Key Concepts
How Fleetwise organises data — workspaces, projects, requests, allocations, and the resources they operate on.
Overview
Fleetwise organises everything under workspaces and projects. This page explains the key concepts — how requests flow through to allocations and usage, who is involved, and what resources support the process.
How Data Is Organised
Workflow
These concepts form the operational pipeline. Each step produces the inputs for the next.
Workspace
Top-level container for your organisation. Holds all users, teams, projects, and configuration.
Project
A vehicle programme within a workspace, typically a model year or validation campaign. Projects own vehicles, work packages, and requests, and have their own access controls and team roles.
Work Package
A test objective or activity group within a project. Bundles requests, documents, and usage plans so you can track progress toward a specific goal — for example, a durability test series.
Request
A formal need for vehicle time. Captures what you need (spec codes, attributes, preferred vehicles), when (usage window and duration), and who (requestor and team).
Allocation
The assignment of a specific vehicle to a request for a defined period. One request can have multiple allocations when the required duration is split across vehicles or time windows.
Usage Plan
A schedule of shifts and activities performed on allocated vehicles. Usage plans can define shift patterns, target mileage, road types, and conditions, connecting allocations to day-to-day execution.
People & Access
Users, teams, roles, and abilities control who can do what across the platform.
Users & Teams
Users belong to a workspace and are organised into teams. Each user has a workspace role and can have additional project-level roles. Teams help route requests and track responsibility.
Roles & Permissions
Role-based access control scoped to workspaces and projects. Roles define what a user can do — from submitting requests to allocating vehicles — and can differ between projects.
User Abilities
Abilities grant users extra capabilities beyond their base role. Examples include Test Driver (can be assigned to usage plan shifts), Technician (can perform vehicle maintenance), and Passout Approver (can authorise vehicle passouts). A user can hold multiple abilities across different projects.
Vehicles & Configuration
The resources and metadata that the workflow operates on.
Vehicles
Registered within a project. Each vehicle carries spec codes and attributes, and tracks availability windows, maintenance history, and allocation status. Types include cars, bikes, and test rigs.
Spec Codes
Technical identifiers that describe a vehicle's build, grouped into families. Examples include powertrain type (e.g. "BEV 100kWh"), exterior colour (e.g. "Silver Metallic"), or infotainment system. Spec codes are assigned to vehicles and referenced in requests.
Attributes
Descriptive tags that capture characteristics beyond the vehicle's build specification — things like project maturity level, integration level, or special equipment. Organised into categories and used alongside spec codes to filter and match vehicles to requests.
Vehicle Maintenance
Planned and unplanned maintenance windows. Maintenance periods block time on a vehicle so coordinators do not allocate it while out of service.
Workflow Variations
Fleetwise supports different levels of coordination depending on your team's structure. Choose the tab that matches your use case.
Use when multiple teams share a vehicle pool and a central fleet coordinator manages allocations.
Create a Work Package
Define the test objective, timeline, and priority within a project.
Submit Requests
Specify required spec codes, attributes, preferred vehicles, usage window, and duration.
Review and Recommend
The fleet coordinator reviews requests. Fleetwise ranks available vehicles by spec match, attribute match, availability, and preferred vehicle alignment.
Allocate Vehicles
The coordinator confirms allocations. A request may receive multiple allocations if the duration is split across vehicles. Fleetwise tracks fully, partially, and unallocated requests automatically.
Schedule a Usage Plan
Create a usage plan to organise shifts, target mileage, road types, and conditions for the allocated vehicles.
Who Uses This
Central fleet coordination teams managing a shared pool across multiple departments. The request layer provides formal intake, approval, and a full audit trail.
Use when a single team has full control over its own vehicles and does not need a separate request-and-review cycle. This is common for dedicated departments (such as durability or climate validation teams) that own their vehicles and make allocation decisions internally.
Create a Work Package
Define the objective and timeline within a project.
Assign Vehicles Directly
Select vehicles and assign them for the required period. Fleetwise creates the underlying request and allocation records automatically with a pre-approved status.
Schedule a Usage Plan
Organise daily shifts and activities for the assigned vehicles.
Fleetwise still creates request and allocation records behind the scenes. This keeps scheduling, maintenance, and audit data consistent regardless of which workflow you use.
Who Uses This
Dedicated departments that own their vehicles and make allocation decisions internally. Skips the review step while keeping full traceability.
Allocations and Vehicle Time
Fleetwise divides a vehicle's available time across competing needs. The diagram below shows how requests, allocations, and usage plans relate to a single vehicle's timeline.
- Allocations claim portions of a vehicle's available time on behalf of different needs.
- Maintenance windows block time so the vehicle cannot be allocated.
- Usage plans break each allocation period into executable shifts: who drives, where, and under what conditions.