These links sit above the vehicle list grid for quick searching and filtering.

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

Click the ≡ icon on a vehicle row to quickly submit an update for that vehicle without opening the full record. This is the primary workflow for users who are assigned to a vehicle but don't have permission to open vehicle records directly.

The Overview tab is a dashboard-style summary of the vehicle's current status, picture, and activity.

A row of badge icons at the bottom right of the Overview tab (Files, Emails, Notes, Reviews, Checklists, Events) shows counts and provides quick access to each related record type.

At the top right of a vehicle record, two buttons are available: Actions and Options. Actions performs the same quick updates available from the list view's ≡ row menu (Assign/Unassign, Mileage/Fuel Entry, Preventative Check, New Maintenance, New Expense, New Checklist, Print Label) without leaving the open record. Options provides record-level tools — see the FAQ below on flagging a problem for what it contains.

The Details tab holds the vehicle's core identification, registration, insurance, and Geotab fields.

The Assignments tab tracks who or what the vehicle is currently, and was previously, assigned to.

The Mileage/Fuel tab logs odometer and fuel entries for the vehicle. Manual entries can be added here or via the list view's ≡ row menu (Mileage/Fuel Entry); when Geotab is connected, mileage entries are created automatically.

The Preventative tab is where a standard preventative maintenance check (PMCS) is completed for the vehicle, verifying the checklist configured in Company Preferences.

The Maintenance tab logs completed maintenance services and, per vehicle, configures which maintenance types are tracked.

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

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.

TRUE supports bulk importing vehicle records using CSV files. Excel files (.xlsx) are not directly supported - you must use the CSV template provided by the system.

1. Navigate to the Vehicles module from the Equipment menu
2. Click the Gear icon (⚙️)
3. Select CSV Template to download the required format
4. Open the template and add your vehicle data, ensuring column headers remain unchanged
5. Include Vehicle Name, VIN, License Plate, Year, Make, Model, and Mileage
6. Save your file as CSV format (not Excel .xlsx)
7. Return to the Vehicles module
8. Click the Gear icon (⚙️) and select Import
9. Upload your completed CSV file and review the import results

To assign a vehicle to personnel:

1. Open the vehicle record from the Vehicles list.
2. Switch to the Assignments tab.
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.

Selecting Preventative Check opens the check for whichever problem the vehicle currently needs addressed (e.g., a due PMCS). To complete it without opening the full record:

1. In the Vehicles list view, locate the vehicle.
2. Click the ≡ icon on the vehicle row.
3. Select Preventative Check.
4. Enter the current Odometer reading and any Notes.
5. Verify each item on the Checklist and check Confirm Checklist.
6. Click Submit.

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. Most other users — for example, staff who are personally assigned to a vehicle — are intentionally limited to submitting updates from the list view rather than opening the full record.

Without this permission, users can:

• View the vehicle list and filter to their assigned vehicles with My Vehicles
• Use the ≡ row menu to submit updates for a vehicle — Assign/Unassign, Mileage/Fuel Entry, Preventative Check, New Maintenance, New Expense, New Checklist, and Print Label

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

Each vehicle has its own list of tracked maintenance types (e.g., Oil Change, Transmission Flush), configured from that vehicle's record:

1. Open the vehicle record and switch to the Maintenance tab.
2. Click the Gear icon and select Setup.
3. Click the + icon to add a new maintenance type.
4. Enter the Maintenance Type name (e.g., Oil Change, Transmission Flush).
5. Enter the Odo/Hrs Interval and/or Days Interval — how often this service is due, by mileage/hours and/or by time.
6. The vehicle's Odo/Hrs Remaining and Days Remaining will calculate automatically and count down as the vehicle is used.

To record that a maintenance service has been completed:

1. Open the vehicle record and go to the Maintenance tab (or use the list view's ≡ row menu → New Maintenance).
2. Enter the service Date and current Odometer reading.
3. Add a Description of the service performed.
4. Check the box next to each maintenance type in Specific Maintenance Checks that this service covers.
5. Click Submit — the type's Odo/Hrs Remaining and Days Remaining will recalculate.

Vehicle expenses can be tracked in two ways:

From the Vehicle Record:

1. Open the vehicle record and switch to the Expense tab.
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 Expense tab.

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 automatic mileage updates via Geotab:

Step 1: Configure Geotab Credentials

1. Navigate to Settings (Gear icon) → Company Preferences → Integrations section
2. Locate the Geotab integration
3. Enter your Geotab credentials and save.

Step 2: Link Devices to Vehicles

1. Navigate to a vehicle record.
2. Click the Details tab.
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 and switch to the Mileage/Fuel tab (or use the list view's ≡ row menu → Mileage/Fuel Entry).
2. 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. In the Vehicles list view, click the ≡ icon on the vehicle row (or open the vehicle record).
2. Select New Checklist.
3. Enter the current Odometer reading and any Notes.
4. Review the Checklist items.
5. Check Confirm Checklist to verify the items were conducted.
6. Click Submit 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 and switch to the Details tab.
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 link above the list.

To reassign a vehicle to a different employee:

1. Open the vehicle record and switch to the Assignments tab (or use the list view's ≡ row menu → Assign/Unassign).
2. Click the Assigned To field.
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.

Configured in Settings → Users / Access.

These settings in Settings (Gear icon) → Company Preferences → Vehicles change how the Vehicles module behaves. If a button or field described in this article is missing or behaves differently, check the matching preference below.