WorkFleet: workforce and fleet management
A complete system for managing workers, their documents and assignments, together with the fleet, its maintenance and its fuel, from one mobile app in Arabic, English and Albanian. Built for a client in commercial fishing who is not named; the project was completed and handed over. The examples on this page are vessels, but the same system fits any business with staff and assets to keep track of.
The need
Management was following workers and vessels through an old web system and scattered spreadsheets: passports, residence and work permits, medical and maritime certificates expiring without anyone noticing, no clear answer to which vessel a worker is on today, and maintenance and fuel with no single view of the cost. The goal was for a manager to see all of it from a phone, and to be warned before a document becomes a problem.
The manager also had to control everything from the app itself, without calling a developer: lists and job titles, required documents, users, permissions and security settings.
What was built
Workers
A full profile for every worker: personal details, job title and group, employment status with its history, and the current assignment to a vessel or work location with the history of assignments and transfers. Search, filters by vessel, group, job title, nationality and status, sorting, archiving and restoring.
Documents and expiry alerts
Every worker and vessel has its documents: passport, residence and work permits, medical and maritime certificates, licences and insurance. The scan is stored privately, and every renewal is kept as a new version with its history. Management defines which documents are required for each group, and the system detects what is missing on its own.
Attention center
One place for everything that needs action: an expired or expiring document, a missing required document, an overdue task or maintenance job. Items are grouped by worker or vessel, and each can be renewed, opened, snoozed or resolved from where it sits. Push notifications arrive on the schedule the company sets.
Tasks
Tasks linked to a worker or a vessel, with priority, due date and assignee. Start, complete, cancel and reopen, and reassign with a record of who held the task and when.
Fleet, maintenance and fuel
A profile per vessel bringing together crew, documents, maintenance, fuel and tasks. Maintenance runs through its stages with its cost; fuel logs carry quantity, price and receipt, with consumption per engine hour and total cost for any period.
Reports and import
Ready-made reports on workers, documents, assignments and the fleet, with filters and export to Excel and to PDF carrying the company logo. Workers and vessels can be imported from Excel with an error preview before anything is saved, and a whole import can be undone.
Vessels are just the example
The system was built for a fishing company, so vessels and crews are what it shows. The structure is general: a "vessel" is an asset that people are assigned to, with its own documents, maintenance and running costs. The same idea covers a fleet of trucks or cars, branches and work sites, equipment and machinery, or field teams. Names, lists and required documents are data that can be edited, not code to be rewritten.
Two ways to run it
A private app for you alone
The app can be delivered to run on your phone alone: you are the only one who controls it and the data stays with you, with no server or subscription and an encrypted backup you keep yourself. It suits an owner who runs their own team and assets.
A connected system for your organisation
The app works with a server of your own on the internet, so management and staff each sign in with their own permissions, notifications reach everyone, and data is held centrally with backups. This is the form delivered to the client.
Arabic, English and Albanian
Arabic is not an afterthought: the whole interface runs right to left, and dates, numbers, phone numbers and codes keep their own direction inside Arabic text. The language is switched inside the app, and each user receives notifications and emails in their own language. There are light and dark themes, correct Arabic plural forms, and validation messages in the user's language.
Control and security
- Roles and permissions: an administrator with full control and an auditor with read-only access. The interface hides what a user may not do, and the server refuses it as well.
- Password sign-in with two-step verification, fingerprint unlock, automatic sign-out after an idle period set by the company, and a forced update when needed.
- Users added by email invitation or directly with a password, two-step verification reset when a phone is lost, and revocation of any signed-in device.
- An audit log of every change: who changed what and when, with the old and new values.
- Files and photos are stored privately and never published at a public link.
Technology
One Flutter app for Android and iOS. A Laravel backend on PostgreSQL with an API described by an OpenAPI specification, push notifications through Firebase Cloud Messaging, and an alert engine that runs daily. The screens were designed in Figma before development, the backend is covered by automated tests for every feature, and the app was tested on real devices in all three languages.
Outcome
A complete system built to replace the old one was delivered: the mobile app, the backend, the specification and data model, the API description and the design file. The screens on this page use demo data with invented names; no real client data is shown.
Need something similar?
Describe your team and the assets and documents you manage. Together we decide which of the two forms suits you and what needs adjusting to match your business.