Managing Fuel Stations

This guide covers everything you need to know about adding, configuring, and managing fuel stations in the PetroLink platform.

Station management is the core of PetroLink. Proper setup ensures smooth operations and accurate tracking.

Adding a New Station

Step 1: Basic Information

Navigate to Stations β†’ Add New Station and provide:

Required Information:

  • βœ“ Station Name: Your station's business name
  • βœ“ Station Code: Unique identifier (auto-generated or custom)
  • βœ“ Address: Complete physical address
  • βœ“ GPS Coordinates: For map integration
  • βœ“ Contact Details: Phone, email, manager name
  • βœ“ Operating Hours: Daily schedule including holidays
  • βœ“ Station Type: Urban, Highway, or Rural

Step 2: Pump Configuration

Configure each pump at your station:

For each pump:
1. Pump Number/ID
2. Pump Type (Single/Multi-product)
3. Number of Nozzles
4. Fuel Types Available:
   - Gasoline 91
   - Gasoline 95
   - Diesel
   - Premium/Other
5. Flow Rate (liters/minute)
6. Maximum Transaction Limit

Step 3: Tank Management

Set up fuel storage tanks:

Tank Information

  • β€’ Tank ID/Number
  • β€’ Fuel Type
  • β€’ Capacity (liters)
  • β€’ Current Level
  • β€’ Reorder Point
  • β€’ Safety Stock Level

Monitoring Settings

  • β€’ Low level alerts
  • β€’ Delivery scheduling
  • β€’ Usage forecasting
  • β€’ Leak detection
  • β€’ Temperature monitoring

Pricing Management

Setting Fuel Prices

PetroLink offers flexible pricing options:

  1. Fixed Pricing: Set standard prices for each fuel type
  2. Time-based Pricing: Different prices for peak/off-peak hours
  3. Volume Discounts: Automatic discounts for large purchases
  4. Customer-specific Pricing: Special rates for fleet customers

Price Update Process

1. Go to Stations β†’ [Your Station] β†’ Pricing
2. Select fuel type to update
3. Enter new price and effective date/time
4. Add reason for change (optional)
5. Review and confirm
6. Price updates in real-time at all pumps
Price changes are logged for audit purposes and cannot be backdated.

Employee Management

Adding Station Staff

Manage your station team with role-based access:

Role Permissions
Station Manager Full station access, reports, pricing
Supervisor Shift management, basic reports
Attendant Transaction processing, customer service
Maintenance Equipment status, service logs

Shift Management

  1. Create shift patterns (Morning, Evening, Night)
  2. Assign employees to shifts
  3. Set up shift handover checklists
  4. Track attendance and performance

Operations Management

Daily Operations Checklist

Morning Checklist:

  • ☐ Check fuel inventory levels
  • ☐ Verify pump functionality
  • ☐ Review overnight transactions
  • ☐ Check for system alerts
  • ☐ Confirm staff attendance
  • ☐ Update fuel prices if needed

Transaction Monitoring

Monitor real-time transactions from your dashboard:

  • Live View: See active fueling sessions
  • Queue Management: Track waiting vehicles
  • Exception Handling: Flag unusual transactions
  • Customer Support: Assist with transaction issues

Inventory Management

Automated Inventory Tracking

PetroLink automatically tracks:

  • Real-time fuel levels in each tank
  • Daily consumption patterns
  • Delivery reconciliation
  • Variance reports
  • Loss prevention alerts

Delivery Management

Receiving Fuel Deliveries:
1. Driver creates delivery order in system
2. Verify delivery documentation
3. Record opening tank levels
4. Monitor delivery progress
5. Confirm delivered quantity
6. System auto-reconciles inventory
7. Generate delivery receipt

Reporting and Analytics

Available Reports

Operational Reports

  • β€’ Daily sales summary
  • β€’ Pump utilization rates
  • β€’ Peak hour analysis
  • β€’ Customer traffic patterns
  • β€’ Employee performance

Financial Reports

  • β€’ Revenue by fuel type
  • β€’ Profit margin analysis
  • β€’ Payment method breakdown
  • β€’ Outstanding balances
  • β€’ Tax reports

Maintenance and Compliance

Equipment Maintenance

Schedule and track maintenance:

  1. Set up maintenance schedules for pumps and tanks
  2. Log service activities
  3. Track spare parts inventory
  4. Manage service contracts
  5. Compliance documentation

Regulatory Compliance

  • Automatic compliance report generation
  • Calibration certificates management
  • Environmental compliance tracking
  • Safety inspection records
  • License renewal reminders

Best Practices

Recommended Station Management Practices:

  1. βœ… Review daily reports each morning
  2. βœ… Conduct weekly inventory audits
  3. βœ… Train staff on new features regularly
  4. βœ… Monitor customer feedback
  5. βœ… Keep emergency contacts updated
  6. βœ… Test backup systems monthly
  7. βœ… Review security footage for anomalies
  8. βœ… Maintain accurate price history

Troubleshooting Common Issues

Pump Communication Errors

  1. Check network connectivity
  2. Restart pump controller
  3. Verify pump configuration
  4. Contact support if issue persists

Inventory Discrepancies

  1. Run tank reconciliation report
  2. Check for unprocessed deliveries
  3. Review recent transactions
  4. Perform physical measurement
  5. Investigate variance reasons
Need Help? Our station support team is available 24/7 at stations@petrolink.app or +966 54 459 3786