Get the right answer. Keep the fleet moving.

Set up a company fleet

• Prepare the current vehicle list, company locations, owners, and any useful fleet groups.
• Assign the approved administrator to the correct organization.
• Import or verify each vehicle's unit number and initial odometer information.
• Print the assigned QR mirror hangers and place each one in its matching vehicle.
• Show drivers how to check out, return, and report a vehicle concern.

Scan a vehicle QR code

• Open the FleetCustody app or your phone's camera and scan the hanger assigned to the vehicle.
• Confirm that the displayed unit number, make, and model match the vehicle in front of you.
• Choose the available checkout or return action.
• If the wrong vehicle appears, stop and notify your company administrator.

Complete a vehicle checkout

• Enter the requested driver name, employee information, and current odometer reading.
• Select the correct yard, facility, jobsite, or other operating location.
• Provide an expected destination if your organization requests one.
• Allow a one-time phone location stamp if permitted, then submit the handoff.
• Add a relevant vehicle photo or document if the workflow offers it.

Complete a vehicle return

• Scan the same vehicle's hanger and enter the actual return odometer reading.
• Select the location where the vehicle is being returned.
• Describe a warning, maintenance need, damage, or other condition when applicable.
• Attach an optional image or PDF when available; employee files are sent for administrator approval.
• Review the completed trip mileage before leaving the vehicle.

QR code will not scan

• Clean the hanger, improve the lighting, and keep the entire QR square inside the frame.
• Try the iPhone Camera app, the FleetCustody scanner, or the assigned secure web fallback.
• Close another app if it is already using the phone's camera.
• Ask an administrator to confirm that the hanger is active and assigned to the right vehicle.
• Replace a damaged, missing, disabled, or exposed QR label through the administrator workflow.

Phone location was not captured

Allow device location when prompted and confirm that Location Services is enabled. On iPhone, review Settings, Privacy & Security, Location Services, and the relevant app or browser permission.

If the phone cannot obtain a reliable signal, move outdoors if appropriate. You may still choose the operating location and complete the handoff; the record will indicate that a GPS stamp was not captured. FleetCustody does not continuously track your phone.

Live vehicle location is stale or missing

• Confirm that the vehicle is enrolled in FleetCustody Live and that the displayed unit number matches the installed device.
• Check the last-report time before treating a displayed point as the vehicle's current position.
• Make sure the OBD-II device is fully seated and the vehicle has recently been powered on.
• Move the vehicle outdoors when safe so the device can reacquire GPS and cellular service.
• If reporting does not resume, send support the organization, unit number, last-report time, and device status. Do not include passwords or authentication codes.

Live alerts and diagnostics

Movement, geofence, disconnect, battery, and supported diagnostic alerts depend on the enrolled device, vehicle compatibility, signal, and customer configuration. Review the event time, vehicle, last-known location, and device state before responding. A fault code or health alert is operational information, not a substitute for a qualified mechanical inspection.

Mileage is rejected or incorrect

• Enter the whole-number odometer reading shown in the vehicle.
• Do not enter the trip meter, fuel range, or decimal digits.
• Return mileage cannot be lower than the recorded checkout mileage.
• If the saved vehicle reading is wrong, stop and ask an administrator to review the record before continuing.

Upload a vehicle photo or document

Choose the relevant category: service record, maintenance needed, vehicle warning, damage or dent, registration, insurance, or another vehicle-related document.

Supported files are JPEG, PNG, WebP, and PDF, up to 4 MB per file. Keep the image legible and include only information needed for that vehicle. A driver-submitted record will remain pending until an authorized company administrator reviews it.

Approve or reject employee uploads

• Sign in with an active administrator account associated with the correct organization.
• Open Vehicle records to view the pending review queue.
• Check the vehicle, submission context, category, employee, and attached file.
• Approve legitimate records or reject incorrect or unrelated submissions.
• Approved records become part of the private vehicle history; pending and rejected files are not published to general vehicle viewers.

Administrator sign-in or access issues

Use the company administrator sign-in page and enter the work email and password associated with your approved administrator account.

If authentication succeeds but access is denied, confirm that the account is active, has the appropriate administrator role, and belongs to the correct organization. Contact FleetCustody if your company administrator account needs to be corrected.

Print a current fleet report

In the administrator dashboard, open Printable fleet report. The report answers the three operational questions for each vehicle: where it was recorded, who used it, and how many miles were driven. Use your browser's print option to print or save a PDF.

Wrong vehicle, location, or custody status

Do not continue a checkout or return when the vehicle identity, current custody status, or assigned location is clearly incorrect. Note the unit number and contact an authorized company administrator so they can review the active handoff, vehicle record, QR assignment, and location information.

Maintenance, warnings, or safety concerns

Record visible damage, warning lights, unusual conditions, and needed maintenance during the handoff when possible. Add a clear photo or supporting file for administrator review. If a vehicle appears unsafe, follow your company's maintenance and safety procedures before moving or operating it.

Helpful links and information

Explore the FleetCustody Core 1.0 demo
Explore the FleetCustody Live 2.0 demo
Open company administrator sign-in
Open the vehicle records review queue

Read the Privacy Policy
Read the Terms of Service

Emergency and urgent incidents

For a crash, injury, theft, fire, unsafe vehicle, or other emergency, contact emergency services and follow your organization's incident-response procedures. FleetCustody is an operational recordkeeping service, not an emergency reporting or dispatch system.