Adding a new vehicle
Every vehicle in your fleet needs a record in Fleet before it can be assigned to shifts or tracked in reports.
- Navigate to Vehicles from the sidebar and click Add vehicle.
- Enter the vehicle details: Name (a friendly label like "Van 12" or "Sprinter Blue"), VIN (Vehicle Identification Number), Plate (license plate number), and Status (typically "Active" for a vehicle ready for service).
- Optionally fill in additional fields such as make, model, year, colour, and fuel type. These help with filtering and reporting later.
- Click Save. The vehicle now appears in your fleet list and is available for shift assignment.
The Add Vehicle button also shows your current vehicle count against your plan limit (e.g., "12 of 25 vehicles · Pro plan"). If you have reached your limit, an Upgrade button appears instead.
Use consistent naming conventions across your fleet (e.g., "V-001", "V-002") so vehicles sort predictably in lists and dropdowns.
KPI banners
At the top of the Vehicles page, three clickable KPI tiles give you an instant snapshot of fleet status. Clicking any tile filters the table below to show only the matching vehicles.
| Banner | Icon | What it shows | What to do |
|---|---|---|---|
| Active Vehicles (green) | Checkmark | Count of vehicles currently in active status, plus "X of Y total" showing your active ratio | Click to filter the table to active vehicles only. If this number is lower than expected, check whether vehicles have been deactivated or are stuck in a non-active status. |
| Vehicles with Incidents (amber) | Warning triangle | Count of vehicles that have had at least one incident in the last 30 days | Click to see which vehicles are involved in recent incidents. A high count may indicate a systemic issue — check common incident types and drivers. |
| Due for Maintenance (red) | Wrench | Count of vehicles with overdue service reminders | Click to see overdue vehicles. These need immediate attention — schedule service appointments or update reminders if service was completed but not recorded. |
When a banner is active (clicked), it highlights with an orange border ring and the table filters to show only matching vehicles. A filter chip appears above the table with an X button to clear the filter.
Fleet Health Bar
Below the KPI banners (visible when fleet_maintenance_enabled is active), the Fleet Health Bar breaks down your fleet by health score into three clickable cards:
| Card | Colour | Health score | Meaning |
|---|---|---|---|
| Healthy | Green | 80–100 | All documents valid, no overdue maintenance, no critical issues |
| Need Attention | Yellow | 50–79 | One or more amber warnings such as expiring documents or upcoming service |
| Critical | Red | 0–49 | Expired documents, overdue maintenance, or unresolved high-severity incidents |
An additional note shows the count of vehicles with stale mileage (no mileage reading updated in over 30 days). Click any card to filter the table to that health category.
Filters and search
The Vehicles page provides several layers of filtering to help you find exactly the vehicles you need.
Search bar
Type in the search field to instantly filter by plate number, VIN, make, or model. The search is live — results update as you type.
Status filter
Below the search bar, a row of status buttons lets you filter by custom vehicle statuses. Each button is colour-coded to match the status colour defined in your organization settings:
- All Statuses — shows every vehicle (default)
- Individual status buttons — one for each custom status in your organization (e.g., Active, In Service, Decommissioned)
- Settings gear icon — opens the Vehicle Status Manager where you can create, rename, colour, or delete custom statuses
A result count displays next to the filters (e.g., "Showing 18 of 25 vehicles") so you always know how many vehicles match your current view.
Advanced filters
Click the Advanced Filters toggle to expand additional filter options. A badge shows the count of active advanced filters.
| Filter | Options |
|---|---|
| Depot | Multi-select dropdown of all depot locations — filter to vehicles based at specific depots |
| Make | Dropdown of all vehicle makes in your fleet |
| Year range | From/to year inputs — filter to vehicles manufactured within a specific range |
| Incidents | 0, 1–4, or 5+ — filter by incident count |
| Activity | Active or Inactive — filter by current activity status |
Click Reset to clear all advanced filters at once.
Vehicle table columns
The main fleet table displays one row per vehicle with the following columns:
| Column | What it shows | Notes |
|---|---|---|
| Vehicle | Plate number (bold, orange) with make and model below (grey) | Click to open the vehicle detail page. A coloured left border indicates health status (green/amber/red). |
| VIN | Vehicle Identification Number in monospace font | Useful for insurance and registration lookups |
| Year | Manufacturing year | — |
| Depot | Location pill with map pin icon showing the vehicle's assigned depot | Helps dispatchers know where vehicles are based |
| Health | Numeric score (0–100) in a colour-coded badge | Sortable — click the column header to sort ascending, descending, or reset. Green (80+), yellow (50–79), red (below 50). Score is calculated from service reminders, TÜV validity, and mileage freshness. |
| Next Service | Maintenance type label with status indicator and countdown | Shows the most urgent upcoming service. Dot colour: grey (pending), green (7+ days), amber (3–7 days), orange (1–3 days), red (overdue). Text shows "in X days", "today", or "X days overdue". Only visible when fleet_maintenance_enabled is active. |
| Incidents | Badge with total incident count and severity icon | Checkmark for zero incidents, warning triangle for 1–4, shield alert for 5+ |
| Last Incident | Date of the most recent incident | Shows "Never" if no incidents recorded |
| Status | Dropdown showing current vehicle status | You can change a vehicle's status directly from the table — select a new status from the dropdown without opening the detail page |
Use the Health column sort combined with the status filter to quickly surface your most problematic vehicles. Sort by health ascending to see critical vehicles first, then work through the list.
Vehicle detail page
Click any vehicle row in the table to open its detail page. The page includes a breadcrumb trail (Vehicles → Plate Number), a header with the vehicle's plate, make, and model, and an Add Incident button for creating a new incident directly for this vehicle.
Vehicle information and incident statistics
The top card displays vehicle details and incident statistics side by side:
Vehicle information (left):
- Plate, VIN, Make, Model, Year, Depot
- Status (green ACTIVE badge or grey INACTIVE)
- Date the vehicle was added to Fleet
Incident statistics (right):
- Total incident count displayed as a large number
- Severity breakdown — count of Critical, Medium, and Low severity incidents (colour-coded dots)
- By status — three pills showing count of NEW (orange), IN_REVIEW (amber), and CLOSED (green) incidents
- By type — breakdown showing Minor scratch, Major damage, Tire, Window, and Other with counts
Shift history
The shift history calendar lets you see who drove this vehicle on any given day and inspect the photos from their shift inspections.
Calendar navigation:
- Navigate between months using the previous/next arrows
- Click Go to today to jump back to the current month
- Filter by shift status (All, Active, Completed, Cancelled)
- Filter by driver using the searchable dropdown
Calendar grid: Each day cell is colour-coded based on the shift inspection verdict for that day:
- Green — inspected and reviewed OK
- Amber — suspicious findings flagged
- Red — damage detected
- Grey — pending review
- Today is highlighted with an orange ring
Click any day to see the list of shifts that occurred. Each shift entry shows:
- Driver avatar and name
- Time range (start time — end time, with total duration or "Active" if still in progress)
- Photo count (e.g., "4/6 required photos")
- Review verdict badge (OK, Suspicious, Damage, or Pending Review)
- Shift status badge (Active, Completed, or Cancelled)
Expanding a shift reveals:
- Inspection photos in a grid layout — click any photo to open it in a lightbox viewer
- Start notes and end notes entered by the driver
- Full shift details for review
Use shift history to investigate incidents — if damage was reported on a specific date, check the shift inspection photos from that day and the days before to determine when the damage first appeared.
Incidents list
The incidents section on the vehicle detail page shows all incidents linked to this vehicle with quick filter tabs:
- Status filter — All, NEW, IN_REVIEW, CLOSED
- Type filter — All, Minor scratch, Major damage, Window, Tire, Other
The table displays reported date and time, driver name (clickable link to driver profile), incident type, status badge, and a link to view the full incident detail page.
Repair history
The repair history section lists all repair jobs associated with this vehicle. Each repair job shows a summary row and can be expanded for full details.
Summary row (always visible):
- Repair type label (Oil Service, Brakes, Tires, Inspection, Engine Repair, TÜV, Wipers, or Other)
- Vendor name
- Completion date (or booked date if not yet completed)
- Cost — final cost (€) if completed, or estimated cost (~€) if in progress
- Insurance status icon (green checkmark if covered, grey X if not)
- Status badge (Requested, Scheduled, In Shop, Completed, or Cancelled)
Expanded details (click to toggle):
- Vendor name and type
- Status and insurance badges
- Booked date, completed date, estimated cost, final cost
- Repair notes
You can edit any repair job inline — update status, costs, dates, insurance coverage, and notes. You can also create new repair jobs directly from this section by selecting a vendor, repair type, estimated cost, insurance coverage, booked date, and notes.
At the bottom of the section, a summary shows "X of Y repair jobs completed" and the total repair costs for this vehicle.
Repair history requires the vendor_workflow_enabled module.
Maintenance logs
The maintenance logs section shows a simple table of all logged maintenance events for this vehicle, with columns for service date, title, description, cost, and who created the log entry. This gives you a chronological record of all servicing performed.
Maintenance logs require the maintenance_log_enabled module.
Fleet maintenance section
When fleet_maintenance_enabled is active, a tabbed maintenance section provides comprehensive vehicle maintenance management:
| Tab | What it shows |
|---|---|
| Overview | Current health score, recorded mileage, and upcoming service reminders at a glance |
| Templates | Maintenance schedule templates applied to this vehicle — set up recurring services (oil changes, inspections, TÜV) with defined intervals |
| History | Full maintenance log history with an Add Log button to record completed services |
| Documents | Vehicle documents (registration, insurance, MOT) with upload capability and expiry tracking |
| Costs | Cost analytics broken down by maintenance type for this specific vehicle |
Uploading registration and insurance documents
Each vehicle can store scanned copies of its registration certificate, insurance policy, MOT certificate, and other documents. These are accessible to dispatchers and appear in generated claim packs.
- Open a vehicle's detail page by clicking its row in the fleet table.
- Navigate to the Documents tab in the fleet maintenance section and click Upload document.
- Select the document type (Registration, Insurance, MOT, or Other), choose the file (PDF, PNG, or JPG), and set the expiry date.
- Click Upload. The document is stored and linked to the vehicle.
Document expiry tracking
Fleet actively monitors document expiry dates and uses a colour-coded system to keep you ahead of renewals:
| Colour | Meaning | When it appears |
|---|---|---|
| Green | Valid | More than 30 days until expiry |
| Amber | Expiring soon | Within 30 days of expiry |
| Red | Expired | Past the expiry date |
Amber and red documents also generate alerts in the Action Queue on your dashboard, so you do not need to check each vehicle manually. When a document turns amber, start the renewal process so you have the replacement uploaded before it goes red.
A vehicle with an expired registration or insurance document is a compliance risk. Fleet will flag it prominently, but it does not automatically pull the vehicle from service — that is your responsibility as the owner.
Vehicle health indicators
Every vehicle in your fleet has a health score (0–100) derived from a combination of factors:
- Service reminders — overdue reminders reduce the score significantly
- TÜV validity — expired or approaching TÜV lowers the score
- Mileage freshness — vehicles without a mileage update in over 30 days are penalized
The score maps to three health levels displayed throughout the interface:
- Healthy (80–100) — all documents valid, no overdue maintenance, no unresolved critical incidents
- Needs attention (50–79) — one or more amber warnings (e.g., a document expiring within 30 days, a pending service reminder)
- Critical (0–49) — one or more red flags (e.g., expired documents, overdue maintenance, unresolved high-severity incident)
Filter the vehicle list by health status using the Fleet Health Bar to quickly focus on the vehicles that need action.
Stale mileage tracking
Fleet tracks mileage updates reported through shift inspections. If a vehicle has not had a mileage reading updated in over 30 days, it is flagged as having stale mileage. This typically means the vehicle is either not being used (and may need to be deactivated) or drivers are not entering mileage during inspections.
Check the vehicle detail page for the last recorded mileage and the date it was reported. If mileage is stale, follow up with your dispatchers to confirm whether the vehicle is still in rotation.
Deactivating versus deleting vehicles
When a vehicle leaves your fleet, you have two options:
- Deactivate — the vehicle remains in the system with all its history, but it no longer appears in active lists or assignment dropdowns. Use this when you sell or retire a vehicle but want to keep its records for audit and reporting purposes.
- Delete — the vehicle and all associated data are permanently removed. Use this only for test records or duplicates that were created in error.
Deleting a vehicle is irreversible and removes its incident, maintenance, and shift history. In almost all cases, deactivating is the better choice.
- Open the vehicle detail page.
- Click the ... (more actions) menu in the top-right corner.
- Select Deactivate vehicle or Delete vehicle and confirm the action in the dialog.
Why fleet health monitoring matters
A vehicle with a red health score is a liability. It may have expired documents (a legal risk that can result in fines or impoundment), overdue maintenance (a breakdown waiting to happen), or stale mileage (a blind spot in your cost calculations and service scheduling). Any one of these on its own is a problem — combined, they represent a vehicle you cannot confidently put on the road.
The Fleet Health Bar on the main Vehicles page gives you a single-glance answer to the question "how many of my vehicles are at risk right now?" Instead of clicking into each vehicle to check documents and service status, the three health cards — Healthy, Needs Attention, and Critical — tell you instantly where to focus your time.
Document expiry tracking prevents the most common compliance fine: operating a vehicle with expired registration or insurance. Fleet warns you 30 days before any document expires, giving you a full month to complete the renewal. Owners who act on the amber warning almost never see a red one.
Recommendations
Check the Fleet Health Bar every Monday. If more than 20% of your fleet is in "Needs Attention" or "Critical", make maintenance and document renewals your top priority for the week. A quick Monday review prevents small issues from compounding into end-of-month emergencies.
Upload documents as soon as you receive them — do not wait until the old one expires. The amber warning badge (30 days before expiry) is your reminder to have the replacement ready, not to start the renewal process. If you see amber, the new document should already be in hand.
Use vehicle status customization to create statuses that match your operation — for example, "At Body Shop", "Awaiting Parts", or "Loaner Active". Custom statuses turn the vehicle list into a live operations board where anyone on your team can see at a glance which vehicles are available and which are tied up.
Click into the health score breakdown for any vehicle scoring below 70%. Often a single overdue reminder or one expired document is dragging the entire score down. That is typically a five-minute fix — update the reminder or upload the renewed document — and it clears a red flag from your fleet overview immediately.