Adding and Managing Vehicles

Vehicles are the core of your fleet. Each vehicle has its own identity, technical details, status, availability, and financial records, and can be assigned to categories and locations that determine where and how it can be booked.

Where to access it

In the admin area, open Configurator → Vehicles (also reachable through Fleet Operations → Vehicles). The list shows every vehicle with its license plate, make and model, category, odometer reading, current status, upcoming task, and open damage count. Click a row to open its full edit page.

Adding a vehicle

Click Add Vehicle. A quick form asks for the three core fields – Make, Model, and License Plate. Saving creates the vehicle as a draft marked Inactive and takes you to the full edit page so you can complete all the remaining details. You can also start a full Add Vehicle form directly.

The vehicle edit page

The edit page is arranged into tabs. The tabs you see depend on which optional modules are enabled for your business.

Overview – Status & Availability

• Status – Active or Inactive. Only active vehicles are offered for booking.
• Available for – tick the channels this vehicle can be used for: Rental, Lease, and Sale (the Lease and Sale options appear only when those modules are enabled).
• Fleet Categories – assign the vehicle to one or more categories. A warning appears if no category is selected, because the vehicle must belong to a category to be available for reservations.

Locations

The Assigned Locations tab lists the locations (optionally grouped by Branch when branches are enabled) where the vehicle is available to be picked up from and returned to. Tick one or more locations.

Vehicle Identity

• Make and Model – entered per language when the system runs in multiple languages.
• License Plate – the vehicle's registration number.
• VIN – the vehicle identification number.

Vehicle Technicals

• Color – chosen from a palette; shown as the colour swatch next to the vehicle everywhere it appears.
• Fuel type – Diesel, Petrol, Gas, Electric, or Hybrid.
• Transmission – Automatic, Manual, or Semi-automatic.
• Odometer Reading – the current mileage in your configured unit.
• Manufacture Year – the year the vehicle was built.
• Tank size and Battery capacity – capacity values used for operations and maintenance.

Vehicle Financials

This tab summarizes the vehicle's financial activity (counts and total value for Reservations, Damages, and Maintenance tasks) and records how the vehicle was acquired:

• Date purchased and Purchased from.
• Type – New or Used. When Used is chosen, a Mileage purchased field appears.
• Acquisition Type – Purchased or Lease. Choosing Lease reveals the Lease Details tab.
• Purchase price and Initial Setup Costs (shown when the vehicle is purchased).

Lease Details

When the acquisition type is Lease, a tab appears for the lease contract: Lease Contract Number, Lease Type (Operating Lease, Finance Lease, or Other), Lease Start Date, Lease End Date, Lease Term (months), Initial Payment / Down Payment, Monthly Lease Payment, Payment Due Day, Number of Payments, Final / Balloon Payment, Residual Value, Buyout Price, Annual Interest Rate (%), Mileage Allowance, Excess Mileage Rate, Current Lease Mileage, Security Deposit, Included Maintenance and Included Insurance (Yes/No), Early Termination Fee / Terms, and a Contract Document upload.

Sale Details

When the vehicle is marked Available for Sale, a tab appears with Price, Exterior Condition, Interior Condition, and Tyre Condition (each Excellent, Good, Average, or Poor), Power, Engine size, Emission Class (EURO1 through EURO9), a Description, and Photos.

Map

When Telematics is enabled, a Map tab shows the vehicle's current location and its read-only Latitude and Longitude.

Damages and Reservations

• The Damages tab shows a vehicle diagram with any currently open damage locations, plus inspection data and pick-up and return photos from the last completed reservation.
• The Reservations tab lists the reservations associated with the vehicle.

Searching and filtering the list

• Search by Make, Model, License Plate, or VIN using the search box.
• Use the Category dropdown to narrow the list, including an Unassigned option for vehicles with no category.

How to use it

1. Open Configurator → Vehicles.
2. Click Add Vehicle and enter the Make, Model, and License Plate.
3. On the edit page, set the Status and Available for options, and assign at least one Fleet Category.
4. Fill in the identity, technical, and location details, then complete the financial, lease, or sale sections as needed.
5. Click Save.

What happens next

• The vehicle appears in the fleet list and is bookable once it is Active and assigned to a category and location.
• Changes to an existing vehicle are recorded and can be reviewed later under History.
• You can add internal Notes to a vehicle for your own team.

Important behavior and special cases

• A vehicle must be assigned to at least one category to be available for reservations; a warning is shown until one is selected.
• A vehicle created through the quick Add Vehicle form is saved as Inactive until you complete and save its details.
• Vehicles with no category show a "No category" warning in the list.
• The current status column shows On Rent, Blocked, or Available based on live bookings and blocks.
• Editing is only available to users who have permission to manage the fleet; otherwise the page is shown read-only.

Tips