ATOS · TRAINING GUIDE
Fleet Management Guide
Step-by-Step Feature Guide for Vehicle Assignment, Driver Coordination, Transfer Scheduling & Fleet Readiness
Guide Overview
The Fleet Management Dashboard manages all safari vehicles, driver assignments, transfer schedules, vehicle readiness, maintenance tracking, and document expiry monitoring. Fleet receives booking handovers from Operations (Step 11 of 13) and is responsible for assigning vehicles, confirming drivers, scheduling inspections, and ensuring all vehicles are road-ready before departure. The Fleet team coordinates closely with Operations (Step 9) and Camp (Step 10) for seamless guest transport.
Where This Department Fits in the Booking Flow
Fleet Management is Step 11 of 13 in the ATOS Canonical Booking Flow. After Operations accepts the handover (Step 9) and Camp confirms readiness (Step 10), Fleet receives the vehicle assignment request. Fleet assigns the appropriate vehicle type (Land Cruiser, Defender, etc.), confirms the driver/guide, schedules vehicle inspection, verifies fuel level, checks document expiry (insurance, road license, inspection), and marks the vehicle as ready for travel. Once fleet readiness is confirmed, the booking moves to the final travel stage.
Daily Workflow
Open the Booking Flow tab to check new vehicle assignment requests from Operations.
Review each booking — check pax count, destinations, and terrain requirements.
Assign the appropriate vehicle type based on group size and route (Land Cruiser for safari, Defender for remote routes, minibus for transfers).
Confirm driver/guide assignment — check language, experience level, and availability.
Schedule vehicle inspection if the next service date is approaching.
Verify fuel level and refill if needed.
Check document expiry — insurance, road license, inspection certificate.
Flag any vehicles with expiring documents (within 60 days) for renewal.
Coordinate transfer schedule with Operations for airport pickups and drop-offs.
Mark vehicle as ready for travel when all checks pass.
Report any fleet issues, maintenance needs, or vehicle shortages to Operations.
Step-by-Step Feature Guide
Vehicle Overview
See all vehicles, their status, and key metrics at a glance.
Steps
Open the Fleet Management dashboard.
Review the summary cards: Total Vehicles, Available, Assigned/Safari, Maintenance, Service Due, Docs Expiring.
Check which vehicles are available vs. assigned vs. under maintenance.
Identify vehicles with expiring documents that need attention.
Use the summary to plan vehicle allocation for upcoming bookings.
Trainer Script
The overview gives you a quick health check of the entire fleet. Start here each day to see what needs attention.
Vehicle Assignments
Assign vehicles to confirmed bookings based on requirements.
Steps
Open the Booking Flow tab to see pending vehicle assignment requests.
Review the booking — pax count, destinations, and trip type.
Select an appropriate vehicle: Land Cruiser V8 (7 seats) for standard safari, Land Rover Defender (6 seats) for remote routes.
Check the vehicle status — it must be available or assignable.
Assign the vehicle to the booking.
Record the assigned client name and current route.
Confirm the assignment is saved.
Trainer Script
Always match the vehicle to the trip requirements. A 7-seat Land Cruiser is standard for most safaris. Check pop-up roof availability for game drives.
Driver / Guide Assignment
Assign and track drivers for each vehicle.
Steps
Open a vehicle record.
Check the driver assigned field.
Verify the driver is available and qualified for the route.
Record driver name and contact number.
Confirm the driver has been briefed on the itinerary.
Update the driver assignment status.
Trainer Script
The driver is the face of Amazing Tanzania on the road. Ensure drivers are briefed, have the right contact info, and know the route.
Transfer Schedule
Plan and track airport transfers and inter-destination movements.
Steps
Check the Operations Calendar for arrival and departure dates.
Plan airport transfer vehicles for each booking.
Coordinate with Operations on pickup times.
Ensure transfer vehicles are separate from safari vehicles where needed.
Record transfer details in the vehicle assignment notes.
Trainer Script
Airport transfers are the first and last impression. Ensure transfer vehicles are clean, on time, and the driver has the guest flight details.
Readiness Checklist
Verify each vehicle is road-ready before departure.
Steps
Open a vehicle record.
Check maintenance status: OK, Service Due, In Service, Awaiting Parts, Post-Service Check.
Verify fuel level: Full, 3/4, 1/2, 1/4, Empty.
Confirm pop-up roof is functional (for safari vehicles).
Check odometer for upcoming service intervals.
Verify all documents are valid (insurance, road license, inspection).
Mark the vehicle as ready for travel when all items pass.
Trainer Script
Never send a vehicle on safari without checking maintenance, fuel, and documents. A breakdown in the bush is a serious failure.
Fleet Issues & Maintenance
Track and resolve vehicle issues and maintenance needs.
Steps
Check vehicles with maintenance status: Service Due, In Service, Awaiting Parts.
Schedule service for vehicles approaching their next service date.
Record any vehicle issues or breakdowns.
Move vehicles to Under Maintenance status when being serviced.
Update status to Available when maintenance is complete.
Flag vehicles with expiring documents for renewal.
Trainer Script
Preventive maintenance is cheaper than breakdown recovery. Stay ahead of service dates and document renewals.
Common Mistakes to Avoid
Assigning a vehicle without checking fuel level.
Not checking document expiry before a trip.
Assigning the wrong vehicle type for the route (e.g., minibus for rough terrain).
Not confirming driver availability before assigning.
Sending a vehicle with overdue service on a safari.
Not recording vehicle issues in ATOS.
Forgetting to update vehicle status after a trip ends.
Mark & Dorith — Fleet Assignment Simulation
Mark (78) and Dorith (61) are on a 10-day luxury Tanzania safari + Zanzibar extension. The Fleet team must assign a luxury Land Cruiser with pop-up roof, confirm a senior driver experienced with elderly guests, verify all documents, and ensure the vehicle is fully fueled and serviced before the September 2027 departure.
Step 01 — Vehicle Selection
Review the booking: 2 pax, luxury safari, multiple parks. Select the ATZ Safari Cruiser 1 (Land Cruiser, 7 seats, pop-up roof).
💡 A luxury safari with senior guests requires a pop-up roof Land Cruiser for comfort and game viewing.
Step 02 — Driver Assignment
Assign John Mwangi as the driver. He is experienced with senior guests and knows the northern circuit well.
💡 For elderly guests, assign a driver who is patient, experienced, and knows the roads well.
Step 03 — Readiness Check
Verify the vehicle is road-ready: maintenance OK, fuel full, documents valid.
💡 All documents must be valid and not expiring within the trip duration. Fuel must be full before departure.
Fleet Management Practice Assignment
Tasks
Open the Fleet Management dashboard and review the vehicle overview.
Check the Booking Flow tab for pending vehicle assignment requests.
Assign a vehicle to a sample booking.
Verify the driver is assigned with contact details.
Check the readiness checklist for the assigned vehicle.
Flag any vehicles with expiring documents.
Success Criteria
Vehicle overview is reviewed and understood.
Vehicle is assigned with correct type for the trip.
Driver is assigned with contact information.
Readiness checklist items are verified.
Document expiry alerts are identified.