{"id":2673,"date":"2026-04-09T13:53:22","date_gmt":"2026-04-09T12:53:22","guid":{"rendered":"https:\/\/www.help.headlight.tech\/?post_type=ht_kb&p=2673"},"modified":"2026-04-10T09:21:59","modified_gmt":"2026-04-10T08:21:59","slug":"how-to-manually-manage-your-fleet-overview","status":"publish","type":"ht_kb","link":"https:\/\/www.help.headlight.tech\/?ht_kb=how-to-manually-manage-your-fleet-overview","title":{"rendered":"How to manually keep your fleet overview up-to-date"},"content":{"rendered":"\n
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Headlight becomes your single source of truth for which driver is assigned to which vehicle.<\/p>\n<\/blockquote>\n\n\n

This guide walks you through the key actions for maintaining an accurate and up-to-date fleet overview. Maintaining your fleet overview is important, as it feeds into payroll (Benefit-in-Kind), and is your source for e.g. invoice control.<\/p>\n

Knowing how to manually perform updates is therefore important in general, though it is particular useful for Headlight.Ops<\/strong> users, and Headlight.Flow<\/strong> users that have finished data validation, but where onboarding is still ongoing and therefore Driver Switch Workflows are not yet in use.<\/p>\n\n\n

When does Benefit-In-Kind applies?<\/h2>\n\n\n

In Headlight, there are two main conditions for when Benefit -In-Kind applies:<\/p>\n\n\n

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  • The vehicle should be linked to the employee <\/strong>.<\/li>\n\n\n\n
  • The vehicle should have status “driving”<\/strong>.<\/li>\n<\/ul>\n\n\n

    Therefore, this article shows you (1) how to link vehicles and drivers, and when to link\/unlink drivers, and (2) how to update statusses.<\/p>\n\n\n

    Vehicle-Driver Assignments: Introduction<\/h2>\n\n\n\n

    Initial match vs subsequent changes<\/h3>\n\n\n

    When a vehicle is imported via supplier reports in Headlight for the first time, the system automatically matches it to an employee based on the driver name found in the leasing company’s report. Employee numbers are often not included in these reports, so the name is used as the primary identifier for this one-time initial connection.<\/p>\n

    Once this initial link has been established, Headlight becomes the master of the vehicle-driver relationship. From that point forward, any driver name changes reported by the leasing company in a subsequent reports, will not automatically update the assignment in Headlight.<\/p>\n

    Headlight should reflect the true status of your fleet in terms of vehicle-driver relations, as they translate in payroll-impacts (Benefit-In-Kind).<\/p>\n

    To make sure (outdated) leaser reports cannot update your driver-vehicle relations, we need to check the “Block Driver Switches” in the Fleet data settings.<\/p>\n

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