EFS Globalv1.395.0
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v1.395.02026-08-15 · 02:15
  • 🧪 “📝 HIRED & FULLY INDUCTED (LEAVER PRACTICE)” — one press builds a driver as they'd be in their first week: THE REAL DAY-1 UNIFORM for that depot at REAL PRICES, the equipment sign-off, TomTom set up on a work phone, a vehicle allocated, and a fuel card issued on the register in their name.
  • Then it stops. Nothing about leaving has happened, so you press “Driver handed in notice” yourself and work the whole thing through — notice, access tick-offs, cab check, damage question, kit signed back in, signatures, final wages — exactly as it happens for real.
  • The uniform lines are built from your actual catalogue and written the same way the uniform sign-off writes them, so every garment prices up properly on the leaver checklist. Made-up kit lines look right and cost nothing, which is precisely what you can't test with.
  • The fuel card matters too: the checklist reads cards actually issued, so without one the return path — photo, number check, receive back — never gets exercised.
  • 🚪 “Leaver (whole leaving process)” still does the lot for you in one press. Use 📝 to test the buttons; use 🚪 to test the result.
v1.394.02026-08-15 · 01:30
  • 💷 NEW: THE LEAVER CHARGE LEDGER — Pay & costs → Leaver charges. A permanent financial record of what was recovered from leavers' final wages. One entry is written the moment wages are authorised, with the driver, depot, every line and its reason, who authorised it and when.
  • 🔒 ENTRIES ARE NEVER EDITED. Every other money figure in the app is worked out live from the driver's file, which means editing an old checklist quietly changes last year's total. These don't move. A mistake is put right by adding a CORRECTION alongside the original — press “Correct this”, enter the adjustment and why — so the trail shows both what was thought at the time and what was put right.
  • Filter by date (defaults to this tax year), print it, or export to a spreadsheet payroll can tick off against. That's the bit that was missing: until now nothing recorded whether payroll actually deducted what the app said they should.
  • 🔎 AND ON THE LEAVERS SCREEN, the “to recover so far” figure is now clickable — it opens up into every line behind it, what it's for and why, with the total underneath. A number nobody can break down is a number nobody questions, including when it's wrong.
  • ⚠️ ONE-OFF SETUP: the ledger needs its table creating — run the leaver_charge_ledger SQL in Supabase. Until you do, the page says so plainly, and authorising wages still works and still records the failure in the audit trail rather than losing it quietly.
  • It can only record what happens from the day it's switched on — leavers already settled won't be in it.
v1.393.02026-08-15 · 00:40
  • 🎒 THE KIT ISSUED AT INDUCTION NOW COUNTS TOWARDS WHAT A DRIVER COSTS. New “Kit issued” column on Cost per driver: fuel card, access fob, first aid kit, defect book, POD book, tacho rolls, timesheets and QR instructions, priced from your own list. Only uniform was being counted before, so every driver's cost was understated by whatever their kit was worth.
  • It reads what they actually signed for on the equipment sign-off, not a standard bundle — so a driver who wasn't given a first aid kit isn't charged for one.
  • Timesheets and QR training instructions are priced too. They're never asked for back, but they still cost money to issue, so they belong in the cost.
  • ⚠️ ALL OF IT DEPENDS ON THE PRICES BEING SET: Drivers & kit → Kit replacement costs. Anything without a price counts as £0, which is why the column will read “—” until you fill them in. That page now lists every issued item, not just the ones that come back.
v1.392.02026-08-14 · 23:55
  • 💷 COST PER DRIVER NOW NETS OUT WHAT WE RECOVERED. New “Recovered” column showing what came off a leaver's final wage — unreturned kit and uniform, the cab check (missing, broken, valet) and accident damage — and the last column is now the NET total. Hover it to see the gross and the recovery separately.
  • It only counts once payroll has been authorised. Before that the figures can still change, and netting a driver's cost against money nobody has actually deducted would flatter the number.
  • The 🔁 driver-replacement figure is net too, so “what replacing drivers costs us” is now what it really costs rather than the gross spend.
  • Recovered is shown in green as a minus, because it's the one line on that screen that works in our favour.
v1.391.02026-08-14 · 23:10
  • 🚪 THE LEAVING PROCESS NOW SHOWS ON THE DRIVER'S OWN FILE, the same way the induction does: every step listed, green when it's done, amber when it isn't — notice recorded, access shut off, kit signed back in (x/y), cab check, accident damage, both signatures, final wages.
  • Each line is clickable and opens the screen it belongs to, so “where are we up to?” is answered by looking rather than by opening things to find out. Each also says what it's waiting for — “Sent — waiting for an answer”, “Nobody emailed — no addresses set”, and what's been charged where something has.
  • It stays hidden until a driver actually starts leaving. A row of amber steps on every driver who isn't going anywhere would be noise — and would make leaving look like a normal state.
  • Merely opening a driver's file no longer creates their leaver checklist. It used to be created on first read, which meant looking at somebody could start their leaving paperwork.
v1.390.02026-08-14 · 22:20
  • 🚪 NEW: THE LEAVERS SCREEN — Drivers & kit → Leavers. Everyone leaving or gone, one line each, with the seven steps shown as green or amber: notice recorded, access shut off (2), kit signed back in (x/y), cab check, accident damage, both signatures, final wages. Answers “where is this up to?” without opening one sheet at a time.
  • Opens on what's STILL OPEN, because that's the point — a half-finished leaver with kit never signed back in used to sit unnoticed for weeks. Search by driver or depot; switch to Finished or Everyone.
  • Shows the £ to recover per driver and a running total across everyone shown, and flags anyone who left on bad terms in red.
  • 📝 SECOND TEST BUTTON: “Ready to hand notice in”. Same hired test driver with kit, uniform and TomTom on file but NOTHING else done, so you press “Driver handed in notice” yourself and work the real screens. Use that one to test the buttons; use 🚪 Leaver to test the result.
v1.389.02026-08-14 · 21:30
  • 🚪 NEW TEST BUTTON: “LEAVER (WHOLE LEAVING PROCESS)”. One press creates a hired test driver with kit, uniform and TomTom on file, then puts them through the REAL leaving process — notice recorded with a leaving date a fortnight out, the leaver checklist opened, and all three emails sent: driver handed in notice, the cab check, and the accident-damage question.
  • It runs against the same code a real leaver does, not a copy — otherwise a test proves nothing. Every email goes to whoever pressed the button and to nobody else, so you can open the links and fill the sheets in yourself.
  • Find it with the other 🧪 test buttons on the applicants screen.
  • Worth doing first: set your figures under Drivers & kit → Kit replacement costs. With no prices set every line charges £0, so the deductions won't add up to anything.
v1.388.02026-08-14 · 20:30
  • 💷 NEW: KIT REPLACEMENT COSTS HAS ITS OWN PAGE — Drivers & kit → Kit replacement costs. Every price the company charges is now in one place: kit issued to the driver, what's in the cab (per depot), and the in-cab kit the workshop replaces. Uniform prices stay under Uniforms → Uniform items, so a garment is still only priced once.
  • It used to be set from inside one driver's leaver checklist, which made a company-wide price list look like a per-driver decision — and left it unfindable unless you happened to be working through a leaver. The ⚙️ button on the checklist now just points at it.
  • 🐞 FIXED — A LEAVER CHECKLIST ALREADY OPEN DIDN'T PICK UP CHANGES. The list of things to sign back in was built once, when the sheet was first opened, so anything changed afterwards never appeared on it. Jeffrey Chippendale's sheet is the example: it kept the old list. Sheets now come back in step every time they're opened — new items appear, and anything no longer collected drops off.
  • Nothing that's been ticked, charged or annotated is ever removed by that — a record of what somebody actually did is worth more than a tidy list — and a signed-off sheet is left exactly as it was signed.
  • ↩️ “Back” on the driver-handed-in-notice page now returns to the driver, not the hired-drivers list.
v1.387.02026-08-14 · 19:15
  • 🚛 A DRIVER WHO MOVES TRUCKS NO LONGER LOOKS LIKE THEY'RE ON BOTH. Move a driver from one vehicle to another and the old vehicle's line is now dimmed, the registration struck through, and the driver shown as “moved off this vehicle”. Both lines were previously shown the same way, so one driver read as two trucks crewed.
  • ⚠️ AND THE TRUCK NOBODY IS ON IS FLAGGED IN AMBER — “No driver — needs allocating”. If someone else has since taken it, it says who instead.
  • New “With now” column on Valets → By vehicle: who each registration is with today, with the driverless ones highlighted, so a spare truck is visible at a glance instead of being worked out from the cost columns.
  • 🔎 THE AUDIT TRAIL NOW SEARCHES THE WHOLE HISTORY. Searching a driver's name only looked inside the newest 1,000 entries already on screen, so an older change came back as nothing found — which reads as “it never happened”. The search now runs against the full log. Type a driver's name to see every recorded change for them, including vehicle moves.
v1.386.02026-08-14 · 18:05
  • 🚚 THE CAB CHECK NOW SAYS WHEN TO DO IT: “when the truck is back after their last shift”. It used to say “before they go”, which is the one time you can't check it — the vehicle is out.
  • 🧰 FOUR MORE ITEMS ON THE CHECK, all off the induction pack so what comes back matches what was signed for: JUMP LEADS, SUZIES & BAG, BULK KIT, 2 X SPANNERS — alongside the TV, fridge and microwave.
  • 🐞 FIXED — THE CAB CHECK WASN'T IN THE TOTAL ON SCREEN. Payroll's email always included it, but the “Deductions so far” figure on the leaver checklist didn't, so the office was signing off a total it hadn't seen. It's now in the figure, itemised underneath, and if the cab check hasn't been answered yet the sheet says so instead of quietly showing a total that's too low.
  • 🔒 The charge is now taken from your price list on the server, not from the page that was submitted — so what gets charged is always what's on the list.
  • ⚠️ Prices still start at £0 for every item until you set them: leaver checklist → ⚙️ costs → “What's in the cab, and what it costs”. Anything left at £0 is still asked about, it just can't be charged for — and the person checking is told so.
v1.385.02026-08-14 · 17:10
  • 📝 THE “DRIVER HANDED IN NOTICE” EMAIL NOW ASKS FOR TWO THINGS, ON TWO DIFFERENT DAYS: cancel the BULK DIESEL PIN on the driver's last working day, and cancel GATE ACCESS ON THEIR FOB the first working day after that. The fob has to still let them on site on their last day to hand everything back — that's why it's a day later.
  • The email spells out both dates rather than saying “the next working day”, so a Friday leaver's fob is named as the Monday.
  • ✅ THE TICK SHEET IS NOW JUST THOSE TWO ITEMS. Certas, UK Fuels and Motia have come off it — those cards come back physically on the leaver checklist, which is where they're accounted for, so ticking them here was a second list saying the same thing.
  • Anything already ticked on an older notice is still recorded; it just isn't shown as an outstanding job any more.
v1.384.02026-08-14 · 16:20
  • 🔍 FUEL CARD PHOTOS ZOOM. Tap any card picture — issuing, on a driver's file, or the photo taken when it came back — and it opens full screen. Pinch, drag, or use + / − up to 6×, so the number can actually be read on a phone instead of squinting at a thumbnail.
  • ✅ THE NUMBER IS NOW CHECKED AGAINST THE PHYSICAL CARD AT EVERY POINT, not just when a card is first issued. Logging a card IN or OUT of the Head or Traffic office now asks you to tick that the number matches the card in your hand, and so does receiving a card back from a driver. Nothing saves until it's ticked — and the check is enforced on the server, not just in the form.
  • Correcting a card number now asks you to confirm it with the card in front of you before it changes.
  • Editing the number after you've ticked clears the tick — otherwise you'd have confirmed one number and saved a different one.
  • Lost and stolen are the one exception, on purpose: there's no card in your hand to check against.
  • Why it matters: the card number is what everything else matches on. One wrong digit and the card won't scan back in, the drawer count is wrong, and the bill checker can't tie fuel to the right card.
v1.383.12026-08-14 · 15:30
  • ✏️ Reworded the tick on the accident-damage question to “I confirm this is what is outstanding for vehicle accident damage.” — it's confirming the figure, not that somebody walked round the vehicle.
v1.383.02026-08-14 · 15:05
  • 💷 THE CAB CHECK NO LONGER ASKS ANYONE TO TYPE A PRICE. Press Missing or Broken and it shows the company's own figure — “Charge: £250.00 — from the company's price list”. The person checking the vehicle says whether it's there, missing or broken; what it costs isn't their call to make up on the spot.
  • Same for the valet: answer Yes and it charges your standard valet price. The box you could type into has gone.
  • 🆕 SET THE PRICES: open a driver's leaver checklist → ⚙️ costs → “What's in the cab, and what it costs”. Add or remove items (TV, fridge, microwave, anything else), set a price each and the valet charge. It's per depot, so each company charges its own rates.
  • Anything left at £0 is still asked about on the check — it just isn't charged for, and the person checking is told so in plain words rather than being left with a blank box. The total at the bottom says the same.
  • Tidied a duplicated “What kit costs to replace” heading on the same panel.
  • 🔧 Behind the scenes: fixed something that stopped the app running locally for testing.
v1.382.02026-08-14 · 02:10
  • 📧 THE LEAVER EMAILS NOW GO ONLY TO THE ADDRESSES YOU SET FOR THEM. One address in settings meant three people got it — because a depot's general “Company notification recipients” list was being added to every notification, including these. Set one address, one person gets it.
  • This applies to the five that go to somebody who has to DO something: “Driver handed in their notice”, the cab check, the accident-damage question, final wages, and the completed checklist. A driver leaving isn't news for everyone on the recruiting list, and the fuel-card shut-off shouldn't land in five inboxes where each assumes another has done it.
  • Everything else is unchanged — new applications, marked hired, DVLA codes and the vehicle jobs still reach the depot's general list as they always have.
  • ⚠️ WORTH CHECKING: if one of these five was reaching the right people ONLY through the depot's general list, it will now go to nobody until you put an address against it. Open the driver's notice page — it says in plain words who it goes to, or “nobody yet”.
v1.381.12026-08-14 · 01:40
  • 🐞 FIXED: setting a depot's address for ONE notification could quietly stop the others reaching that depot. If a depot had a single “everything goes here” address and you then set a separate address for, say, “Driver handed in their notice”, the original address stopped receiving the rest. It now keeps getting everything, and the specific address gets its own event as well.
v1.381.02026-08-14 · 01:05
  • 🔧 THE OUTSTANDING VEHICLE DAMAGE QUESTION NOW GOES OUT AUTOMATICALLY when a driver's leaving date is recorded — at the same moment as the cab check. It used to sit waiting for somebody to open the leaver checklist and press a button, which meant it often went out late, or not at all.
  • Whoever answers it puts in the amount the driver should pay and ticks to confirm they’ve actually been through the vehicle. That tick is new and it matters: answering “nothing owed” without having looked used to be indistinguishable from a proper check. The amount goes straight onto the driver's final wage.
  • It goes to the “Leaver — does this driver owe for accident damage?” address in Email settings, set per depot — so it can be a different person from the cab check, or the same, whichever suits.
  • The button on the leaver checklist still works for sending it again or chasing it.
  • One consequence worth knowing: recording a leaving date now opens the driver's leaver checklist automatically, because the damage question hangs off it. That's a head start rather than a change of process — the checklist is there waiting when you come to it.
v1.380.02026-08-14 · 00:20
  • 🚚 NEW: THE CAB CHECK. The moment a driver's leaving date is recorded, whoever looks after the vehicles is emailed a link and asked to go through the cab BEFORE the driver goes. No login needed — the link is unique to that driver.
  • EVERY ITEM IS ANSWERED SEPARATELY — TV, fridge, microwave, and anything else you add — as ✓ There & fine, ✗ Missing, or ⚠ Broken, with a box to say what's wrong with it. Choosing missing or broken offers YOUR company's price for that item straight away; choosing “there & fine” clears the charge so nothing can be charged by accident. “Cab checked ✓” told you nothing when a microwave turned up missing three weeks later — a line each does.
  • AND THE VALET QUESTION, in plain words: “Has the driver left it in a mess, and should he be charged for a valet?” Yes offers your standard valet charge; no charges nothing.
  • 💷 IT ALL GOES ON THEIR FINAL BILL. Everything charged on the cab check is added to the leaver checklist's deductions, alongside unreturned kit and any accident damage, and is itemised line by line in payroll's authorisation email — so the driver's final wage is worked out from one figure that adds up.
  • PRICES COME FROM YOUR COMPANY'S OWN LIST, per depot, so each company charges its own rates and nobody types a figure from memory.
  • 📧 AND WHEN THE CHECKLIST IS FINISHED, THE COMPLETED SHEET IS EMAILED OUT. New “Leaver — finished checklist” entry in Email settings: add as many addresses as need a copy. It carries the whole thing — every item and whether it came back, everything charged and why, the cab check, the accident-damage answer, both signatures and the total deducted.
  • Both new emails are set PER DEPOT in Email settings, like every other notification: “Leaver — cab check needed” and “Leaver — finished checklist”.
v1.379.02026-08-13 · 23:35
  • 📧 THE LAST TWO LEAVER EMAIL ADDRESSES NOW LIVE WITH ALL THE OTHERS. The accident-damage question and payroll's final-wage all-clear were the odd ones out: set only in a panel on the leaver checklist, and the SAME for every depot — so one company's leaver was emailing another company's workshop and payroll.
  • Both are now proper entries in Email settings, set per depot like everything else: “Leaver — does this driver owe for accident damage?” and “Leaver — final wages authorised (payroll)”. Each carries a plain-English note explaining exactly when it fires and who normally wants it.
  • Nothing breaks in the meantime. A depot's own list is used the moment it's set; until then the old global addresses carry on working, so you can fill the depots in at your own pace. The old panel is still there and says plainly that it's the fallback.
v1.378.02026-08-13 · 23:05
  • 💷 “KIT REPLACEMENT COSTS” NOW HAS ITS OWN BUTTON on the leaver checklist, instead of being buried inside ⚙️ Addresses where nobody would think to look for prices. Same list, its own place, its own save.
  • It also refreshes the sheet as soon as you save, so the new figures show against every line straight away rather than after a reload. Addresses and costs are now saved independently — editing one can't disturb the other.
v1.377.02026-08-13 · 22:40
  • 💷 UNRETURNED-KIT CHARGES NOW ALWAYS USE TODAY'S PRICE. The cost of each item was being copied onto a leaver checklist at the moment it was opened — so a sheet opened in June would still have been offering June's prices in October, even after you'd put the prices up. Every line is now priced fresh each time the sheet is opened, straight from the price lists, so it can't drift.
  • There are still exactly two places a price is ever set, and neither is on the checklist itself: UNIFORM comes from Uniforms → “Uniform items”, and ALL OTHER KIT from “What kit costs to replace” under ⚙️ on the leaver checklist. Change a price once and every open checklist picks it up immediately — no sheet to go back and correct.
  • What actually gets deducted is still stored on the sheet the moment you press “not returned — charge”, so a charge already agreed never moves afterwards. It's the quoted price that follows the list; the agreed charge stays put.
v1.376.02026-08-13 · 22:05
  • 📧 NOTICE EMAILS ARE NOW PER DEPOT — a driver leaving one company is never emailed to another. “Driver handed in their notice” has been added to Email settings alongside every other notification, so each depot sets its own addresses in the place all the other recipients already live. Head-office addresses set centrally still get told as well, exactly like the other events.
  • The ⚙️ button on the notice page stays, and now adds addresses to THAT DRIVER'S DEPOT — it's a shortcut to the same list, not a second one hiding somewhere else.
  • 🔒 SHUTTING OFF ACCESS IS NO LONGER THE JOB OF WHOEVER RECORDS THE NOTICE. Two new permissions under Admin → Permissions → Leavers: “Record that a driver has handed in their notice” (on for depot managers, recruiters and trainers) and “Shut off a leaver's access” (depot managers and above).
  • So the person taking the phone call fills in the date and presses save — and instead of tick boxes they can't use, they see a plain explanation of what happens next: who the email goes to, that THOSE people shut off the Diesel PIN, Certas, UK Fuels, Motia and Access Fob, and that the ticks will appear on that same page as they're done. They can watch the progress; they just can't do it themselves.
  • The email now carries a blue button straight to that driver's notice page, so whoever receives it can shut the access off and tick it without hunting for the driver.
v1.375.02026-08-13 · 21:10
  • 👕 THE LEAVER CHECKLIST NOW LISTS EVERY GARMENT THEY WERE ISSUED, ONE LINE EACH. It used to be a single “Uniform returned (or charged)” tick, which told you nothing about which of eight garments actually came back. You now get the driver's real day-1 kit — each polo, fleece, pair of trousers, with its size and quantity — as its own line to tick off, and it prints that way too.
  • 💷 EVERY LINE NOW HAS A COST BEHIND IT, so unreturned kit adds itself to the total. Each item shows what it's worth (“Worth £24.50 if it doesn't come back”), and a new “not returned — charge” link puts that amount straight onto the final-wage deductions, with the amount offered ready and the line marked “Not returned”. You can type a different figure if you're only charging part of it.
  • WHERE THE PRICES COME FROM — two places, deliberately: UNIFORM prices come from Uniforms → “Uniform items”, which you already keep up to date, so garment prices are never typed twice. EVERYTHING ELSE (first aid kit, fob, defect book, and any line you add yourself) is set under ⚙️ Addresses on the leaver checklist, which now has a “What kit costs to replace” list.
  • Set a cost once and every future leaver checklist offers it automatically. Leave one blank and that line simply asks you for the figure at the time, as it always did.
  • As with the other checklist changes, this shapes NEWLY opened checklists — sheets already in progress keep the lines they were built with.
v1.374.02026-08-13 · 20:35
  • 🚪 LEAVER CHECKLIST NO LONGER ASKS FOR TIMESHEETS OR QR TRAINING INSTRUCTIONS BACK. Drivers are still issued both exactly as before — they're just not chased for them when they leave. A used timesheet pad and a sheet of QR instructions aren't worth collecting, and listing them only added lines nobody ever ticked, which makes the sheet look unfinished when it isn't.
  • Everything else on the driver pack — Defect book, POD Book, Tacho Rolls — is still collected as normal. Checklists already open keep their existing lines; you can clear them with the “remove” link on each.
v1.373.02026-08-13 · 20:15
  • 📝 NEW: “DRIVER HANDED IN NOTICE”. A new button on a driver's file, next to the leaver checklist. Open it the day someone tells you they're going: put in the date they say they're leaving, write down how they're leaving (“good terms, moving closer to home, would have him back”) and press save. The office is emailed straight away — so payroll and management hear it once, properly, instead of by word of mouth.
  • Set who gets that email with ⚙️ Who gets told at the top of the page — as many addresses as you like, and it's the same list for every depot. Saving a correction later re-sends, clearly marked as an update.
  • 🔑 SHUTTING OFF ACCESS HAS MOVED HERE FROM THE LEAVER CHECKLIST — and it's now one tick per system instead of one tick for the lot: Diesel PIN · Certas · UK Fuels · Motia · Access Fob. Each is stamped with who deactivated it and when.
  • Why it moved: access has to die the day someone hands their notice in, not weeks later when the kit finally comes back and somebody gets round to the checklist. And a single tick covering five systems told you nothing about which ones had actually been done.
  • The leaver checklist still handles everything physical — including getting the Access Fob itself back, which is a different job from switching it off. New leaver checklists no longer carry the old “Access codes & logins deactivated” line; sheets already open keep it.
v1.372.02026-08-13 · 19:20
  • 🚪 LEAVER CHECKLIST: NO MORE ASKING FOR THE SAME FUEL CARD TWICE. The sheet was building its fuel-card lines from two places at once — the fuel-card register (one line per card actually scanned out to them, by card number) AND the generic “Fuel card” tick on the equipment sign-off. A driver with scanned cards got both, so you couldn't tell whether it meant two cards or one listed badly. When the register knows the real cards, the generic line is now left off.
  • 🖨 THE PRINTED SHEET NOW SHOWS WHAT WAS ACTUALLY DONE. Every tick box printed BLANK, so a finished checklist came out looking identical to an empty one — useless as a record on a driver's file. The printed version now draws a proper ☒ or ☐ for each line, says “(required)” in words, and prints notes and any charge as text rather than as empty boxes.
v1.371.02026-08-13 · 18:45
  • 📊 FUEL TRANSACTIONS CAN NOW BE EXPORTED — SPREADSHEET OR PDF. Every transaction read off a bill has been stored in a searchable database since the checker went in; these are the two buttons that get it back out. They sit next to the date filters.
  • ⬇️ SPREADSHEET gives you a CSV that opens straight in Excel: date, time, supplier, invoice number, card, garage, vehicle, product, litres, price per litre, the quoted price, the difference, net amount, whether it was flagged and why, whether it's been answered, the note and who wrote it. Pound signs and odd garage names come through properly.
  • 🖨 PRINT / PDF gives a clean table — just the transactions, with none of the buttons, filters or menus on the page — so “Save as PDF” in the print dialog produces something you can send to the fuel supplier or keep with the invoice.
  • Both export EXACTLY WHAT YOU'RE LOOKING AT — the same date range, the same filter, the same search. So “Dearer than quoted, 1–31 July” exports precisely that. Up to 1,000 transactions at a time (the screen shows 300).
  • Test bills are only included if “Include 🧪 test bills” is ticked, and are marked TEST in the spreadsheet so a trial run can never be mistaken for real spend.
v1.370.02026-08-13 · 18:10
  • 🧪 FIXED: A TEST FUEL BILL LOOKED LIKE IT HAD DONE NOTHING. Test bills are deliberately kept out of the register — but that meant uploading one and then pressing “Needs an answer” showed an empty list, with nothing to say why. You'd uploaded it precisely to see what it found.
  • Now: after you save a test bill the register switches itself to show test rows, and the message says so. And if a filter comes back empty while test bills are being hidden, it tells you and offers a one-press “Include them”.
  • 🛡 Also made the page survive its own database update not having been run yet. If the is_test column isn't there, the register used to go silently blank on every filter — it now falls back to what it can read, the same way the rest of the app does, rather than looking broken.
v1.369.02026-08-13 · 17:30
  • 🧪 FUEL BILLS CAN NOW BE UPLOADED AS A TEST. There's a “Just testing — keep out of the real figures” tick next to the quoted price. Tick it and the bill is read and checked exactly as normal, so you can see what it finds — but it's kept out of the register searches, the counts and the garage price figures, so your trial runs don't pollute the real numbers.
  • A test bill can be uploaded over and over. Real bills still can't be loaded twice (that would double-count the spend and re-raise flags already dealt with), but the duplicate guard is lifted for anything marked test.
  • Test bills carry an amber 🧪 label wherever they appear, there's an “Include 🧪 test bills” tick on the search filters when you do want to see them, and a “🧹 Clear all test bills” link that removes every one of them — with their transactions, flags and stored PDFs — in a single press. Real bills are never touched by it.
  • The existing “🗑 Forget (re-test)” on an individual bill still works the same way for one-offs.
v1.368.02026-08-13 · 16:40
  • ⛽ ALL YOUR FUEL BILLS NOW READ THEMSELVES — NO AI NEEDED. The UK Fuels / Radius layout wouldn't parse before and had to go through the AI. It does now, and so does Motia. Tested against four real Jones Metcalf bills: all four read completely, with every card number, price and amount correct — including a bill whose transactions total £1,412.44, matching the printed total exactly.
  • What was wrong: the Radius bills are landscape pages produced by rotating a portrait one, which swaps the two directions the text is measured in — so the reader was slicing the table down the columns instead of across the rows. It now checks the page rotation first.
  • Two more things it now gets right: on Radius bills the card number is printed BELOW the transactions it covers (next to that card's total), not above them — so it was being attached to the wrong group of fuel. And Motia splits its column headings over two lines, which hid the Unit Price and Nett Value columns entirely. Both fixed and verified.
  • 🗑 NEW: “FORGET (RE-TEST)” ON EACH BILL. While you're testing, this deletes a bill, all its transactions and every flag it raised, so the very same PDF can be uploaded again from scratch — otherwise the duplicate guard blocks it. The stored copy of the PDF is removed too. Any standing “allow” rules you made stay put; clear those separately from Standing rules.
v1.367.02026-08-13 · 15:30
  • ⛽ FUEL BILL CHECKER: OPEN THE ACTUAL BILL FROM ANY LINE. Every transaction — and every bill in the list — now has a “📄 Open the bill” button that opens the original invoice PDF in its own tab, so you can read it yourself before deciding what a flag means. (The PDF is now kept when a bill is checked; it wasn't being saved before.)
  • 🔒 “ALLOW THIS FROM NOW ON” HAS BEEN MADE SAFE. As first built it was dangerous: allowing one dear fill at a garage stopped EVERY future price there being flagged, however bad it got. Allowing a 45-litre fill would have let a 5-litre one through. That's the opposite of what a fraud check is for.
  • Now every allowance carries the limit it was given at. Allow 161p at a garage and only prices UP TO 161p stop being flagged there — 162p is flagged again. Allow a 45-litre fill and anything under 45 litres is still flagged. Allow a card used twice in a day and three times still flags. The button now says “Allow — with a limit”, and tells you in plain words exactly what will and won't be excused before you agree to it.
  • 🔓 NEW “STANDING RULES” PANEL at the top of the page lists every allowance in force — what it covers, the limit, who granted it and why. Remove one and that check starts applying again immediately. A rule nobody can see is how checking quietly stops happening, so they're never buried.
  • Petrol allowances still have no limit, because there's no sensible one — the panel says so, and the confirmation tells you to think twice.
v1.366.02026-08-13 · 14:05
  • ⚙️ YOU CAN NOW CHOOSE WHAT'S ON YOUR OWN SIDE MENU. At the bottom of the menu there's “⚙️ Choose what's on my menu”. Open it and every entry has a tick box — untick anything you never use and it drops off. A recruiter can lose the fuel pages, the fuel desk can lose form templates, and everyone ends up with a shorter menu showing only the things they actually open.
  • It's yours alone. Nobody else's menu changes, it follows you from your laptop to your phone, and it does NOT take away access — if someone sends you a link to a page you've hidden, it still opens as normal. It's tidying, not permissions.
  • A heading with everything ticked off disappears completely rather than sitting there empty, and there's a “Show everything again” link whenever you want it all back.
  • 🗂 TWO TIDY-UPS TO THE MENU ITSELF. Fuel now has its own heading — Fuel cards, Fuel card in/out log and Fuel bill checker — instead of being buried in “Drivers & kit”, which had grown to eleven entries. And “Cost per driver” has moved out of Drivers & kit into “Pay” (now “Pay & costs”), since it's a money report rather than a piece of kit.
v1.365.02026-08-13 · 13:15
  • 🔐 SUGGESTIONS ARE NOW ON THE PERMISSIONS SCREEN. Admin → Permissions has a new “Suggestions” section with four separate switches, so you decide exactly who can do what — per role, same as everything else.
  • RAISE A SUGGESTION — who's allowed to send one in at all. On for everybody by default, on purpose: the people who hit the awkward bits are rarely the ones with admin rights.
  • SEE THEIR OWN — they get the Suggestions page, but it shows ONLY what they sent in, so they can check whether it's been picked up. On for everybody by default.
  • SEE EVERYONE'S — the full board, everything anyone has asked for. Depot Managers and above by default.
  • MARK THEM DONE — the “✅ Done — tell them”, “Working on it” and “Not doing it” buttons, and the email back to whoever asked. Off for everybody except Super Admin by default, so nobody accidentally closes someone else's request.
  • The rules are enforced on the server, not just hidden in the screen — so somebody who shouldn't see everyone's suggestions can't get at them by any route.
v1.364.02026-08-13 · 12:40
  • 💡 NEW: TELL US WHAT'S MISSING. There's a “Suggest an improvement” panel at the top of the side menu, and ANYONE with a login can use it — you don't need admin rights. Pick what it is (something new, a suggestion, make something better, or something isn't working right), give it a few words, add detail if it helps, and send it.
  • You get a thank-you straight away telling you it'll be actioned as soon as possible — and, more to the point, you get an EMAIL when it's actually been built, saying what was done. That's the bit that matters: you'll know your suggestion went somewhere.
  • For Mark: every suggestion lands in Admin → Suggestions, newest first, with who asked and when. Tick “✅ Done — tell them”, type what they should be told, and the email goes out automatically. There's also “Working on it” and “Not doing it”. An email arrives the moment any new suggestion is raised, and an amber “N suggestions outstanding” badge sits in the side menu until they're cleared.
  • Nobody is chased twice — the “it's done” email only ever goes once per suggestion, even if the status is changed again afterwards.
v1.363.02026-08-13 · 11:15
  • ⛽ NEW: FUEL BILL CHECKER. Drivers & kit → Fuel bill checker. Drop in a fuel-card invoice, type the ONE thing it asks — what price per litre we were quoted — and every transaction on the bill is checked for you.
  • FOUR CHECKS ON EVERY LINE: (1) is it the price we were quoted, and if not is it dearer or cheaper; (2) is it PETROL, which shouldn't be going on these cards at all; (3) is it 50 litres or less, which is too little for a lorry and could be somebody filling a car; (4) has that card been used more than once on the same day.
  • ANYTHING FLAGGED HAS TO BE ANSWERED. Each flagged line sits there until whoever is checking the bill either explains it (“breakdown, only garage open”) or presses “Allow this from now on” — which records the reason AND stops that same thing being flagged at that garage in future. Your rules, learned as you go.
  • IT READS THE BILL ITSELF. Motia bills are read instantly from a built-in template, free. Anything it doesn't recognise — including a brand-new supplier — is read by the AI instead, so you're never stuck waiting for someone to teach it a new layout first.
  • SEARCHABLE AFTERWARDS: date range, everything still needing an answer, dearer than quoted, not the quoted price, petrol, 50 litres or less, card used twice in a day, AdBlue — plus free-text search on garage, card number or vehicle reg.
  • AdBlue is recorded and searchable but never price-checked, because we don't get a quoted AdBlue price.
  • Known limitation: the UK Fuels / Radius layout doesn't yet read from a template, so those bills go through the AI. They still work — it just costs a penny or two per bill and takes a few seconds. A template for them is on the list.
v1.362.02026-08-13 · 09:20
  • 💳 FUEL CARDS: THE NUMBER IS NOW CHECKED THREE WAYS, SO WRONG NUMBERS STOP GETTING ON THE SYSTEM. A misread digit doesn't show up at the time — it shows up weeks later when the card won't scan back in. All three fixes are about catching it at the point of scanning.
  • 1. CONFIRM IT MATCHES. After a card is photographed and the number read, whoever is issuing it has to tick “I have checked this against the physical card and it matches”. The Issue button stays greyed out until they do.
  • 2. EDIT A NUMBER THAT'S ALREADY WRONG. Every card in the register now has an “Edit number” link next to it. Correcting it renames the card everywhere at once — its issue history and every fuel-desk scan — so the card matches when it comes back. It won't let you change it to a number another card already uses.
  • 3. THE FUEL-CARD NUMBER LIST. New “Fuel-card number list” panel on the Fuel cards page: paste in every card number on your account (straight out of a spreadsheet, one per line). From then on it's the FIRST thing checked — a scan whose number isn't on the list is refused outright, with a message telling you to check the number or add the card to the list. Leave the list empty and the check stays off, so nothing changes until you're ready.
v1.361.02026-08-12 · 17:35
  • 🚪 LEAVER CHECKLIST: “HOW THEY LEFT” — A BAD-TERMS FLAG AND A NOTES BOX. New section under the leaving date. Tick “Left on bad terms” for anyone who walked out, was dismissed, or left in dispute, and write whatever the next person needs to know.
  • Ticking it puts a red warning across the top of their sheet: cancel the fuel card, access codes and any Samsara / TomTom logins NOW rather than working through the list in the usual order. The notes appear in the warning too, so whoever picks it up sees the circumstances without having to ask around.
  • The notes box is useful on a normal, friendly leaver as well — “vehicle left at Newark”, “fuel card cancelled by phone on the 8th”, “owed 2 days holiday”. It's stamped with who wrote it and when.
  • It prints with the sheet, so the paper copy carries the same warning and notes.
v1.360.02026-08-12 · 17:05
  • 🚪 LEAVER CHECKLIST NOW STARTS WITH A LEAVING DATE AND A “CONFIRM THEY HAVE LEFT” BUTTON. Step 1 on the sheet is now the driver's last working day. Save the date, and once they've actually gone press “Confirm they have left”. That is the moment the system knows they're no longer a driver.
  • The confirmation — not the date, and not finishing the checklist — is what takes them off the chase lists: night-worker health assessments, DVLA licence re-checks, CPC hours chasing, insurance cover checks, outstanding-documents lists and all the automatic chase emails that go with them.
  • The date on its own changes nothing, on purpose. Someone working a month's notice is still driving and still legally needs their licence checked, so nothing stops until you confirm they've gone.
  • The checklist stays fully open and workable afterwards — kit still has to be signed back in, the damage question answered, both signatures taken and final wages authorised, often weeks later. Confirming they've left does NOT close the sheet down.
  • Pressed by mistake? There's an Undo on the confirmation, and clearing the leaving date undoes it too. Everything is stamped with who did it and when, and recorded in the audit trail.
  • For drivers who left before today, open their leaver checklist, add the date and press confirm — that's what clears them off the lists.
v1.359.02026-08-12 · 16:20
  • 🛡 YOU CAN NOW CLOSE OFF A REFERRAL WHEN THE INSURER ANSWERS BY PHONE OR EMAIL. Until now a referral could only be concluded by C&C pressing Yes or No in their own portal — so if they rang you or replied to an email instead, the driver sat on “Referred — awaiting insurer” for ever and the screen never cleared.
  • Any driver sat with the insurer now has two buttons on their row: “Insurer approved” and “Declined”. Approving does everything the insurer's own button does — lifts the hire block, notifies the depot, and rolls the driver up to Hired if that was the last thing outstanding. Declining marks them as unable to get cover and blocks hiring.
  • Either way it's stamped with YOUR name, the date and time, and recorded in the audit trail as given to the office rather than through the portal — so it's always clear how the answer reached us and who typed it in. The signed record and the printable insurance sheet show the same.
  • The buttons only appear on drivers actually referred to the insurer, and each one asks you to confirm before it saves.
v1.358.02026-08-12 · 15:45
  • 🚪 LEAVERS NOW DROP OFF EVERY CHASE LIST — found via Jeffrey Chippendale still being due a night-worker health assessment after he'd left. The 🚪 leaver checklist never recorded a 🏁 employment outcome, and “file closed” was worked out from the outcome alone — so as far as every work list was concerned, a driver who had left and been signed off was still an active driver.
  • Once a leaver's checklist is signed off by BOTH the driver and the office, their file now counts as closed everywhere: night-worker health assessments, DVLA licence re-checks, CPC hours chasing, insurance cover checks, outstanding-documents lists and the automatic chase emails that go with them. Nothing is deleted — the file and everything on it stays exactly as it is.
  • A leaver checklist that has merely been OPENED does not count — they're working their notice, still driving, and still due their checks. It only takes effect at sign-off.
  • 🔍 DVLA LICENCE CHECKS: SEARCH AND A SENSIBLE ORDER. There's now a search box — type any part of a driver's name (or their depot) to find them instead of scrolling the whole fleet — and the register lists the most recently added drivers first, rather than alphabetically. Codes waiting to be redeemed and due re-checks still float to the top of drivers added the same day, and the counts along the top are unchanged.