📖 The glossary contains definitions of common terms used in Headlight and in day-to-day fleet and mobility management.
– 🔧🚧 parts of the Glossary are under construction, you can provide your feedback below 💬 –
Introduction
The Glossary explains roles, processes, tools, and concepts you may encounter while using the platform. The definitions are written in plain language and are intended for both employees and fleet professionals. When helpful, each term also explains how it is used specifically in Headlight.
This glossary is useful if you are new to Headlight, unfamiliar with fleet management terminology, or simply want to better understand what certain words mean in context. It can help you navigate the platform more confidently, follow processes more easily, and communicate more clearly with fleet managers and suppliers. You can use it as a quick reference whenever you encounter an unfamiliar term in the tool, the Knowledge Base, or support conversations.
Glossary (A-Z)
0-9
A
- AI Assistant
A digital assistant that helps users find answers and information using natural language. It can explain terms, guide you through processes, and help you solve common issues faster than searching manually.
*In Headlight:* Â
The AI Assistant helps users navigate Headlight, search the Knowledge Base, and answer questions about fleet processes, features, and terminology.
*See also:* *Lucy*
B
C
- Car Configurator
A tool used to explore, customize, and compare vehicles based on company policy, budget, and eligibility. It helps users find suitable vehicle combinations before requesting quotes or placing an order.
*In Headlight:* Â
The Car Configurator shows available vehicles, options, and packages that align with company budgets and rules.
- Charging Asset
A device or installation, such as a charging station or wallbox, used to charge electric vehicles. These assets can be managed as part of an organization’s electric fleet infrastructure.
*In Headlight:* Â
Charging Assets can be tracked and included in fleet resources for planning and reporting.
- Company Policy
A set of rules and guidelines that dictate how company vehicles and mobility benefits may be used. It defines eligibility, allowed vehicle types, budgets, and other limits.
*In Headlight:* Â
Company Policy settings determine what users can see, request, or order based on their role and eligibility.
D
- Dashboard
A high-level overview screen that presents key information such as tasks, notifications, and important fleet statistics. It serves as a starting point for users when they log in.
*In Headlight:* Â
The Dashboard in Headlight provides quick access to important updates, reminders, and summaries of your fleet-related activities.
- Delivery Date
The scheduled date when a vehicle is expected to be handed over to the driver. Tracking this date helps ensure visibility and planning throughout the delivery process.
*In Headlight:* Â
Headlight tracks and displays the Delivery Date so users know when to expect a vehicle handover.
E
- Energy Card
A payment card used to pay for fuel or electric vehicle charging. Energy Cards help centralize and monitor transactions related to vehicle operation.
There are Fuel Cards for Petrol, Diesels and Hybrids, or Energy Cards for your Wallbox or public charging.
*In Headlight:* Â
Energy Cards can be linked to drivers and vehicles and tracked to help manage costs and reporting.
F
- Fleet Manager
A professional responsible for overseeing all aspects of a company’s vehicle fleet and mobility operations. This includes ordering vehicles, managing budgets, ensuring compliance, controlling costs, and optimizing usage.
*In Headlight:* Â
The Fleet Manager reviews orders, manages workflows, oversees suppliers, and uses analytics to improve efficiency and cost control.
G
H
I
- Incident
An event such as damage, accident, breakdown, or other unplanned occurrence involving a vehicle. Incident tracking supports resolution, reporting, and prevention.
*In Headlight:* Â
Headlight enables users to create incident records, follow workflows, monitor status, and link related documents.
J
K
- Knowledge Base
A searchable collection of help articles, FAQs, and guides designed to assist users with common questions or tasks.
*In Headlight:* Â
The Knowledge Base offers self-service support for platform features, terms, and operational guidance.
L
- Lease Quote
A pricing offer from a leasing provider for a specific vehicle configuration, including terms such as cost, services, and duration.
*In Headlight:* Â
Lease Quotes are requested, reviewed, and compared before confirming an order.
- Leasing Company
A company that owns vehicles and leases them to businesses under defined terms such as duration, services, and costs.
*In Headlight:* Â
Leasing Companies provide contract terms, pricing, and services through Headlight.
*Also called:* *Leaser*
- Lucy
The AI assistant available inside Headlight. Lucy uses fleet knowledge, Headlight help content, and company-specific information to help users find answers and complete tasks.
*In Headlight:* Â
Lucy provides help, explanations, and quick access to relevant information while you navigate the platform.
*See also:* *AI Assistant*
M
- Mobility Budget
A flexible budget that employees can use for eligible mobility expenses, such as car leasing, public transport, or other approved options under company policy.
*In Headlight:* Â
Mobility Budgets empower users to choose suitable mobility solutions within allowed financial limits.
N
O
- Order
The process of requesting and confirming a new vehicle or mobility solution. Orders follow defined company policies and approval steps.
*In Headlight:* Â
Headlight workflows guide users through configuring and placing vehicle orders based on eligibility and budgets.
P
- Pool Car
Depending on your company policy, pool cars can be permanently assigned by the Fleet Manager to a user until end of contract of the car. Or, pool cars can be assigned on a temporary basis.
A shared vehicle available to multiple employees for business or approved personal use. Pool Cars improve utilization and reduce individual fleet assignments.
*In Headlight:* Â
Pool Cars can be booked, tracked, and managed centrally through workflows.
Q
R
S
- Supplier (in Headlight)
An external company providing goods or services such as leases, vehicles, parts, mobility assets, or maintenance.
*In Headlight:* Â
Suppliers are linked to workflows, contracts, invoices, and reporting.
- Support Ticket
A formal request for technical or application assistance. Support Tickets help track issues until they are resolved.
*In Headlight:* Â
Users can open and track Support Tickets for help with platform functionality.
T
- TCO (Total Cost of Ownership)
An estimate of all costs associated with a vehicle over its lifecycle, including purchase, leasing, maintenance, insurance, fuel, taxes, and residual value.
*In Headlight:* Â
TCO helps compare vehicles and make cost-effective choices.
U
V
W
- Workflow
A defined series of steps that guides a process from start to finish. Workflows support consistency, compliance, and automation.
*In Headlight:* Â
Workflows automate processes such as ordering, delivery, incidents, and approvals.
X
Y
Z
