Why vehicle records matter
Every shift, incident, and repair in Fleet attaches to a vehicle. If a van is missing or its details are wrong, dispatchers cannot assign shifts and cost reports will be incomplete.
Add a new vehicle
- Open Vehicles from the sidebar.
- Click Add Vehicle in the top-right corner.
- Fill in the required fields: Name / alias, VIN, License plate, and Status (Active by default).
- Optionally upload the registration and insurance documents. Supported formats: PDF, JPG, PNG (max 10 MB each).
- Click Save. The vehicle now appears in your fleet list and is available for shift assignment.
Use a consistent naming scheme — e.g. VAN-001, VAN-002 — so drivers and dispatchers can find vehicles quickly in dropdowns.
Document expiry tracking
Fleet tracks the expiry date of registration and insurance documents. When a document is within 30 days of expiring, the vehicle card shows an amber warning badge. Expired documents show a red badge. See Fleet Management for the full document expiry workflow.
Edit or deactivate a vehicle
To update details, click the vehicle row and edit in the detail panel. To take a vehicle out of rotation without deleting its history, set its status to Inactive. Inactive vehicles cannot be assigned to new shifts but their past data is preserved.
Recommendations
- Add vehicles before inviting drivers. Drivers can't start a shift without an assigned vehicle, so having your fleet registered first means onboarding goes smoothly.
- Enter the VIN accurately. It's the vehicle's unique fingerprint and appears on claim packs, audit exports, and insurance correspondence. A typo here creates headaches later.
- Upload documents immediately — even if the vehicle is not yet in service. Document expiry tracking only works when Fleet knows the expiry dates. A vehicle added without documents shows a red badge that your dispatcher will need to chase.
- Set a renewal calendar reminder 60 days before document expiry. The amber badge at 30 days is your final warning, not your first notice. Start the renewal process well before it shows up.
- Use vehicle statuses to reflect reality. If a vehicle is at the body shop, mark it accordingly rather than leaving it Active. This prevents dispatchers from accidentally scheduling shifts for a vehicle that isn't available.