The Button Bar displays quick filter options at the top of your Vehicles list for instant filtering.

Use these options to quickly locate specific vehicles in your fleet.

Actions available from the Vehicles list view for creating and managing records.

The Overview mode displays core vehicle information including identification, registration, and assignment details.

Vehicle Identification

Registration & Insurance

Assignment

Tracking

Track and schedule preventative maintenance to keep vehicles in optimal condition and prevent unexpected breakdowns.

Maintenance Schedule

Maintenance History

Track all expenses associated with the vehicle including fuel, repairs, insurance, and registration costs.

Expense Tracking

Attach and manage inspection checklists for vehicle compliance and safety documentation.

Checklist Features

Store documents and notes related to the vehicle.

To add a new vehicle record:

1. Navigate to the Vehicles module from the Equipment menu.
2. Click the New button in the top right corner.
3. Enter the vehicle Name (e.g., "Truck 01" or "Service Van 3").
4. Enter the VIN, License Plate, and vehicle details (Year, Make, Model).
5. Set the Assignment to a personnel record, cost center, division, or facility.
6. Enter the current Mileage reading.
7. Click Save to create the vehicle record.

To assign a vehicle to personnel:

1. Open the vehicle record from the Vehicles list.
2. In Overview Mode, locate the Assignment section.
3. Click the Assigned To field.
4. Search for and select the employee from the Personnel list.
5. The vehicle will now show as assigned to that employee.

To filter the list to show only your assigned vehicles:

1. Navigate to the Vehicles module from the Equipment menu.
2. Click the My Vehicles filter button.
3. The list will display only vehicles assigned to your user account.

To enter a preventative check without opening the full record:

1. In the Vehicles list view, locate the vehicle.
2. Click the ≡ (hamburger) icon on the vehicle row.
3. Select Enter Preventative Check.
4. The system displays the first available problem requiring attention.
5. Complete the checklist items and save.

If you cannot select into a vehicle record, you may be missing the View Vehicle Details permission (Access ID 380). This permission is typically assigned to Fleet Managers responsible for maintaining vehicle records.

Without this permission, users can:

• View the vehicle list
• Use the ≡ menu to enter preventative checks
• Filter to see their assigned vehicles

Contact your administrator to request the View Vehicle Details permission if you need full access to vehicle records.

To configure maintenance schedules for a vehicle:

1. Open the vehicle record and switch to Maintenance mode.
2. Click the Gear icon and select Setup.
3. Click the + icon to add a new maintenance type.
4. Enter a Description for the maintenance type (e.g., Oil Change, Tire Rotation).
5. Set the interval - choose Odometer Reading for mileage-based, Hours for equipment like forklifts, or Days for time-based intervals.
6. Enter the Anticipated Maintenance value (next odometer reading or date) so the system can trigger the next preventative maintenance.
7. When the mileage or date is reached, you will receive an alert and the vehicle will be flagged with a problem.

To record that a maintenance service has been completed:

1. Open the vehicle record and go to Preventative Maintenance mode.
2. Find the service type that was completed.
3. Click Add Service or Record Service.
4. Enter the service Date and current Mileage.
5. Add any Notes about the service performed.
6. Click Save - the next due date will automatically recalculate.

Vehicle expenses can be tracked in two ways:

From the Vehicle Record:

1. Open the vehicle record and switch to Expenses mode.
2. Click New Expense to create an expense linked to this vehicle.
3. Enter expense details including amount, date, and category.
4. The expense will automatically be linked to the vehicle.

From the Expenses Module:

1. Navigate to Expenses in the Procurement menu.
2. Create a new expense record.
3. In the Vehicle field, select the vehicle.
4. The expense will appear in the vehicle's Expenses mode.

Vehicle costs are allocated based on the vehicle's assignment settings:

• Cost Center Assignment: Expenses inherit the vehicle's cost center for overhead allocation.
• Division Assignment: Costs are tracked to the assigned division for departmental reporting.
• Job-Specific Expenses: When creating an expense, you can override the default allocation by selecting a specific job.

To enable Geotab GPS integration:

Step 1: Configure Geotab Credentials

1. Navigate to Company Preferences.
2. Go to the Integrations section.
3. Locate the Geotab integration.
4. Enter your Geotab credentials and save.

Step 2: Link Devices to Vehicles

1. Navigate to a vehicle record.
2. Click the Details mode.
3. Locate the Geotab Device field.
4. Click the pencil icon to edit.
5. A list of all Geotab vehicles from your account will display.
6. Select the proper device and save.

Vehicle mileage can be updated in two ways:

Manual Updates:

1. Open the vehicle record in Overview Mode.
2. Edit the Current Mileage field.
3. Enter the current odometer reading and save.

Automatic Updates (Geotab):

When Geotab is connected, mileage is automatically synced from the GPS device. The system updates the odometer reading based on actual distance traveled as reported by Geotab.

To create inspection checklists for vehicles:

1. Navigate to Settings → Checklists.
2. Click New to create a new checklist template.
3. Enter a Name (e.g., "Daily Vehicle Inspection", "Pre-Trip Checklist").
4. In Module Selection, ensure Vehicles is selected.
5. Add checklist Items such as tire condition, fluid levels, lights, etc.
6. Configure required Signatures if compliance documentation is needed.
7. Save the checklist - it will now be available in the Vehicles module.

To complete an inspection checklist for a vehicle:

1. Open the vehicle record and switch to Checklists mode.
2. Select the checklist template to complete.
3. Review each item and mark as Pass, Fail, or N/A.
4. Add notes for any items requiring attention.
5. Provide required signatures if configured.
6. Click Complete to save the checklist to the vehicle's history.

To manually flag a vehicle as having a problem:

1. Open the vehicle record.
2. Click the Options button in the top right.
3. Select Flag as Problem.
4. The vehicle will display a problem indicator in the list view.

The Options menu also provides access to:

• View History - View the complete history of changes to this vehicle record
• Delete - Permanently delete the vehicle record (requires permission)

To archive a vehicle while preserving its history:

1. Open the vehicle record in Overview Mode.
2. Check the Archive checkbox.
3. Save the record.
4. The vehicle will be hidden from the default list view but remains in the system.
5. To view archived vehicles, use the Archive filter in the search options.

To reassign a vehicle to a different employee:

1. Open the vehicle record in Overview Mode.
2. Click the Assigned To field in the Assignment section.
3. Clear the current assignment or search for the new employee.
4. Select the new employee from the Personnel list.
5. Save the record - the activity log will track this assignment change.

Enable these alerts for Fleet Managers or personnel who need to stay informed about vehicle status: