How to Log Vehicle Drives

This guide explains how to log vehicle drives in StationOne, including both operational and training drives. Driving logs help track skills maintenance requirements and provide fleet usage reporting.

Overview

StationOne supports two methods for logging drives:

1. Authenticated Logging - Admin users can log drives from the vehicle page
2. Public Logging - Anyone with the vehicle QR code can log drives via public access

Method 1: Authenticated Logging (Admin)

Prerequisites

• Brigade admin, organisation admin, or super admin role
• Vehicle must exist in the system
• Driver must be a registered member

Steps

1. Navigate to the Vehicle

   • Go to Vehicles in the main navigation
   • Click on the vehicle you want to log a drive for

2. Open the Log Drive Form

   • In the Quick Actions sidebar, click the Log Drive button (purple button with steering wheel icon)
   • A modal will open with the driving log form

3. Fill in Drive Details

   Driver (required)

   • Select the driver from the dropdown
   • Defaults to the current user
   • Can log drives for other members

   Start Odometer (required)

   • Enter the odometer reading at the start of the drive (in kilometers)
   • If available, the last recorded odometer reading is shown for reference

   End Odometer (required)

   • Enter the odometer reading at the end of the drive (in kilometers)
   • Distance is calculated automatically

   Drive Date & Time (required)

   • Select when the drive occurred
   • Cannot be in the future
   • Defaults to current date/time

   Training Drive (optional)

   • Check this box if the drive was for training purposes
   • When checked, you must select a supervisor

   Supervisor (conditional)

   • Required if “Training Drive” is checked
   • Select the supervising driver from the dropdown
   • Supervisor must be endorsed to drive the vehicle
   • Supervisor must be a different person from the driver

   Notes (optional)

   • Add any additional information about the drive

4. Submit the Drive Log

   • Click Log Drive to save
   • The modal will close and you’ll see a success message
   • The drive will appear in the vehicle’s driving logs section

Method 2: Public Logging (QR Code Access)

Prerequisites

• Vehicle must have public access enabled
• Valid QR code or public link for the vehicle
• Driver must be registered in the brigade

Steps

1. Access the Public Vehicle Page

   • Scan the vehicle’s QR code with your phone, or
   • Open the public vehicle link in a browser

2. Open the Log Drive Form

   • On the public vehicle page, click the Log Drive button
   • A modal will open with the driving log form

3. Fill in Drive Details

   Driver Name (required)

   • Start typing the driver’s name
   • Select from the autocomplete suggestions
   • Driver must be a member of the brigade

   Start Odometer (required)

   • Enter the odometer reading at the start of the drive (in kilometers)

   End Odometer (required)

   • Enter the odometer reading at the end of the drive (in kilometers)
   • Distance is calculated automatically

   Training Drive (optional)

   • Check this box if the drive was for training purposes
   • When checked, you must select a supervisor

   Supervisor (conditional)

   • Required if “Training Drive” is checked
   • Start typing the supervisor’s name and select from suggestions
   • Supervisor must be endorsed to drive the vehicle
   • Supervisor must be different from the driver

   Notes (optional)

   • Add any additional information about the drive

   Recorded By (optional)

   • Enter your name if you’re recording the drive for someone else
   • This tracks who submitted the public log

4. Submit the Drive Log

   • Click Log Drive to save
   • You’ll see a success message with the calculated distance
   • The page will refresh to show the updated driving logs

Understanding Training Drives

Training drives are special drive logs used to track skills maintenance and development:

Requirements for Training Drives

• Driver: Does NOT need to be endorsed for the vehicle (they’re learning!)
• Supervisor: MUST be endorsed to drive the vehicle
• Supervisor: Must be a different person from the driver

Use Cases

• New members learning to drive a specific vehicle
• Members training on a new appliance type
• Skills refresher sessions
• License upgrade training

Example Scenarios

Valid Training Drive:

• Driver: Sarah (not endorsed for Tanker 1)
• Supervisor: Tim (endorsed for Tanker 1)
• Result: ✅ Allowed - training drives permit unendorsed drivers with endorsed supervision

Invalid Training Drive:

• Driver: Sarah (not endorsed for Tanker 1)
• Supervisor: John (not endorsed for Tanker 1)
• Result: ❌ Rejected - supervisor must be endorsed

Operational Drive:

• Driver: Tim (endorsed for Tanker 1)
• Training Drive: Not checked
• Result: ✅ Allowed - endorsed driver can log operational drives

Invalid Operational Drive:

• Driver: Sarah (not endorsed for Tanker 1)
• Training Drive: Not checked
• Result: ❌ Rejected - operational drives require endorsement

Viewing Driving Logs

On Vehicle Page

1. Navigate to the vehicle
2. Scroll to the Driving Logs section
3. View summary statistics:
   • Total Distance (all time)
   • KM This Month
   • KM This Year
4. See recent logs with details:
   • Driver name
   • Date and time
   • Distance driven
   • Training badge (if applicable)
   • Supervisor (for training drives)
   • Notes

Full Driving Logs List

1. From the vehicle page, click View All in the Driving Logs section
2. Use filters to narrow results:
   • Vehicle (if viewing org-wide)
   • Driver (if viewing org-wide)
   • Training drives only
3. View detailed table with all drive information
4. Click any log to see full details

On Member Profile

1. Navigate to a member’s profile page
2. Scroll to the Driving Log History section
3. View statistics for that member:
   • Total distance driven
   • Total drives
   • Training drives count
4. See recent drives logged by that member

Editing and Deleting Logs

Who Can Edit/Delete

• Super Admin: Can edit/delete any log at any time
• Organisation Admin: Can edit/delete any log in their organisation at any time
• Brigade Admin: Can edit/delete logs within 24 hours of creation

How to Edit a Log

1. Navigate to the driving log (from vehicle page or full list)
2. Click Edit
3. Make changes to the drive details
4. Click Update Drive

How to Delete a Log

1. Navigate to the driving log details page
2. Click Delete
3. Confirm the deletion
4. The log will be permanently removed

Validation and Warnings

Automatic Validations

• End odometer must be greater than start odometer
• Drive date cannot be in the future
• Supervisor required for training drives
• Driver and supervisor must be different people
• Start odometer should not be less than the last recorded reading

Warnings

• Distance > 500 km: You’ll see a warning if the calculated distance exceeds 500 kilometers
  • This helps catch odometer entry errors
  • You can still submit if the distance is correct

Endorsement Checks

• Operational drives: Driver must be endorsed for the vehicle
• Training drives: Supervisor must be endorsed for the vehicle
• Endorsements can be vehicle-specific or appliance-type-based

Tips and Best Practices

1. Log drives promptly - Record drives as soon as possible after returning for accurate odometer readings

2. Use training drives appropriately - Mark drives as training when they’re specifically for skills development or licensing

3. Check last odometer reading - Reference the last recorded reading to ensure continuity

4. Add notes for context - Include relevant details like route taken, conditions, or purpose

5. Review statistics regularly - Use the monthly and yearly statistics to track vehicle usage patterns

6. Verify endorsements - Ensure drivers have appropriate endorsements before operational drives

7. Public QR codes - Print and laminate vehicle QR codes for easy access in the field

Troubleshooting

”Driver is not endorsed to drive this vehicle”

• For operational drives: The driver needs a vehicle endorsement. Contact an admin to add the endorsement.
• For training drives: Make sure the “Training Drive” checkbox is checked and a supervisor is selected.

”Supervisor is not endorsed to drive this vehicle”

• The selected supervisor doesn’t have the required endorsement
• Choose a different supervisor who is endorsed
• Contact an admin to add an endorsement for the supervisor

”Supervisor must be different from the driver”

• You cannot supervise yourself
• Select a different member as the supervisor

”End odometer must be greater than start odometer”

• Check that you haven’t swapped the start and end readings
• Verify the odometer readings are correct

”Start odometer is less than the last recorded reading”

• The vehicle’s odometer may have been serviced/replaced
• Double-check the reading
• Contact an admin if the odometer was legitimately reset

Driver not appearing in autocomplete (public form)

• The driver must be a registered member of the brigade
• Check spelling of the name
• Contact an admin to ensure the member is added to the system

Related Topics

• Add Vehicle Endorsements
• Create a Vehicle
• Enable Public Vehicle Access