00Overview & key terms
Ten minutes of reading here saves an hour of clicking around later.
Kishugu is built on Zoho Creator. As the fleet admin, you own the setup: you define the organisation structure, load the vehicles and drivers, and make sure the checklist reaches the right asset.
The shape of the data
Everything in Kishugu hangs off four entities. Get these straight first and the rest of the guide will click into place.
Division
- Division Name
- Top-level grouping
↓ contains
Contract
- Contract Name
- Belongs to a Division
↓ scopes
Asset
- KF Number
- Registration No.
- Make / Model
- Division, Contract
↓ inspected by
Drivers are people who operate assets. Checklists are daily inspections performed against a specific asset.
Vocabulary cheat sheet
| You’ll see… | It means… |
|---|---|
| Division | The top level of your organisation (e.g. Fire Services, Logistics). |
| Contract | A client engagement or cost-centre that sits under a Division. |
| KF Number | Your internal fleet ID for an asset. This replaces Asset Registration Number from older Kishugu versions. |
| Registration No. | The vehicle’s plate number. (Previously labelled Fleet Number.) |
| Asset | Any vehicle, trailer or piece of equipment you inspect. |
| Checklist | A pre-trip / daily inspection record attached to an asset. |
| Association 3 / 4 | Legacy grouping fields — hidden on every form. You can safely ignore them if you spot them anywhere. |
01Your first login
You should have received an invitation email from Zoho Creator.
1
Open the invitation email
Subject line is typically “You’ve been invited to the Kishugu application”. Click Accept Invitation.
2
Create your Zoho account (or sign in)
Use the same email address the invitation was sent to. If you already have a Zoho login on that email, just sign in. Set a strong password and, if prompted, enable two-factor authentication.
3
Land on the Kishugu app
Once signed in you’ll be redirected to
creatorapp.zoho.com/simplyfleet/kishugu. Bookmark this URL — it’s your home screen from now on.4
Confirm your role
Top-right avatar → your name should appear, along with an Admin badge. If it says User instead, message your Kishugu contact before continuing — you won’t be able to complete setup without admin rights.
TipOn shared laptops, sign out between sessions from the avatar menu. Zoho keeps you logged in across browser restarts otherwise.
Heads upIf the invitation link has expired, don’t create a fresh account on your own — ask for a new invite instead. Self-created accounts won’t be linked to your organisation’s Kishugu app.
02App layout
Orient yourself before touching any data.
The web app has three zones:
- Left sidebar — this is your navigation. It lists Forms (where you add data) and Reports (where you view and filter data).
- Top bar — global search, notifications, your profile.
- Main canvas — whichever form or report you’ve opened.
Forms you’ll use during onboarding
| Form | Purpose | Used in step |
|---|---|---|
| Add Division | Create a Division (top-level grouping). | §3 |
| Add Contract | Create a Contract under a Division. | §4 |
| Add Driver | Register a person who operates assets. | §5 |
| Add Asset | Register a vehicle or piece of equipment. | §6 |
| Add Checklist | Record a daily / pre-trip inspection. | §7 |
The recommended order
STEP 1DivisionStructure
STEP 2ContractScope
STEP 3DriverPeople
STEP 4AssetVehicles
STEP 5ChecklistFirst trip
Why this orderEvery later record references earlier ones via lookup fields. If you try to add an Asset before its Division exists, the dropdown will be empty and you’ll have to come back. Do them in order once, and you’re done.
03Set up Divisions
Your top-level organisational buckets. Usually 2–6 of these.
Open Sidebar›Forms›Add Division.
Fields
| Field | Required | Guidance |
|---|---|---|
| Division Name | Required | Short, recognisable, singular. Fire Services, not FS Div 2025. |
| Description | Optional | One line explaining the scope of the Division. Helpful for drivers who’ve been reassigned. |
Walkthrough
- Click Add Division in the sidebar.
- Type the Division Name.
- Hit Submit. You’ll see a toast confirming the record was saved and the form resets.
- Repeat for each Division you need. All done? Click All Divisions in the sidebar to see the list.
Best practiceCreate every Division you know you’ll need before moving on. It’s much faster than flipping back later once you’re mid-Asset.
04Set up Contracts
Contracts sit underneath a Division. Think client accounts or cost centres.
Open Sidebar›Forms›Add Contract.
Fields
| Field | Required | Guidance |
|---|---|---|
| Contract Name | Required | The client / cost-centre label. Keep it short. |
| Division | Required | Dropdown populated from §3. Pick the Division this Contract belongs to. |
| Description | Optional | Notes about the engagement, validity window, etc. |
Empty Division dropdown?You skipped §3. Go back and add at least one Division, then return here — the dropdown will populate.
05Add your Drivers
A Driver is a person who operates one or more assets.
Open Sidebar›Forms›Add Driver.
Fields
| Field | Required | Guidance |
|---|---|---|
| Full Name | Required | As it appears on the driver’s licence. |
| Division | Required | Which Division this driver sits under. |
| Contract | Optional | Specific Contract, if the driver is tied to one. |
| Optional | Used for future portal access — keep it accurate. | |
| Phone | Optional | Mobile number in international format (e.g. +27…). |
| Licence Number | Optional | Driver’s licence ID. |
| Licence Expiry | Optional | Used by reminders — strongly recommended. |
Fast entryNeed to add 20+ drivers? Ask your Kishugu contact about a bulk CSV import. The manual form works for a handful at a time but breaks flow beyond that.
06Add your Assets
Every checklist points at an asset, so this is the big one.
Open Sidebar›Forms›Add Asset.
Fields
| Field | Required | Guidance |
|---|---|---|
| KF Number | Required | Your internal fleet identifier. Must be unique. Example: KF-00123. |
| Registration No. | Required | Licence plate. Province / region prefix optional but recommended for reports. |
| Make | Required | Manufacturer. e.g. Isuzu, Volvo. |
| Model | Required | Model designation. e.g. FTR 850. |
| Division | Required | Dropdown from §3. |
| Contract | Optional | Dropdown from §4, if the asset is contract-specific. |
| Odometer (start) | Optional | Reading on the date you add the asset. Future checklists measure usage from here. |
| VIN / Chassis | Optional | Recommended — useful for insurance and warranty. |
| Photo | Optional | One clear photo of the asset. Helps drivers identify the right vehicle in the mobile app. |
How assets appear in dropdowns
Kishugu displays assets as
KF Number – Make – Model. So an Isuzu FTR 850 with KF number KF-00123 shows as KF-00123 – Isuzu – FTR 850. This is why Make and Model matter — blank values make every asset look alike in reports.
Do notPut the licence plate in KF Number, or the fleet ID in Registration No.. They are different fields; reports and checklists depend on each being what it says.
07Your first Checklist
This is the payoff — the first pre-trip inspection recorded against one of your assets.
Open Sidebar›Forms›Add Checklist.
Fields
| Field | Required | Guidance |
|---|---|---|
| Select Asset | Required | Dropdown shows KF Number – Make – Model. Picking an asset auto-fills its Division and Contract. |
| Driver | Required | Who is performing the inspection. |
| Date & Time | Required | Defaults to now. Adjust if backfilling. |
| Odometer | Required | Current reading. Must be ≥ the last recorded odometer for this asset. |
| Inspection items | Required | A set of yes/no or condition boxes (tyres, lights, fluids, etc.). |
| Defects / Notes | Optional | Free text if any item failed. Be specific. |
| Photos | Optional | Especially for any defect — photos accelerate the workshop response. |
| Driver Signature | Required | Captured on-screen. This closes the record. |
Walkthrough
- Open Add Checklist in the sidebar.
- Pick the asset from the Select Asset dropdown. Watch the Division & Contract fields populate on their own.
- Pick the driver. Confirm the date / time is correct.
- Enter the current odometer.
- Work down the inspection items. Flag anything broken in Defects / Notes and attach a photo.
- Sign in the signature box.
- Click Submit.
You’re doneOpen All Checklists (sidebar → Reports) and your brand-new record should be at the top of the list. Congrats on finishing onboarding.
08What’s next
Once the five foundation records are in, here’s what most admins do in the following week.
- Invite your drivers. Go to Add User and create accounts for each driver — they’ll then be able to complete checklists on their own devices (mobile app).
- Bulk-load your remaining fleet. Once three or four assets are working cleanly, ask your Kishugu contact for a CSV import template.
- Explore Reports. All Assets, All Drivers, All Checklists are the three you’ll live in. Use the filter bar to slice by Division or Contract.
- Look at Job Cards once you’ve had a defect reported — they are the workshop-side counterpart to Checklists. (Covered in a separate guide.)
09Troubleshooting
“I can’t see the Add Division form in the sidebar.”
Check your role. Non-admin users don’t see admin forms. Contact your Kishugu administrator and ask to be elevated to Admin.
“A dropdown is empty when I know I’ve added records.”
Two common causes:
- You’re looking at the wrong field. Division and Contract are separate lookups — make sure you added the record type the dropdown expects.
- Browser cache. Hard-refresh with Cmd+Shift+R (mac) or Ctrl+Shift+R (windows).
“Submit gives me a red error toast.”
Scroll up — a required field is flagged in red near the top of the form. The most common miss is KF Number on Add Asset being duplicated (it must be unique).
“I entered the wrong odometer on a checklist.”
Open All Checklists, click the row, and use Edit. Edits are permitted for 24 hours after submission; after that, contact your Kishugu administrator.
Still stuck?
Email support@simplyfleet.co.za with a screenshot of the issue and your logged-in email address.