Fleet vehicle ownership
Linking a vehicle to an active fleet account is an ownership transfer, not a second parallel owner record. A live vehicle has one active owner at a time: either a customer or a fleet account. The ownership change and active fleet link are saved together, so a failed or conflicting request does not leave a half-linked vehicle. The workshop user performing a fleet-involved transfer also needs the Fleet Vehicle assignment permission, and the fleet module must be enabled and ready.
After a customer-owned vehicle moves into a fleet, the former customer loses current garage access. Fleet Admin access remains scoped to the fleet account, and Driver access remains narrower: a Driver can see only vehicles covered by an active assignment. A fleet link by itself does not make every fleet vehicle visible to every Driver. Suspended or archived Fleet Accounts do not grant external Fleet Admin or Driver access; an authorized workshop user must reactivate the account first.
When a fleet-owned vehicle transfers back to a customer, Motornauts archives the active fleet link and ends active Driver assignments as part of the same change. Fleet users then lose current access, and the receiving customer becomes the active owner.
Ownership transfer does not transfer private history between unrelated owners. A fleet, customer, or Driver does not automatically inherit a previous owner’s private documents, estimates, invoices, payments, feedback, media, notes, or other private workflow details. Completed workflow records keep the customer context captured when the work was created.
Fleet service history includes a repair order only when its check-in time falls inside a dated ownership period for that fleet account. An archived fleet link can preserve the fact that the vehicle once belonged to the fleet, but it does not expose work completed before that period or after the vehicle left. Staff can still create or check in workshop work for a fleet-owned vehicle; the selected customer/contact on that workflow remains a record snapshot and does not grant that customer current garage or portal access.
Each vehicle can have only one active Driver assignment at a time. End the current assignment before assigning a replacement Driver. Historical assignments remain available for audit, but an ended assignment does not grant current Driver access. Motornauts also prevents an active assignment from remaining attached to an archived Fleet Vehicle or an inactive Driver membership.
Service-history lists treat an active Driver with zero active assignments as a valid empty scope: the page shows No assigned vehicles and does not query or reveal vehicle history. Direct vehicle IDs, saved history links, and filters outside an active assignment remain denied. Fleet Admin history remains limited to the same Fleet Account. Fleet Admin and Driver pages provide Clerk logout so a shared-device session can be ended before another person signs in.
Fleet routes resolve access against the account in the route and the active role recorded for that account. If the same person is a Driver for one company and a Fleet Admin for another, opening one workspace cannot inherit the other company’s role or data. A disabled membership, an account-role mismatch, or a guessed account route returns a safe unavailable state.
Fleet approvals are bound to the exact Fleet Vehicle, repair order, and estimate version that was reviewed, and the fleet account must own that vehicle at the repair order’s check-in time. A later ownership transfer cannot make a new fleet responsible for older work, and a later estimate revision needs a new approval; staff must not reuse an older decision or credit override. When more than one approval level is configured or requested, the highest required level must be approved. A pending, rejected, or unconfigured higher level blocks both workshop progression and billing.
An approval level is configured only while its active rule names a Fleet Admin who still has active
access to that same fleet account. Suspending or removing that access leaves the rule available as
historical configuration, but new requests are marked approval-unconfigured and existing requests
cannot be decided or used to start work. Reactivate the same-account Fleet Admin access or update the
rule to another active Fleet Admin; staff approval permission does not override a missing company
approver.
Consolidated billing uses that same approved context and can be generated only after the selected canonical UTC calendar month has closed. Each service-work and estimate-version tuple appears once, using the approved estimate’s exact amount and the Fleet Account’s currency. The item count, total, items, and audit record commit as one transaction. A retry can return the existing run, but it must not omit or duplicate approved work. After billing history exists, the Fleet Account currency is fixed so later profile edits cannot rewrite the meaning of prior statements.
Fleet credit limits, overrides, approved work amounts, and consolidated statement totals can be at most 999,999,999 minor units (for LKR, LKR 9,999,999.99). Overrides and statement amounts must also be positive. If a statement would exceed the supported aggregate range, Motornauts blocks the whole statement instead of committing a partial total.
If a vehicle is missing from a fleet or still appears assigned after an ownership change, ask an authorized workshop user to verify the active owner, fleet link, and Driver assignment. Do not create a second vehicle record to work around an ownership conflict. Fleet Admin approval responses contain only the account, vehicle, repair-order, estimate, decision, and workflow timestamps needed for that external action. Internal staff contact details, requester and decision actor IDs, idempotency keys, staff reasons, and internal metadata remain staff-only.