Add or edit a vehicle
Every 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.
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On this page
The vehicle form creates a vehicle (Add vehicle) or changes one (Edit vehicle or Complete draft on the vehicle's page). Adding needs permission to add vehicles; editing needs permission to edit the fleet. For the step-by-step version see Manage vehicles.
At a glance
| Area | What it holds |
|---|---|
| Header | Back to fleet (add) or the breadcrumb (edit), the title ("Edit TRK-208" with the status or draft badge when editing), Cancel, Save draft (new vehicles and drafts), Add vehicle, Save & activate (drafts) or Save changes. It stays under the top bar while you scroll. |
| Vehicle information | ID, registration, class, make, model, nickname, year, fuel |
| Capacity & specifications | Weight, volume, pallets, tank, temperature range, body type, refrigeration, transmission, emissions, VIN, engine, dimensions |
| Assignment | Depot, driver, owner, region, operating status |
| Compliance & documents | Document expiry dates, permit, mileage, next service, inspection issues, attachments |
| Side column | Vehicle summary and a readiness checklist |
Fields marked * are required to add the vehicle. Save draft only needs the type, manufacturer and model.
Vehicle information
| Field | What to enter | Required | Notes |
|---|---|---|---|
| Vehicle ID | TRK-, VAN-, CAR- or BIKE- plus at least 3 digits, matching the type | No | Blank uses the next free ID for the type. Can't be changed later. |
| Registration number | 4–16 letters, digits or dashes, for example CBKT-123 | Yes | |
| Vehicle class | A class from Fleet settings, for example Cargo van | Yes | Sets the type, the licence drivers need and the capacity defaults. When editing you can only switch to another class of the same type. |
| Manufacturer, Model | Up to 40 characters each | Yes | Also needed for a draft |
| Nickname | Up to 40 characters, for example "Mississauga Van 01" | No | Display name in the fleet list; defaults to manufacturer and model |
| Year | 1990 to 2100 | Yes | |
| Fuel type | Diesel, Gasoline, CNG, Electric, Hybrid | No |
Capacity & specifications
| Field | What to enter | Required | Notes |
|---|---|---|---|
| Maximum weight | In your weight unit | No | Filled from the class. Must be above 0 and at most 40,000 kg. The route planner checks it. |
| Cargo volume | In your volume unit | No | At most 200 m³. Checked by routes only when Fleet settings say so. |
| Pallet capacity | Whole pallets, 0 to 60 | No | |
| Fuel Tank Capacity (L) | Litres, up to 2,000 | No | |
| Temperature Range (°C) | Min and Max | When refrigerated | Max must be above min. Used to match temperature-controlled orders. |
| Body type | Depends on the type: truck (Box Truck, Tractor, Reefer), van (Cargo Van, Box Van), car, bike (Motorcycle, Bicycle) | No | Blank uses the type's default |
| Refrigerated | Switch | No | Enables temperature-controlled cargo for this vehicle |
| Transmission | Manual or automatic | No | |
| Emission standard | Up to 30 characters | No | |
| VIN | 17 letters and digits (no I, O or Q) | No | |
| Engine No. | Up to 30 characters | No | |
| Dimensions (mm) | Length, Width, Height | No | Enter all three or none |
Assignment
| Field | What to enter | Required | Notes |
|---|---|---|---|
| Home depot | A depot | No | Leave it empty if you run without a depot |
| Assigned driver | A driver | No | The primary driver; add more drivers from the vehicle page. If the driver already has a vehicle, saving asks Reassign driver? (Reassign anyway). |
| Owner type | Company, Driver or Leased | No | Pay plans can depend on it ("by vehicle ownership") |
| Owner driver | The driver who owns it | When the owner is a driver | Only enabled for driver-owned vehicles (owner-operators). Only this driver can be assigned to it or drive it. |
| Default region | A region of your depots | No | |
| Operating status | In service, In maintenance or Out of service | Yes |
Compliance & documents
| Field | What to enter | Required | Notes |
|---|---|---|---|
| Insurance expiry, Registration expiry, Inspection expiry | Dates | No | Create the vehicle's current documents and drive the expiry warnings |
| Permit number | Up to 40 characters | No | |
| Current mileage | Odometer, whole units | No | |
| Next service date | Date | No | Drives Service due / Overdue |
| Next service at | Odometer reading, for example 111000 | No | |
| Inspection issues | Type an issue and press Enter | No | Up to 20; listed on the Fleet page's compliance card |
| Attachments | Insurance, registration or inspection PDFs, up to 10 MB each | No | Filed under the document their name mentions, otherwise under the first dated document. Add the matching expiry date first. |
The side column
- Vehicle summary: class, registration, make and model, year, fuel type, home depot and capacity as you type, with a Draft badge or the current status.
- Readiness checklist: Vehicle type selected, Registration number added, Manufacturer and model selected, Year specified, Depot selected, Capacity information entered, Operating status selected, Compliance fields completed.
Buttons
| Button | What it does |
|---|---|
| Cancel | Leaves without saving |
| Save draft | Saves an unfinished vehicle (type, manufacturer and model only). A draft can't be given a route. |
| Add vehicle | Checks every required field and creates the vehicle |
| Save & activate | Completes a draft |
| Save changes | Saves an existing vehicle. Disabled ("Nothing to save yet") until you change something. |
A dot and "Unsaved changes" show beside the buttons once you edit something. Leaving with unsaved changes asks Discard unsaved changes? (Keep editing / Discard changes).
If saving fails, Couldn't save the vehicle explains why and the fields with problems are marked.
Good to know
- To make a vehicle driver-owned (an owner-operator's own van), set Owner type to Driver and pick the Owner driver. Its documents can then be requested from that driver.
- Vehicle classes and their licence rules are company settings: see 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 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.
- Setup pathSet up employees, contractors and the driver networkWhat to configure when your drivers are employees, owner-operator contractors or a subcontracted fleet, and when you overflow work to the driver network — driver records, documents, pay plans, tax and payee, app invitations and network settings.
- How-toAdd and manage driversFind drivers, add a new one, send the driver app invitation, keep licences and documents up to date and set what each driver may do in the app.
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