As a new Fleetworks user you will receive a series of 5 daily tips. If you prefer to review them all in one go then please see below.
The first & most important daily tip
For most of the 750+ issuers in Fleetworks you can make reassignment by simply using the Make Representation action button. Sometimes, when you select the PCN issuer Fleetworks will display issuer specific advice which you must follow. For example, for Thames Valley Police the on-screen message is:
**Original NIP must be signed and posted**
**Reassignment papers will be emailed to the FW User for posting**
Always follow any on screen messages. In this case, you use the Documents tab to upload the NIP and select the file type as 'Notice of Intended Prosecution'. The system will not allow you to Make Representation before you do this. And finally this is a rare example of an issuer not having a digital portal so the Notice of Reassignment details are emailed to the user for posting. As of January 2023, there are about 10 issuers requiring this action so it is rare but important.
Tip 2
To assign or not to assign?
PCN's in Fleetworks are described as Assignable or Non-assignable. Where you have the choice both options will be open to you and they will show in the Ticket Type drop-down list. You decide which option to use based on what you are doing with the PCN, not what type of PCN it is.
For example, if you receive a Dart Charge and intend to reassign it into the drivers name then select Dart (Assignable) from the list. If you are intending to pay it and charge the client then select Dart (Non-assignable) from the list and select the option with 2.50 or 37.50 depending on whether you are charging the client £2.50 along with your admin fee or £37.50.
Notification and debt emails to the client will now reflect the extra charges with the fine having been paid.
Tip 3
If the PCN you are adding is for an agreement that previously had a PCN then you can simply select it from the Agreement drop down list followed by the appropriate vehicle. If you are adding a fine that occured outside of the original rental dates then Fleetworks will warn you and you will need to save an Extension document into the Documents area in order to Make Representation.
If it is the first PCN, then tick Create New to add and save the details for the future. If the Driver or Vehicle are new, then click the icon to add new details.
For details on importing drivers and vehicles etc in bulk click here.
Tip 4
Fleetworks can help secure payment for your admin fees.
To see any PCN's where the admin fee has not been secured, go to Overview, select your date range, press search and scroll down to the Charged by Status graph or Summary by Location table. You can click on the graph or table header to view PCNs where no payment has been recorded. From here you can utilise our Begin Recovery process to send a series of emails to the debtor requesting payment.
Similarly, if you would like to see any fines that you have not processed for Representation yet, go to the Penalty Charges and on the Rep Status filter select Needs Make Representation and press search. To help, any fines that have not yet been repped will also have their ID number show in red.
Tip 5
Well, it's 2 tips really.
To send an email about a PCN or use one of the template emails and check the status on an email delivered to a client, select the Email tab. To create a new email or select from the templates select the template and click Import, amend the text, add any extra recipients using the PCN Roles and Contact Roles boxes, select any attachments and press send.
And finally, the Tools tab will help you to address issues such as the need for a Letter of Authority, Charge Certificate Appeals, Statutory Declarations or even postal debt demands that you can post to a client.