Vehicle detail

A vehicle's page shows what it is doing now, who drives it, its service and documents, its defects and what it costs to run. Open it by clicking a vehicle on Fleet. You need permission to view the fleet; changes need permission to edit the fleet, and deleting needs permission to delete vehicles.

At a glance

The open tab is kept in the link (?tab=running).

Header

The status menu

For users who can edit the fleet, the status badge opens a menu with In service, In maintenance and Out of service.

• In service puts the vehicle back on the road at once (with Undo).
• In maintenance or Out of service opens a dialog: enter a Reason (or click a common one: Scheduled service, Brake repair, Tyres, Inspection, Body repair; or Accident, Awaiting parts, Sold or retired, Insurance or registration lapsed), an optional Expected back date, then Put in maintenance / Take out of service. The vehicle is flagged unavailable in the fleet list and the route planner.

While it is off the road a note under the header says since when and why, and turns red when the Expected back date has passed.

Actions

Assign driver: pick a driver (search by name) and click Assign driver. A vehicle can have several drivers; the first is the primary. With Only assigned vehicles this decides who may use the vehicle; with All company vehicles (see Fleet settings) it decides which vehicles the driver sees first. If another driver holds the vehicle right now, it is still assigned and becomes the driver's current vehicle once it is released. If the driver already drives another vehicle, Driver already assigned asks you to confirm with Reassign anyway; that clears their previous vehicle. A driver-owned vehicle can only be assigned to its owner: picking another driver shows "VAN-102 is Emma Collins's own vehicle. Only its owner can drive it."

The General tab

Maintenance history

Tiles show Last service, Next service (date, or "or at" a mileage) and Current mileage. Under them, the service plan in words, or "No service plan".

• Service plan (editors): Every (km) and/or Every (days), whichever comes first; Save plan or Remove plan. The next service counts from the last preventive service or oil change, and you get a reminder 14 days or 1,000 km before.
• Add record (editors): Date (not in the future), Service type (your maintenance types from Fleet settings), Description, Provider, Mileage, optional Cost. Saving moves the odometer up to the record's mileage; a preventive service or oil change restarts the plan's countdown.
• The table lists Date, Service (the service type with its description underneath), Provider (under the description on narrow screens) and Mileage (on a phone the date and mileage sit above the service), with edit and delete buttons for editors.

Compliance documents

The current document of each kind, with Document, Document No., Issued on, Expiry date, Status and actions (on a phone the number and expiry show under the document). Show history adds older versions.

• Add document (editors): Document (Insurance, Registration, Inspection, Permit, Emissions), Document No. (generated when empty), Issued on (defaults to one year before expiry), Expiry date, and a File (PDF, PNG or JPG up to 10 MB).
• Each row's ⋯ menu holds its actions. On a current document, editors can Renew (new version) (adds a new version; the old one stays in the history), Edit (fix a typo, a date or the file) and, when it isn't valid and the vehicle has a driver, ask the driver for the renewal in the app (Ask the driver for the renewal, or Request from the owner driver on driver-owned vehicles).
• Download gets a document's file. Delete (delete rights) makes the previous document of that kind current again.

The Inspections tab

• Open defects: items a driver marked not OK in the pre-shift check, newest first. Failed items are also e-mailed to your company address. Editors click Sign off on a defect: describe What was done; keep Create a maintenance record ticked to log it with a Service type, Provider and Cost ($); then Book repair and sign off (or Sign off). Empty: No open defects.
• Inspection history: every pre-shift check on this vehicle (last 100): driver, time, the items not OK and who signed them off.

The checklist questions are set in Driver defaults.

The Mileage & costs tab

Add expense (editors): Date, Category (Fuel, Toll, Parking, Repair, Other), Amount, optional Odometer, Litres (fuel only) and Note. Deleting an expense needs delete rights. Planned service work goes in the maintenance history instead.

The Time clock history tab

Pick 7 days, 30 days or 90 days.

• Tiles: Odometer now, Shifts (and how many are on shift now), Hours worked (breaks excluded), Distance (and per shift), Drivers (and who drove it most).
• Who drove it: Shifts, Hours and Distance per driver.
• Shifts: Driver, Clock in, Clock out, Odometer (start → end, with Start photo and End photo links when the driver took them), Worked, Breaks (the total; click it to open each break's type, start, end and length), Distance and Status (On shift, On break, Completed, Force ended with who ended it and why). A yellow +N unlogged badge means the odometer at clock-in is higher than at the previous clock-out: the vehicle moved with nobody on a shift. The period is 7 days, 30 days, 90 days or Custom (two dates); CSV exports every shift of the period. Who picked and released the vehicle is on the Usage tab.

Empty: No shifts in this period.

• Time history (below the shifts table): the same timeline as on the driver's page, for everyone who drove this vehicle, newest first: Clocked in, each break with its type, start and end place and length, Took vehicle (switch) / Left vehicle (switch), Clocked out (or Force-ended by … / Ended automatically), with Worked, Breaks, Paid and Odometer per shift. Places are the street and city (for example 123 King St W, Toronto) as a map link, or the coordinates when no street could be found; Location not recorded means the phone sent none. History from / History to set the dates (last 30 days by default, kept in the page link); CSV downloads one row per event. See See the full time history.

The Usage tab

Who holds the vehicle, and the history of every hold. A driver holds a vehicle from the moment they pick it in the driver app (or staff set it) until it is released; only one driver holds a vehicle at a time. How this works is explained in Share company vehicles between drivers. The open tab is kept in the link (?tab=usage).

Who holds it now

• In use by name with since and the time the driver picked it, or Free — no driver holds this vehicle.
• Release (editors, while a driver holds it) opens Release vehicle?; confirm with Release. The driver loses the vehicle and the hold is recorded as Released by staff. While the driver is clocked in on it you get an error instead: use Force end on the shift first (from the driver's Shifts & payouts tab).

Filters and stat cards

Pick 7 days, 30 days or 90 days, and filter by driver with All drivers. A period counts the sessions picked in it.

The Drivers card

One row per driver who held the vehicle in the period.

The Sessions card

One row per hold, newest first, with paging.

Each tab shows a loading skeleton, an empty state and an error with a retry button.

Good to know

• Hours held can be much longer than Hours on shift: a driver may pick a vehicle the evening before, and a vehicle shared from the company pool is released automatically after 12 hours without a shift.
• A draft vehicle shows a Draft badge instead of the status menu and can't get a route until you complete it.
• Document reminders go out before expiry at the days set in Driver defaults.

Related

• Manage vehicles
• Share company vehicles between drivers
• Fleet page
• Driver defaults page