Vehicle Management

The Vehicles module is the core of Fleet. Every other record — maintenance, fuel, GPS positions, inspections — belongs to a vehicle. This page covers the full vehicle lifecycle.

Vehicle Fields Reference

Identification

Field	Required	Description
Name	Yes	Display name shown throughout the UI (e.g., 2022 Ford Transit #3)
Vehicle Number	Auto-assigned	System-generated ID in format VEH-000001. Sequential per tenant
VIN	No	17-character Vehicle Identification Number. Used for service records and DMV lookup
Make	No	Manufacturer name (e.g., Ford, Chevrolet, Sprinter)
Model	No	Model name (e.g., Transit 250, Express 2500)
Year	No	Model year (1900–2100)
License Plate	No	State/provincial plate number
Color	No	Vehicle color for visual identification

Classification

Field	Required	Options
Vehicle Type	Yes	Car, Van, Truck, SUV, Trailer, Other
Fuel Type	Yes	Gasoline, Diesel, Electric, Hybrid
Ownership Type	Yes	Owned, Leased, Rented

Status

Status	Meaning
Active	Vehicle is in regular service
Maintenance	Vehicle is currently being serviced and unavailable for dispatch
Retired	Vehicle is no longer in service but kept in records
Sold	Vehicle has been sold. Retained in records for historical data

ℹ️Soft deletion is not used for vehicles — use Retired or Sold instead of deleting. This preserves all historical maintenance, fuel, and GPS data.

Mileage and Dates

Field	Description
Current Mileage	Odometer reading at last update. Updated manually or via fuel fill-up entries
Purchase Date	When the vehicle was purchased or first entered service
Purchase Price	Acquisition cost, used in total cost of ownership reports

Compliance Dates

Field	Description
Insurance Policy	Policy number
Insurance Expiry	Date insurance expires. Fleet alerts 30 days before expiry
Registration Expiry	Date registration expires. Fleet alerts 30 days before expiry

Assignment

Field	Description
Assigned Driver ID / Name	Primary driver responsible for this vehicle
Department	Organizational department (e.g., Field Services, Networking)

GPS

Field	Description
GPS Device ID	Hardware identifier from your GPS tracking device. Links this vehicle to live position data
Current Location	Cached lat/lng from the last GPS position update. Auto-populated when GPS data arrives

Additional Fields

Field	Description
Notes	Free-form text notes about the vehicle
Tags	Array of string labels for filtering and grouping (e.g., networking, tier1)
Custom Fields	Key-value store for any additional data your MSP tracks

Adding a Vehicle

1. Navigate to Vehicles in the left sidebar
2. Click Add Vehicle
3. Fill in the required fields: Name, Vehicle Type, Fuel Type, Ownership Type
4. Add identification details (VIN, make, model, year, plate)
5. Enter compliance dates (insurance expiry, registration expiry)
6. Optionally assign a driver and GPS device ID
7. Click Save

The vehicle is assigned a sequential VEH-XXXXXX number and appears in the vehicle list immediately.

Editing a Vehicle

1. Click any vehicle in the vehicle list to open its detail page
2. Click Edit (pencil icon) in the top-right corner
3. Modify any fields
4. Click Save

All changes are logged in the audit trail with the editor's name and timestamp.

Vehicle Status Transitions

Update a vehicle's status at any time from the edit form:

Transition	When to Use
Active → Maintenance	Vehicle goes in for service (creates reminder to return to Active after completion)
Active → Retired	Vehicle is permanently removed from service but not sold
Active → Sold	Vehicle has been sold
Maintenance → Active	Service is complete, vehicle returns to fleet

💡When you mark a vehicle as Maintenance, check the Maintenance tab and create a maintenance record for the current service event. This keeps your cost and history records complete.

Filtering and Searching Vehicles

The vehicle list supports multiple filters:

• Status filter — Show only Active, Maintenance, Retired, or Sold vehicles
• Vehicle type filter — Show only vans, trucks, etc.
• Search — Fuzzy search across vehicle name, vehicle number, and license plate

Viewing Vehicle History

The vehicle detail page aggregates all records for that vehicle:

Tab	Contents
Maintenance	All scheduled, in-progress, and completed maintenance records
Fuel	All fuel fill-ups with MPG calculations
GPS	Location history showing the last 200 positions
Inspections	All inspection reports (pre-trip, post-trip, DOT, etc.)
Alerts	All alerts generated for this vehicle

Deleting a Vehicle

Fleet uses soft deletion — vehicles are marked with a deleted_at timestamp and removed from all lists, but data is retained in the database for reporting.

⚠️Prefer Retired or Sold status over deletion. Deleted vehicles cannot be recovered through the UI. If you accidentally delete a vehicle, contact support.

To delete:

1. Open the vehicle detail page
2. Click the Actions menu
3. Select Delete Vehicle
4. Confirm the dialog

Tags and Custom Fields

Tags are string labels you can apply to vehicles for filtering and grouping. Example uses:

• networking — vehicles used by networking team
• tier1 — priority vehicles requiring premium maintenance
• leased-2024 — vehicles on a specific lease term

Custom fields are key-value pairs for any data your MSP tracks that isn't a standard field. Example uses:

• ezpass_account: EP-12345
• parking_permit: LOT-B
• telematics_provider: Samsara