Fleet
Every part of the Fleet page — the vehicles table, its search, filters, columns and row actions, the export, and the Maintenance & compliance card.
On this page
The Fleet page lists every vehicle with its driver, current route, status and next service, and flags vehicles whose service or documents need attention. Open it from Fleet in the sidebar. You need permission to view the fleet; adding, editing and deleting need more (see the tables below).
At a glance
| Area | What it shows / does |
|---|---|
| Header | Add vehicle (users who can add vehicles) |
| Vehicles table | One row per vehicle, with search, filters, column picker, export and row actions |
| Maintenance & compliance | Vehicles with a service due, open inspection issues or expiring documents |
The vehicles table
Search and filters
- Search vehicles... matches the vehicle ID, registration, make, model, nickname and the assigned driver's name.
- Status: Available, Assigned, On route, In maintenance, Out of service.
- Type: Truck, Van, Car, Bike / motorcycle.
- Depot: the vehicle's home depot.
- Maintenance: Excellent, Good, Service due, Overdue, In workshop.
Filters, sort, search and page live in the address bar, so a filtered list can be bookmarked or shared.
Columns
| Column | What it shows |
|---|---|
| Vehicle | Vehicle ID (for example VAN-022) with the nickname or make and model. Always shown. |
| Registration | Licence plate |
| Type | The vehicle class (marked "reefer" for refrigerated bodies), or the type when no class is set |
| Assigned driver | The primary driver (links to them) and +n when more drivers share the vehicle; Unassigned when nobody does |
| Owner | Company, Driver (with the owner's name) or Leased |
| Current assignment | The route it is on, with where it goes from and to |
| Home depot | The depot it belongs to |
| Capacity | Maximum weight |
| Mileage | Odometer reading |
| Status | The operational status badge, or Draft for an unfinished record |
| Next maintenance | The next service date and how far away it is in distance ("in 1,200 km" or "300 km over") |
Use the columns menu to hide columns. Click a row to open the vehicle.
Row menu
| Item | What it does | Who can use it |
|---|---|---|
| View vehicle | Opens the vehicle page | Everyone |
| Edit vehicle | Opens the edit form | Can edit the fleet |
| Assign route | Starts a new route in the Route Planner with this vehicle | Can create routes; not on drafts |
| Delete | Removes the vehicle, its maintenance history and documents, and unassigns its driver | Can delete vehicles |
Export
The export button downloads the filtered list as CSV with more detail than the table: make, model, year, body type, fuel type, nickname, cargo volume, condition, next service, and the registration, insurance and inspection expiry dates. Weights, volumes and distances use your company's units.
Empty state
A new company sees No vehicles yet with an Add vehicle button.
Maintenance & compliance
Every active vehicle that needs attention, with the date the check was made ("All dates and mileages are as of …").
| Column | What it shows |
|---|---|
| Vehicle | ID and name |
| Registration | Plate |
| Next service due | Date or distance, coloured when due or overdue |
| Registration expiry, Insurance expiry | Dates, coloured when expiring or expired |
| Inspection issues | Open problems noted on the vehicle |
Search it with Search vehicles...; the open button on each row goes to the vehicle. When nothing needs attention it says All vehicles are compliant.
Statuses
| Status | Meaning | What happens next |
|---|---|---|
| Available | In service, no route ready or running | Plan a route with it |
| Assigned | A route for it is ready but not started | Starts driving: On route |
| On route | A route with this vehicle is in progress | Back to available when nothing else is planned |
| In maintenance | Taken off the road for work | Put it back In service from its page |
| Out of service | Not usable (accident, parts, lapsed insurance) | Put it back In service from its page |
| Draft | Unfinished record | Open it and click Complete draft |
Maintenance condition, first match wins: In workshop (in maintenance or out of service), Overdue (next service date passed), Service due (within 30 days), Good (open inspection issues), Excellent.
Good to know
- Dispatchers can view the fleet; adding and editing vehicles is for the Admin and Operations Manager roles, deleting for Admin.
- Vehicle classes, maintenance types and route capacity checks are set in Fleet settings.
Related
Related articles
- How-toManage vehiclesFind a vehicle, add one, assign its driver, see who is driving it and release it, take it out of service and keep its maintenance and documents up to date.
- Page guideAdd or edit a vehicleEvery field of the Add vehicle and Edit vehicle form — vehicle class, capacity, refrigeration, assignment and owner, compliance dates and attachments — what is required and what Save draft does.
- How-toPlan a routeBuild a route from unassigned orders, put the stops in a good order, pick the vehicle and save it as a draft or dispatch it.
- Page guideFleet settingsEvery list and setting on Settings → Fleet — vehicle classes, licence classes and presets, driver document kinds, maintenance types, route planning and driver vehicle access — with the Canadian defaults and where each one is used.
Still stuck?
Tell us what you were trying to do. A person reads every message.