Platform · Vehicle and data

Journey log for pool vehicles.

The journey log is designed around the German tax authority's requirements for electronic logbooks: entries are locked after saving, every correction is recorded and PDF exports include a checksum.

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Journey log

  • Mandatory information
  • 7-day flag
  • Mileage sequence
  • PDF SHA-256 checksum
  • CSV Export
Journey log

Locked once saved.

For pool vehicles, with required fields, an audit trail for corrections and a continuous mileage sequence.

What the journey log records

Required details for every journey, then locked against silent changes.

  1. Mandatory information per tripDate, time, destination, purpose, driver and mileage at the beginning and end.
  2. Corrections always leave an audit trailThe old value, new value, timestamp and user remain in the audit trail.
  3. 7-day flagLate entries are flagged while the mileage sequence remains traceable.
  4. PDF and CSVPDF with a SHA-256 checksum and audit trail, plus CSV export.

The question

Who drove on Tuesday?

This question usually arrives by post, weeks after the journey.

Note in the glove compartment

Readable as long as it stays dry. Filled out later, it proves nothing.

Pool vehicle without assignment

Five people, one key rack and no record. In the end, nobody remembers exactly.

The deadline keeps moving

Driver identification is time-sensitive. Every day spent searching the archive reduces the time available to respond.

Hands hold a tablet next to the side of a white van, the screen is dark

Usage history

The vehicle record shows who was driving.

If there is no entry at a time, the answer is “Pool, unknown”. Not “probably”.

1 entry per driver change 1 timestamp per driver change
What the usage history supports

Illustrative image — not a real customer job

Mandatory information

One trip, one complete entry

Every journey is linked to the pool vehicle and contains the details required for an electronic journey log.

Journey

Date, time, destination and purpose

The entry records the start and end, the destination and the business or private purpose.

Correction

Changes remain visible

After saving, the entry is locked. A correction logs old value, new value, time and user.

kilometres

Continuous mileage sequence

Opening and closing mileage values follow one another. Entries made after seven days are flagged.

Evidence and export

Can be checked from entry to export

Process documentation, the audit trail and checksum make the journey log's creation traceable.

Procedural documentation

Available in the app

The in-app process documentation explains data capture, entry locking, corrections and exports.

PDF export

With checksum and audit trail

The PDF export contains a SHA-256 checksum and the audit trail.

CSV export

For further processing

The CSV export provides journey-log data for further processing.

Workflow

From entry to export

Record, save, correct through the audit trail when needed, then export.

1

Entry in the app

Driver, date, time, destination, purpose and mileage are recorded.

2

Save

The complete entry is saved and then locked.

3

Correct

Each correction adds the old and new value, time and user to the log.

4

Export

Export a PDF with checksum and audit trail, or a CSV file.

Usage history

Who drove when?

Query per point in time

The usage history shows who drove the pool vehicle at a certain time.

View fines

No estimate

If a suitable entry is missing, the answer is “Pool, unknown” — not “probably”.

Every driver change is recorded with a timestamp.

Adjustable deletion period

Driver assignments are deleted three years after the usage period ends by default, unless a related fine is still open. The retention period is configurable.

The journey log and usage history are separate features: the journey log documents trips, while the usage history identifies the assigned driver at a given time.

Export

The logbook remains usable outside the app.

Entries can be exported for review and further processing.

PDF with checksum

The PDF export contains the trips and a SHA-256 checksum.

DATEV-compatible CSV

The CSV export is structured for use in DATEV-compatible workflows.

Your fleet. Handled.Start with a vehicle.

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Not legal advice: statutory references and intervals are provided for guidance. Applicable law, your contracts and your operational practice remain authoritative.