FleetAdmin - Forms

Creating Forms in FleetAdmin allows the capture of specific information from Users via the TFO App. Ensuring a totally paperless Form system. Forms can then be viewed, edited & processed in the relevant module.

Form Modules are:



Creating a Form

  • Navigate to Fleet Admin Form
  • Add Form
  • Select Form Type from drop down
  • Name Form
  • Notes can be used for any additional information required
  • Insert Template will load a default Form as a helpful starting point

Form Contents

  • Click on +Add to create a new Form line
Line Item Descriptions:
Type See below table for detailed explanation on each Type
Label Gives a heading to the information required. Each Label will create a new column in the CSV export
Help Text Gives a hint to the User for the information required 
Required Decide if the information is essential or optional for the Form.  If required is ticked, the User will not be able to submit Form without information
Show Additional Settings The options in Additional Settings will change depending on the Type of data you have selected.  See table below for a detailed explanation

Types & Additional Setting Detail

Type - What Type of information is required

Additional Settings - If applicable & available for this Type

Add Sub Form Button - Allows for multiple entries of the one type of information. A button will display on Form with the User pushing as many times as required to enter information

See Subform article

Sub-Form - Link required Sub-Form


Checkbox - Creates a checkbox for User to select  
Date & Time Select - User will select Date & Time  
Date Range - User will select a date range  
Date Select - User will select a date Role - Will Map the date for Timesheet
Divider - Used to format Form  
Dropdown Select - Choose from system generated data or create your own (Custom Forms)

Data Source - Select relevant option

See HC for how to use Dropdown Filter

File Upload - User can add Photo to form  
Location - Will add location of Users device when form submitted  
Multiple Choice - User will choose from Custom Forms Data Source - Select from Custom List
New Line - Used to format form  
Number Input - User can add numbers only to form

Role - Map Break Time - Total Hours - Total time or Worked Hours

Timesheets & Dockets - Sub Forms and Calculations 

Fields in Forms can be assigned Roles that allow information to be mapped & calculated. For example, mapping the Start Time, End Time, and Break will allow the system to automatically calculate the Total Time worked


Signature - User or client can Sign the form  
Static Text - Add un editable text that will appear on each Form  
Sub Form - Will display all line items in a Subform on the original Form Sub-Form - Will link required Sub-Form
Time Select - User will select Times Role - Will map Start or End Times for Timesheets
Text Input - Allows user to enter both numbers & letters in form

Autofill Values - work by linking a Dropdown Select line type selected within the form to relevant Data Sources, autofilling data in the App from data stored within the system.

Autofill Values

  • Create the Dropdown Select line & choose the data source required
  • Create a Text Input Line
  • From Additional Settings select the required data source.  Only Data sources that have a dropdown select in this Form will be displayed. 



  • Then choose the required Property
  • This is the data that will Autofill & display in the App



Formatting Forms

Once you have created your required fields, you can use the Preview page to format the form for ease of use.

  • Scroll down to Preview
  • This gives you the option of viewing in Mobile, Tablet & Desktop modes
  • Return to Form Content
  • Create a New Line - Select New Line from Type Dropdown.  Creating a line space between text fields. Most relevant for Tablet & Desktop views.
  • Create a Divider - Select Divider from the Type dropdown. Creating a visual line between fields. 

Subforms - Multiple Entries

It is possible to add multiple fields within each Form - For example when 4 assets are worked on within one timesheet entry - See Fleet Admin - Sub Forms and Calculations for more information

Create Custom Dropdown Options

  • Go to Forms
  • Click on Custom Form Options


  • Name List
  • Click on +Add to create Options
  • Save Form
  • Custom forms will display as (custom) in Data Source


Save & Assign Forms

Once you have the formatting & required information correct

  • Click on save form

Assign via Forms

Assign forms via Users, Projects & Departments alleviating unnecessary forms for individual users. This would be best used directly after creating a form.  Only Users with a Form assigned will see it on their App.
  • Click on Assign
  • Assign via Users 

Assign via User Management

Read the FleetAdmin - User Details article on how to Assign Forms - Best used directly after Adding a User

Next Step - FleetAdmin - Sub Forms & Calculations

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