Area · Fleet

Office fleet · runs inside your SharePoint

Do you have a fleet?
Or just Excel and paper in a drawer?

Name: EP365 Fleet – fleet management in SharePoint
Price: 200 CZK

An office fleet app for 5 to 200 company vehicles — reservations, handovers, trip log, paperwork and incidents. No external cloud, just your SharePoint Online, which you already pay for.

No hardware

No GPS boxes, no fuel-card integrations. Just your M365.

Driver-first

Mobile shell under 768 px — drivers in the field can do everything one-thumbed.

Under your control

Manager · dispatcher · driver · visitor — four roles, clear boundaries.

Book a demo See pricing NO HARDWARE · LIVE IN HALF A DAY

A glimpse of how it looks

Dashboard · Fleet

Fleet status · 14 vehicles, Thursday 9 May 2026

12 / 14

Active vehicles

Active reservations

Documents due in 30 days

Open incident

Maintenance plan · Top 3

3SK 1234 Inspection in 8 days

7AT 9981 Insurance in 12 days

5BR 4421 Tyre swap overdue · 3 days

Fleet utilisation · 67 % v 1.5.0 · auto-provisioning

5–200

vehicles — typical office fleet

within 1 day

typical deployment from kickoff

100 %

data in your M365 tenant

30+ features

from reservations to incidents

What companies with a fleet deal with today · 3 / 3

Three pain points every fleet manager knows.

01 · RECORDS

Excel and paper in a drawer

Who, when, where, how many kilometres. Some people log it late, others never. Accounting hammers WhatsApp on Monday morning.

02 · HANDOVER

Paper handover protocols

Keys are passed hand to hand. When damage appears, no one knows who did it. No proof, anywhere.

03 · PLANNING

Inspections and vignettes — all in someone's head

Vehicle inspection (MoT) deadlines, insurance, tyre swaps, motorway vignettes — who tracks all of it? The dispatcher's calendar.

What it solves · who it's for

For organisations that want office fleet without hardware and without yet another SaaS.

EP365 Fleet is for you, if…

You have 5–200 vehicles in the fleet and own employees as drivers (not external couriers).
You want to replace Excel, paper and Outlook chaos with one coherent system.
The fleet manager wants an overview without reading five reports — attention list, maintenance plan, map.
Drivers have smartphones and book vehicles even when out in the field.
Office fleet management is enough — you don't need real-time GPS tracking or full logistics.
You already use Microsoft 365 and SharePoint Online — and don't want yet another SaaS subscription.

We're not the right fit, if…

— Large fleets of 300+ vehicles with a full-time fleet manager. At that scale, SAP Fleet, Volvo Connect or a dedicated TMS makes more sense.
— Logistics or freight forwarding with real-time GPS tracking and fuel-card integrations (CCS, Shell). This is office fleet, not a TMS.
— B2C rental with online booking for the public. A different product context entirely.
— External couriers / gig workers (Wolt, Liftago model). The work processes are completely different.
— You don't have SharePoint Online. EP365 Fleet is a SharePoint webpart — strictly Microsoft 365 only.

Key features

Six things that make your fleet finally make sense.

Reservations with intermediate stops

Direct booking or request-with-approval. Pick from vehicle cards with live availability, odometer, fuel level and location. For trips with multiple stops (Brno → Jihlava → Prague) you can add any number of waypoints.

Direct / approvedWaypointsCarpoolingPrefill from last trip

Maintenance plan across the fleet

Consolidated view: vehicle inspection (MoT), service, tyre swaps, insurance, motorway vignettes. Filter Overdue / Within 30 days / Within 90 days / All. Seasonal alerts (winter tyres in October, summer in April).

Inspection · service · tyresCZ/SK/AT vignettesSeasonal bannersPer-vehicle detail

Handover protocols with photos

Mileage, fuel level, interior/exterior cleanliness, description of any new damage. Photos from camera or gallery (max 5 / protocol). Odometer validation against the last reading. Trip log fills automatically from protocols and reservations.

Damage photosAuto trip logMileage calculationCSV export

Reservations map (Leaflet + OSM)

Interactive map of Czechia and surroundings. Vehicle home locations as squares, destinations as colour-coded pins (colour = reservation status), routes as dashed lines, intermediate stops as numbered circles. Calendar day-switcher.

Leaflet · OpenStreetMapGeocoding (Nominatim)No API keyDay-by-day

Mobile UI for drivers

Window-width detection automatically switches to the mobile UI. Three tabs: Mine (reservation feed), Hand over (4-step wizard), Report (3-step incident wizard). Large tap targets, camera/gallery for photos.

Bottom tabs · 3 tabs4-step handoverCamera + galleryBig tap targets

Incidents with automatic blocking

Accident and fault reports with priority (Informational / Operational / Critical). A critical incident automatically marks the vehicle Off road and shows affected upcoming reservations plus suggested replacement vehicles from the same location.

3 prioritiesAuto vehicle blockingReplacement suggestionInsurer link

Use cases

What people actually do with it every day.

Real situations from day-to-day operations — from a dispatcher at a monitor, through a driver with a phone in hand, to an admin handling an accident.

DISPATCHER

Approve a reservation in 30 seconds

Scenario

“Petra is requesting the Octavia Monday 9am–5pm, going to Brno for a customer. No conflict with Marek, the car is in Pankrác, paperwork is fine. Approved.”

Inline approval without switching tabs
Mandatory reason on rejection
Email notifications via Microsoft Graph

DRIVER · MOBILE

Hand the car back in 4 taps

Scenario

“Returned the car, photographing odometer 84,712, full tank, no new scratches. Done.”

4-step wizard: km → fuel → condition → confirm
One-tap photo from camera
Reservation status flips to Completed

ADMIN

Never miss an inspection — not by an hour

Scenario

“Filter: within 30 days · 4 vehicles. MoT 8 days, two insurance policies 12 and 18 days, one tyre swap planned. Let me book the workshop.”

Maintenance plan across the fleet
Configurable warnings (7–90 days)
Click a row = vehicle detail

CRISIS

Crash at 4:30pm, the driver is calling

Scenario

“Critical incident reported — the vehicle is automatically Off road, 3 future reservations affected, 2 replacements suggested from the same location.”

Auto vehicle blocking
Detection of affected reservations
Replacement suggestions from the same location

How it's built

Four layers. All in your M365.

No server of ours holds your data. EP365 Fleet runs inside your SharePoint, with geocoding via the free OpenStreetMap. No API key, no further external accounts.

INTERFACE

Fleet webpart on a SharePoint page

Add it to any page in your SharePoint. Four roles: Manager, Dispatcher, Driver, Visitor — each sees only what they should.

DATA — SP LISTS

Vehicles, reservations, trip log…

All in SharePoint Lists in your M365 tenant. Drivers see only their own reservations and trip log. The manager sees the entire fleet.

MOBILE

Mobile UI

Same code, different layout. Window-width detection switches the UI automatically. No separate app, no app store, no extra login, no installing apps onto phones.

MAP

Map at no extra cost

The map layer runs on free, open data. No Google, Bing or other map provider account, no per-view fees, no monthly invoices based on usage.

Comparison

Where EP365 Fleet has a clear edge.

Area

EP365 Fleet

Big fleet system

Excel & paper

Hardware (GPS, cards)

✓ none

✕ GPS box per vehicle

✓ none

Price

✓ from 99,000 CZK one-off

✕ annual + per vehicle

✓ 0 CZK

Deployment

✓ within 1 day

! weeks — months

✓ right away

Mobile for drivers

✓ native < 768 px

! separate app

✕ —

Data in your M365

✓ SP Lists

✕ external cloud

! local Excel

Handover protocols with photos

✓ in M365

! scanned paper

✕ paper

Trip log — auto-fill

✓ from reservations + protocols

! partial

✕ manual

Fleet map

✓ Leaflet + OSM

✓ proprietary

✕ —

For IT and GDPR

Security and compliance — arguments that hold up.

When your security team says “until it passes review, nothing's going live” — here's the review material.

Data sovereignty

All data — vehicles, reservations, trip log, handover protocols, photos — is stored exclusively in SharePoint Lists in your M365 tenant. No external cloud.

Role-based access

Three fleet groups in Entra ID: Managers (full administration), Dispatchers (reservations + protocols), Drivers (their own trips). Plus Visitor for reception or temporary guests.

Per-driver isolation

A driver sees only their own reservations, their own trip log and their own protocols. Other people's data is technically inaccessible even via a direct SharePoint list URL (ReadSecurity).

No cloud vendor outside MS

Geocoding via OpenStreetMap (free, no account). Map tiles from CartoCDN. No Google Maps API key, no Bing Maps key, no external accounts spread across the organisation.

Audit trail

Who changed what and when — all in SharePoint Lists with native M365 audit. No separate log, no separate log management system.

GDPR-friendly retention

The trip log is kept only as long as necessary (configurable per customer). Handover protocols with photos have their own retention. No surplus historical tracking data.

Bonus integration with EP365 Hub: reservations awaiting approval, critical incidents and overdue inspections are surfaced as tasks in the global My operations view. The manager sees one attention panel across all EP365 apps in a single place.

Pricing

Licence per number of vehicles / month + support as needed.

You pay only for the vehicles registered in the app. No setup fee, no upfront hardware investment. The price scales with fleet size — fair to both small and large customers.

Licence

Price by fleet size

Up to 10 vehicles

280 CZK / vehicle / month

11 — 30 vehicles

240 CZK / vehicle / month

31 — 100 vehicles

200 CZK / vehicle / month

More than 100 vehicles

I'm interested in a licence

Extended support

Support pricing

2,000 CZK / hour

Consulting, environment tweaks, custom reports or driver onboarding.

How we calculate support

Support is billed per each started 15 minutes of work. Customers are informed about the expected scope of work in advance.

Prices exclude VAT

Case study

What it looks like in real-world operation.

Building-materials distributor · 32 vehicles

“Our accountant has finally stopped hammering me on WhatsApp on Monday mornings.”

Deployment

4 days

Vehicles in fleet

Active drivers (MAU)

47 / 52

Monthly reservations

~ 380

Fleet utilisation

84 %

PROBLEM

A building-materials distributor with 32 passenger and utility vehicles. Trip log in Excel (people didn't fill it in), handovers on paper (no one knew who scratched what), reservation conflicts in the Outlook calendar almost every week.

DELIVERED

EP365 Fleet on the company intranet. Vehicles and 5 locations imported from Excel. Training for the dispatcher (1 hr) and drivers (15 min). 4 days from kickoff to live operation.

RESULT

Zero reservation conflicts in the first 3 months. 100 % complete trip log for accounting (auto-filled from reservations and protocols). Photo-based handovers eliminated 4 disputes about damage.

“After the first month we stopped arguing about ‘who did this’. Photo handovers saved us 4 disputed cases.”

— Fleet manager, distribution company

FAQ

What fleet managers and IT keep asking.

Does it work without GPS trackers in the cars?

Yes. EP365 Fleet is office fleet management, not real-time GPS tracking. No boxes in the cars, no fuel-card integrations. If you need real-time vehicle position, look at a dedicated TMS — but for office fleet that's typically not necessary.

What if we don't have SharePoint Online?

Then you can't use it. EP365 Fleet is a SharePoint webpart — strictly Microsoft 365 / SharePoint Online. If you don't have SharePoint, we can help you stand it up (our Restart service) — but that's a separate project.

How long does deployment take?

A standard Business deployment takes 1–3 working days from kickoff. It depends on scope (number of vehicles, locations, Excel imports). Larger fleets of 200+ are scoped individually.

Can drivers work offline?

No. The mobile shell is responsive web, not a native app — it requires a connection. That's a deliberate choice: no installs, no updates, no app store. If you need offline (e.g. in the field with no signal), this is a different product.

How does GDPR compliance work for the trip log?

The trip log is kept only as long as necessary — retention is configurable. Everything is in SharePoint Lists in your M365 tenant — your data, your audit log, your retention policy. Handover protocols and photos have their own retention settings.

Can we import our existing Excel sheets?

Yes — vehicles and locations are imported from Excel during deployment (one-off). We don't typically import historical trip logs from Excel, because the workflow changes and auto-fill from reservations won't apply to historical entries. Excel stays as a reference.

What if we have multiple locations / branches?

Locations are a first-class entity in the app. Each has a contact person, its own vehicles and its own drivers. The reservations map differentiates starting points. The manager sees the whole fleet; the dispatcher typically sees only their location (configurable).

Does it work on a tablet?

Yes. Below 768 px the mobile shell kicks in (driver-first), above 768 px the desktop UX. A landscape tablet = full desktop. iPad and Android tablets are both fine — you just need a modern browser (Edge, Chrome, Safari).

How does the integration with accounting work?

Export the trip log and all other listings (reservations, incidents, protocols) to CSV compatible with Excel. A direct integration with a specific accounting system (Pohoda, Helios, ABRA) is custom development — by agreement and at a separate rate.

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