Managing additional e-mail addresses, activity log in the vehicle file, and other new features

In this article, you will learn about the following improvements in the fireTMS system:

Managing additional email addresses

To meet the expectations of fireTMS users, we have introduced a new configuration (Configuration >> Email addresses) that allows for centralised management of message senders. The administrator can add additional addresses (mailboxes) and assign them to selected users, branches, or system roles. For example, the accountant role can be assigned an address from which invoices will be sent — all users with this role will automatically have access to it. 

When sending messages in the system, users who have been assigned addresses can select the sender from the available pool or — in My profile (Configuration >> My profile) — mark one of them as the default, which will be suggested first. Additionally, the user can add their own sender mailbox; after submitting a request, the Administrator approves or rejects the request. Once accepted, the address becomes available for use in the system.

The new configuration organises and standardises company communication: it allows you to send documents and notifications from the appropriate mailboxes according to role, department or specific user. This reduces mistakes when selecting the sender, speeds up daily work (thanks to default addresses and selection from an assigned pool), maintains full administrative control over sending permissions, and ensures reputation and order in correspondence through the transparent separation of addresses for individual processes and organisational units.

Notifications about periodic inspections and activities of vehicles and trailers when creating an order

In the new version of fireTMS, we have introduced a mechanism for warning about upcoming and overdue inspections and activities related to internal vehicles and trailers. If reminders with an expiry date have been added to the vehicle or trailer file (e.g. number and end of civil liability/comprehensive insurance, end of inspection validity), the system will display information about upcoming dates and overdue items when creating an order. The advance threshold (the number of days in advance that the system should warn) can be set in Configuration >> System configuration >> Order handling tab >> Warning threshold for periodic inspections and activities field. 

Additionally, in the vehicle and trailer file, upcoming events are marked in orange, and overdue events – as before – in red. This solution helps to better plan fleet utilisation, reduces the risk of failing to comply with mandatory activities and speeds up operational decision-making.

New filters – Date of first loading and Date of last unloading

We have added two filters to the list of all orders, orders in progress and the collective invoice (sales and purchase) view: Date of first loading and Last unloading date. These filters allow you to quickly narrow down the set of orders to those that fall within a specific time frame of the transport process – from the first loading to the final unloading. This facilitates the work of the accounting department, speeds up the completion of items for collective invoices and reduces the risk of omissions in settlements.

Activity log in the internal vehicle file

We have also added an Activity stream section to the internal vehicle file. From now on, all changes and edits made to a selected vehicle are presented in one place — excluding information from the Expenses and Fueling log tabs (from the Expenses Data section). This makes it easier for users to track the history of modifications, clarify discrepancies more quickly, gain more complete auditability of activities, and better control vehicle data, which translates into greater process security and more efficient team collaboration.

Visibility of orders for the freight forwarder

Another new feature is the option to share orders on the list with the freight forwarder assigned to the load in a given order (in addition to the order owner) — regardless of the data visibility setting: Only user’s own data or Own data but shared client data base. To enable it, go to: Configuration >> System configuration >> Order handling tab >> Share orders on the list of orders with the freight forwarder field. After global activation of the configuration, orders will be visible on the list of all orders and orders in progress. This solution improves cooperation and speeds up response to operational needs.

Integration with GPS Telematics

The latest addition is integration with the telematics provider Telematika GPS. The connection can be configured in Configuration >> System configuration >> Transport configuration tab >> Telematics configuration (GPS) section. Once the integration is activated, the system provides current vehicle positioning and automatic daily recording of the odometer reading in the vehicle file. This allows the user to verify mileage more quickly, reduce billing errors and plan fleet operations more effectively.

Would you like to learn more about the new features in the system? Contact us.

* Some of the features described are only available in selected plans.