00Overview & Key Terms
Ten minutes here saves an hour of clicking around later.
Kishugu is the Simply Fleet platform configured for your organisation. As the fleet admin you own the setup: define the structure, load the vehicles and drivers, and make sure each checklist lands against the right asset.
The shape of the data
Everything in Kishugu hangs off four things. Get these straight and the rest of the guide will click into place.
Division
- Association Name
- Top-level grouping
↓ contains
Contract
- Association Name
- Engagement / cost centre
↓ scopes
Asset
- KF Number
- Registration No.
- Make / Model
- Division, Contract
↓ inspected by
Drivers are the people who operate assets. Checklists are inspections performed against a specific asset.
Vocabulary cheat sheet
| You’ll see… | It means… |
|---|---|
| Division | The top level of your organisational structure (e.g. Fire Services, Logistics). Stored as Association 1. |
| Contract | A client engagement or cost centre. Stored as Association 2. |
| KF Number | The internal 5-character Kishugu fleet ID for an asset. Format: KFnnn. |
| Vehicle Register No. | A 7-character internal register identifier. Not the road registration plate. |
| Registration No. | The road licence plate. |
| Asset | Any vehicle, trailer or piece of equipment you inspect. |
| Checklist | A pre-trip or daily inspection record attached to an asset. |
| MMCode | A TransUnion vehicle-specification code. Picking it auto-fills make, model, variant, fuel type and more (see §5a). |
01Your First Login
You should have received an invitation email from Simply Fleet.
02App Layout
Three top tabs · each with its own left sidebar. That’s the whole navigation.
Every page in Kishugu has the same chrome: a teal banner across the top with three tabs, and a sidebar on the left whose contents change depending on which tab is active.
Add Asset
The three top tabs
🚀Fleet Management
Day-to-day operational data. This is where you’ll spend 90% of your time.
⚙️System Parameters
Setup & configuration — the reference data that the operational forms depend on. You’ll visit this early in onboarding, then occasionally.
🚀User & Service Providers
People and companies. Your own company profile, colleagues who log in, and external workshops / vendors.
The recommended onboarding order
Every later record references earlier ones. If you open Add Asset before any Division exists, the Division dropdown will be empty. Do them in order once and you’re done.
03Divisions & Contracts
Set up your organisational structure first.
Go to .
The Asset Associations screen gives you one place to manage all four association levels. Kishugu uses level 1 as Division and level 2 as Contract. Levels 3 and 4 are hidden on the data-entry forms and can be ignored.
Add a Division — all three fields required
| Field | Required | Guidance |
|---|---|---|
| Association Code | Required · unique | Short internal code (max 50 chars). E.g. FIRE, LOG. |
| Association Name | Required · unique | Human-readable name (max 50 chars). Fire Services, not FS Div 2025. |
| Association Description | Required · unique | One line describing the scope of this Division. |
Add a Contract — same three fields
Contracts use the same three fields as Divisions (Code, Name, Description) under the Contract tab on the same screen. A Contract isn’t hard-wired to a Division here — the Division ↔ Contract relationship is carried on each Asset and Driver record when you add them.
Walkthrough
- Click System Parameters at the top.
- Click Asset Associations in the left sidebar.
- Under Division, fill in Code, Name and Description, then click Add. You’ll see “Data Added Successfully!” and the form resets.
- Repeat for every Division you know you’ll need.
- Switch to the Contract tab on the same screen and do the same for each Contract.
Create every Division and Contract you know of before moving on. Swapping back later from mid-Asset entry is disruptive.
04Add Your Drivers
A Driver is a person who operates one or more assets.
Go to and click Add Driver.
The form is organised into six sections — work down them top to bottom.
Personal Details
| Field | Required | Guidance |
|---|---|---|
| Driver Name | Required | First & last name, as on the driver’s licence. |
| Identification Type | Required | ID / Passport / Work Permit. |
| Identification Number | Unique | Must be unique across the whole driver register. |
| Date of Birth | Required | |
| Age | Required | Two-digit number. |
| Gender | Optional | Male / Female / Other. |
| Nationality & Race / Group | Optional | Picked from standard lookups. |
| Passport Country & No. | Optional | Only if identification type is passport / work permit. |
| ID / Passport Photo · Driver Photo | Optional | Recommended — drivers identify faster in reports with a thumbnail. |
Contact Information
| Field | Required | Guidance |
|---|---|---|
| Primary Email Address | Required | Up to 80 characters. |
| Home Physical Address | Required | Geo-coordinates are captured automatically. |
| Mobile Contact Number | Required | Defaults to +27 / ZA format. |
| Alternative Contact Number | Required | |
| Use Mobile for Notifications | Optional | Tick if SMS notifications should use the mobile on file. |
Licensing & Permits
| Field | Required | Guidance |
|---|---|---|
| Driving License Number | Required | Up to 14 chars. |
| Driving License Code | Required | Picklist: Code B, C1, EC1, etc. |
| Driving License Expiry Date | Required | Powers the license-expiry reminder workflow. |
| Upload Driver’s License | Required | PDF or image. Up to 10 attachments. |
| PDP Expiry Date · Upload PDP | Optional | Professional Driving Permit — required for passenger / goods drivers. |
| Dangerous Goods Expiry · Upload DG Licence | Optional | Only for drivers transporting hazardous cargo. |
| Training grid | Optional | One row per training course: name, attended date, expiry, uploaded certificate. |
| Policy grid | Optional | Signed policies / SOPs (name, upload, applicable date). |
Fleet & Assets
| Field | Required | Guidance |
|---|---|---|
| Current Linked Asset | Optional | Dropdown of assets. Picking this auto-fills the driver’s Division & Contract from the asset. |
Employment & Company
| Field | Required | Guidance |
|---|---|---|
| Driver Employee Code | Unique | Internal HR code; unique if provided. |
| Division | Optional | Auto-filled if Current Linked Asset is set. Otherwise pick from §3. |
| Contract | Optional | Auto-filled if Current Linked Asset is set. |
| Driver Status | Optional | Active / Suspended / Terminated. A change is timestamped in Driver Status Last Updated. |
| Driver Tag Number | Optional | Fuel-card / iButton tag if issued. |
| Give Access to System | Optional | Tick if this driver should also log in to Kishugu. |
| Contracts & Agreements grid | Optional | Start & end dates, uploaded signed contract. |
Next of Kin
| Field | Required | Guidance |
|---|---|---|
| Next of Kin Contact Name | Optional | Recommended. Used in emergency-contact workflows. |
| Next of Kin Contact Number | Optional | ZA format. |
Need 20+ drivers? Ask your Simply Fleet contact about a bulk CSV import. The manual form works for a handful but breaks flow beyond that.
05Add Your Assets
Every checklist points at an asset, so this is the big one. Nine sections — but TransUnion does a lot of the heavy lifting (see §5a).
Go to and click Add Asset.
Basic Asset Information
| Field | Required | Guidance |
|---|---|---|
| KF Number | Required · unique | 5-character alphanumeric in format KFnnn. Prefix pre-filled with KF. |
| Vehicle Register Number | Unique | 7-character internal register number — not the road registration. |
| Registration Number | Unique | Road licence plate. Up to 9 characters. |
| VIN Number | Unique | 17-character VIN. |
| Engine Number | Unique | Up to 20 characters. |
| Asset Status | Required | Defaults to ACTIVE - ACTIVE. Change if decommissioned / in workshop. |
| Acquisition Date · Acquisition Odo | Optional | Date acquired and odometer at that point. |
| Asset Year · Colour | Optional | Build year and colour picklist. |
| Lease Type | Optional | AVIS OLMM, ABSA OR, or Owned. Defaults to AVIS OLMM. |
| Pooled Vehicle? | Optional | Tick for assets not dedicated to a single driver. |
| Asset Image | Optional | Up to 10 photos. |
| Asset QR Code | Auto | Generated on save — printable for asset tagging. |
Basic Asset Information — sourced by TransUnion
The next section on the form is almost entirely auto-populated. You pick a single field and 22 others are filled in from TransUnion’s vehicle-specification database.
You fill in
Asset Specification — a searchable MMCode picker. Displays as MMCode · Make · Model · Variant. Start typing MMCode or vehicle make/model; the picker narrows as you type.
What gets auto-filled
Don’t type those 23 spec fields by hand — you’ll introduce typos and miss warranty-grade accuracy. Always pick Asset Specification first. If you change it later, the downstream fields re-populate to match.
If you can’t find the vehicle in the Asset Specification picker, contact your Simply Fleet support rep — TransUnion occasionally lags on new-release vehicles and a manual record may need to be added to the lookup.
Asset Associated Documents
| Field | Required | Guidance |
|---|---|---|
| Upload NATIS | Optional | NATIS / eNaTIS certificate scan. |
| Upload Insurance Policy · Insurance Policy No. | Optional | Insurance certificate + policy number. |
| Upload Licence | Optional | Current annual licence disc. |
Asset Important Dates
| Field | Required | Guidance |
|---|---|---|
| License Expiry | Optional | Annual licence disc expiry. Drives reminders. |
| COF / Roadworthy Expiry | Optional | Certificate of Fitness expiry. |
| Dangerous Goods Expiry | Optional | For DG-certified vehicles only. |
Asset Associations
| Field | Required | Guidance |
|---|---|---|
| Division | Optional | Lookup to the Divisions you created in §3. Strongly recommended — reports filter on this. |
| Client | Optional | Lookup to the Contracts you created in §3. |
Service Information
| Field | Required | Guidance |
|---|---|---|
| Service Interval (Km) | Optional | Distance between services, per manufacturer spec. |
| Next Service Distance | Optional | Odometer reading at which the next service is due. |
| Previous Service Distance | Optional | Odometer at last service. |
| Distance to Next Service | Formula | Auto-calculated: Next Service Distance − Current Odo. |
| Service Provider | Optional | Link to a record from User & Service Providers → Service Providers. |
| Associated Items grid | Optional | Accessories / fitments on the vehicle. Each row: Type, Name, Description. |
Auto-Calculated Values & Dates
These are read-only. Kishugu maintains them for you based on checklists and service records: Current Odo, Previous Odo, Odo at Start of Month, Odo for the Month, Average Km per Day, Average Km per Month, Last Service Date, Last Current Odo Update, Proposed Next Service Date, Checklist Last Completed, and Checklist Type Completed Last.
KF Number is the 5-character internal ID. Vehicle Register Number is a 7-character internal register identifier. Registration Number is the road licence plate. Three different fields — reports and checklists depend on each being what it says.
06Your First Checklist
The payoff — a real inspection record logged against one of your assets.
Go to and click Add Checklist.
Header — link the checklist to an asset
| Field | Required | Guidance |
|---|---|---|
| Asset | Optional | Scannable text field — tap the camera icon and scan the vehicle’s QR / barcode to auto-link. |
| Request QR Code to be Printed | Optional | Tick to queue a printable QR for this asset if it doesn’t have one. |
| Asset Associated Checklist Type | Optional | Asset dropdown. Use this if you aren’t scanning. |
| Select Checklist Reason | Optional | Daily / Weekly / Monthly, defined in System Parameters → Checklist Configurations. |
| Division · Client · Add Driver | Optional | Auto-fill from the selected asset. Override only if exceptional. |
The inspection
The body of the form is a structured inspection — 50+ yes/no or condition radio-button items grouped into 16 categories. Only ODO Meter Reading and Driver Signature are mandatory, but the inspection isn’t useful without working through each category honestly.
ODO Reading 1 req
Current odometer. Must be ≥ last recorded.
Oil Level 2
Engine · Steering.
Radiator 2
Coolant level · Condition.
Brakes 2
Park · Foot.
Electrical 7
Brake / Indicator / Hooter / Park / Hazard / Head / Tail Lights.
Controls 4
Oil gauge · Alternator · Air · Fuel.
Windscreen 2
Glass condition · Wiper blades.
Battery 2
Terminals · Fluid level.
Differentials 2
Rear · Front (if 4x4).
Steering 2
Play · Noise.
Tyres 5
Front · Rear tread · Wheel nuts · Spare · Pressure.
Load Bin 2
Condition · Cover.
Exhaust 2
Condition · Mounting.
V-Belts · Mirrors 3
V-belts · Left · Right mirror.
Air · Safety 7
Oil leaks · Seatbelts · Triangles · Step · Spanner · Fire ext. · Jack.
Emergency · Trailer 5
First-aid kit · Trailer lights / axle / hitch / tyres.
Sign-off
| Field | Required | Guidance |
|---|---|---|
| Driver Signature | Required | Captured on-screen. This closes the record. |
| Manager Signature | Optional | Counter-sign if you’re spot-checking the driver’s inspection. |
Walkthrough
- Open Fleet Management → Checklists → Add Checklist.
- Either scan the asset’s QR in the Asset field, or pick it from Asset Associated Checklist Type. Watch Division / Client / Driver populate on their own.
- Confirm the checklist reason (Daily / Weekly / Monthly).
- Enter ODO Meter Reading.
- Work down the 16 inspection categories. Items marked
*in the form are critical — pay extra attention. - Sign in the Driver Signature box.
- Click Submit — you’ll see “Checklist Added Successfully.”
Share the form to mobile via WhatsApp
Checklists are done while walking around the vehicle, so drivers need the form on their phone. The quickest route: send them the direct Add Checklist URL over WhatsApp — they tap it, log in once, and the form opens on mobile.
Add Checklist — mobile link
Copy the URL below and paste into a WhatsApp message. On first open, the driver signs in once; after that the link opens the form directly.
- Copy the URL.
- Paste into a WhatsApp message to the driver (or a group).
- Driver taps the link on their phone → signs in once → the Add Checklist form opens full-screen on mobile.
- They walk the vehicle, complete the inspection, and submit.
Once a driver has logged in once on their phone, they can bookmark the URL or add it to their home screen — tapping the icon then opens the checklist instantly, no re-login required.
Open the Checklists list view — your new record is at the top. The linked asset’s Current Odo and Checklist Last Completed update automatically. Onboarding complete.
07What’s Next
Once the four foundation steps are in, here’s what most admins do in the following week.
- Confirm your company profile. — company name, registration, logo and associated users.
- Invite colleagues. . Assign a User Role and tick Portal Access if they’ll log in.
- Add your workshops / vendors. . You can then reference them on Asset and Expense records.
- Configure Checklist Types. — Daily / Weekly / Monthly frequencies per asset class.
- Set up Expense Types. — fuel, tolls, tyres, fines.
- Bulk-load the fleet. Once three or four assets are working cleanly, ask your Simply Fleet contact for a CSV import template — TransUnion auto-fill still runs on bulk imports when MMCode is supplied.
- Explore Fleet 360 Import. for scheduled data imports.
08Troubleshooting
“I can’t see the System Parameters tab.”
Check your role. Non-admin users don’t see System Parameters. Contact your Simply Fleet administrator and ask to be elevated to Admin.
“A dropdown is empty when I know I’ve added records.”
- You’re looking at the wrong field. Division and Contract are separate lookups — make sure the record type matches.
- Browser cache. Hard-refresh with Cmd+Shift+R (mac) / Ctrl+Shift+R (windows).
“The Asset Specification picker doesn’t show my vehicle.”
TransUnion occasionally lags on new-release vehicles. Try searching by MMCode instead of make/model. If still missing, email Hello@simplyfleet.co.za with the make, model, variant and year — we’ll add it to the TransUnion lookup.
“Submit gives me a red error toast.”
Scroll up — a required field (marked with *) is flagged in red near the top of the form. Most common misses:
- KF Number on Add Asset being duplicated (must be unique).
- Identification Number on Add Driver being duplicated.
- Driver Signature missing on Add Checklist.
“I entered the wrong odometer on a checklist.”
Open Fleet Management → Checklists, click the row, and use Edit. Edits are permitted for 24 hours after submission; after that, contact your Simply Fleet administrator.
Still stuck?
Email Hello@simplyfleet.co.za with a screenshot of the issue and your logged-in email address.