a human agent
  • Responses are informational, not legal or professional advice
  • Accuracy depends on data quality and system availability
  • Always verify Otto's recommendations for critical decisions

Human Escalation

Request a human agent at any time by asking Otto (e.g., "I want to talk to a human"). All support tickets created by Otto are reviewed by human agents, and account changes require human approval.

Your Rights

Otto complies with Section 35 of Kenya's Data Protection Act 2019. You have the right to know when you're interacting with AI, and Otto cannot make binding decisions about your account. Opt out of AI-assisted support at any time by contacting support@loopy.co.ke.

FAQ

How much does Fleetr cost?

Fleetr offers flexible subscription plans based on fleet size. Visit our pricing page for current rates. All new accounts get a free 30-day trial.

Which GPS devices are supported?

Fleetr supports a wide range of GPS tracking devices including Teltonika, Concox, Queclink, Sinotrack, and many others. Visit our supported devices page for the full list.

Can I use my existing GPS device?

Yes! Fleetr is not locked to any hardware. If your device uses a standard protocol (like GT06, Teltonika, or OSMAND), it can likely connect to Fleetr. Contact support if you're unsure.

How accurate is the tracking?

GPS tracking is typically accurate to within 2–5 metres in open areas. Accuracy may decrease in dense urban areas, underground parking, or areas with heavy tree cover.

What happens if my device goes offline?

When a device loses connectivity (e.g., underground parking, dead SIM), it stores location data locally. Once reconnected, it uploads the stored data so you don't lose any journey history.

Can I track from my phone?

Yes. Download the Fleetr app from the Google Play Store. iOS version coming soon.

How do I disable/enable the engine remotely?

From the vehicle's Commands tab, click Disable Engine or Enable Engine. This requires the device to be wired with a relay. The command is sent via the cellular network, so the device must be online.

Is my data secure?

Yes. Fleetr uses HTTPS encryption for all communications, token-based API authentication, and follows security best practices. Your location data is private and accessible only to authorised members of your account.

What M-Pesa payment options are available?

Fleetr uses Paystack as the payment gateway, which supports M-Pesa (Paybill), Visa/Mastercard, and bank transfers. You can pay invoices directly from your Fleetr account.

How do I contact support?