Lifecycle Transitions
Learn about the various lifecycle transitions in fleet master, including asset assignment, approval, company transfers, maintenance, and write-off processes. This guide ensures assets follow the proper workflow through the system.
Overview
The Lifecycle Transitions page describes how vehicles in fleet master transition through various statuses. This ensures that assets are properly tracked, assigned, and managed according to operational needs.
Purpose of Statuses
Standby
Vehicles are in Standby once validated but not yet ready for assignment. This step allows the admin or asset management team to inspect and ensure the vehicle is ready for operational tasks.
Why It Matters:
- Ensures vehicles are ready before being assigned.
- Prevents assets from being assigned without inspection or finalization.
Ready to Allocate
When vehicles are Ready to Allocate, they are eligible for assignment to a fleet . Only vehicles in this status are visible for assignment in the Fleet Master system.
Why It Matters:
- Marks the vehicle as ready to be linked to a fleet.
- Prevents premature assignment of unverified assets.
Lifecycle Transition Steps
Step 1: Waiting → Standby
| Field | Required |
|---|---|
| Validation Date | Yes |
| Notes | Optional |
Step 2: Standby → Ready to Allocate
| Field | Required |
|---|---|
| Ready Date | Yes |
Step 3: Ready to Allocate → Assigned
Use Case: The asset is now ready for assignment to a fleet or project.
| Field | Required |
|---|---|
| Fleet | Yes |
| Assignment Date | Yes |
| Project | Optional |
| Notes | Optional |
Important:
The Assignment Date is used to calculate daily service charges.
Next Action:After assign, the asset will move to Approval.
Step 4: Assigned → Approved
Use Case: The asset’s assignment needs to be approved by the assigned approver.
| Field | Required |
|---|---|
| None – Decision Only | Yes |
Next Action: After approval, the asset will move to Executed.
Step 5: Approved → Executed
Use Case: The vehicle is handed over and the assignment is considered complete.
| Field | Required |
|---|---|
| Execution Date | Yes |
| Fleet Signature | Yes (Digital/File Upload) |
Important:
Once the vehicle is executed, the storage-related fields (e.g., Rack, Section, Column) are cleared, as the vehicle is now actively assigned and operational.
Next Action: After execution, you can manage the vehicle through the Approvals or Executions dashboards.
Company Transfer
Use Case: If the asset needs to be transferred to another company or branch, this option is available.
| Field | Required |
|---|---|
| New Company | Yes |
| Transfer Date | Yes |
| Notes | Optional |
Note:
When transferring an asset, it will remain in the Executed status, but ownership is updated. These assets will not be assigned to any fleet until a new allocation is made.
Next Action: The asset can be reallocated to a new fleet once transferred.
Maintenance
Use Case: Move the asset into maintenance to track repair or service work.
| Field | Required |
|---|---|
| Maintenance Type | Yes |
| Date | Yes |
| Description | Optional |
Note:
Once in maintenance, the asset cannot be assigned to a fleet. After maintenance is complete, the asset can return to Waiting for assignment.
Next Action: The asset transitions back to Waiting after maintenance completion.
Write-Off
Use Case: The asset is due for decommissioning (e.g., sold, damaged).
| Field | Required |
|---|---|
Write-Off Reason (Sold, Damaged, etc.) | Yes |
| Date | Yes |
| Notes | Optional |
Next Action: The vehicle will be marked for approval.
Write-Off Pending → Write-Off Approved
Use Case: The asset is confirmed for retirement and will be archived.
| Field | Required |
|---|---|
| Approval Decision | Yes |
Role: Approver
Effect: Once approved, the vehicle is locked and archived.
Transition Summary Table
| From Status | To Status | Role Required | Required Fields |
|---|---|---|---|
| Waiting | Standby | Admin / Manager | Validation Date, Notes |
| Standby | Ready to Allocate | Admin / Manager | Ready Date |
| Ready to Allocate | Assigned | Admin / PRO | Fleet, Date, Notes |
| Assigned | Approved | Approver / Manager | None (Approval Decision Only) |
| Approved | Executed | Admin / PRO | Signature, Execution Date |
| Executed | Company Transfer | Admin / Manager | New Company, Date |
| Executed | Maintenance | Admin / Manager | Maintenance Type, Date |
| Executed | Write-Off Pending | Admin / Manager | Status, Date, Notes |
| Write-Off Pending | Write-Off Approved | Approver | Approval Decision |
Best Practices
- Always review asset status before transferring or assigning vehicles.
- Use Maintenance to ensure vehicles are fully operational before they are re-assigned.
- Maintain a clear Write-Off Process to ensure assets are properly decommissioned.