Fleet Sync Pro — Modern Fleet Operations SaaS Platform

Fleet Sync Pro's multi-tenant architecture enforces data isolation at the PostgreSQL Row-Level Security (RLS) layer rather than relying on application-level tenant_id filtering. Every table containing fleet data has an organisation_id column, and RLS policies enforce that queries from one organisation's session can only return rows matching their organisation_id — regardless of which API endpoint triggered the request. This means a misconfigured API route cannot accidentally expose one fleet operator's vehicle data to another operator's session; the database layer enforces isolation before any row is returned. The five-role RBAC (Admin, Fleet Manager, Maintenance Manager, Technician, Driver) is implemented as an additional RLS predicate: Technicians can only read and update work orders assigned to them, Drivers can only create issue reports, and Managers see aggregated data across their assigned fleet but not administrative configuration.

The service reminder system is built around a dual-trigger model: interval-based reminders (trigger when a vehicle's mileage reaches the configured service interval, e.g., every 5,000 miles for an oil change) and time-based reminders (trigger when a calendar duration expires, e.g., annual brake inspection regardless of mileage). Mileage tracking is updated when fuel fill-up records are submitted (odometer reading at fill-up) and when driver daily inspection forms include odometer capture. When a service reminder crosses its threshold, a notification is created in the platform and an email/push alert is sent to the assigned Fleet Manager and Maintenance Manager. Pre-due alerts (default 500 miles before the service interval, or 14 days before a time-based reminder) give managers lead time to schedule maintenance before the deadline is missed.

The fuel tracking module captures every fill-up event: vehicle, date, odometer reading, fuel quantity, total cost, fuel grade, and station location. Per-vehicle MPG is computed from consecutive fill-up odometer deltas divided by fuel quantity — smoothed with a 3-fill-up rolling average to reduce the impact of partial fill-ups. The 30-day fuel cost dashboard aggregates fill-up cost by vehicle and by fleet group, enabling fleet managers to identify vehicles with declining MPG (indicating engine issues or driver behaviour) before fuel spend becomes a budget problem. Bulk CSV export of all fill-up records supports fleet accounting workflows and provides the raw data for fleet management consultants analysing total cost of ownership per vehicle class.