Vehicle Models
Define and manage vehicle model specifications including brand, model name, fuel type, and capacity.
The Vehicle Models sub-module lets you define standardized vehicle model templates that can be reused when registering new vehicles. Instead of manually entering the brand, model, and specifications every time you add a vehicle, you can select a pre-defined model and have those details populated automatically.
Navigation: Fleet > Vehicle Models
Purpose
In a fleet of dozens or hundreds of vehicles, many will share the same brand and model. Defining vehicle models once and reusing them provides several benefits:
- Consistency -- Every Toyota Camry in your fleet will have the same specifications recorded, eliminating data entry errors
- Speed -- Adding a new vehicle takes seconds when you can select from a pre-defined model
- Reporting -- You can analyze fleet composition, maintenance patterns, and costs by model type
- Standardization -- Ensures all teams use the same naming conventions for brands and models
What You Will See
The Vehicle Models page displays a list of all defined vehicle models in your organization.
Table Columns
| Column | Description |
|---|---|
| Brand | The vehicle manufacturer (e.g., Toyota, Hyundai, Nissan, Tesla) |
| Model | The specific model name (e.g., Camry, Tucson, Sunny, Model 3) |
| Year | The manufacturing year or year range this definition applies to |
| Fuel Type | Petrol, Diesel, Electric, or Hybrid |
| Vehicle Type | Classification such as sedan, SUV, van, truck, bus, or motorcycle |
| Seating Capacity | Default number of passenger seats |
| Vehicles Count | How many registered vehicles in your fleet use this model |
You can use the search bar to find models by brand or model name.
Creating a Vehicle Model
To define a new vehicle model:
- Click the "Add Vehicle Model" button in the top-right corner.
- Fill in the model specification fields.
Fields Reference
| Field | Required | Description |
|---|---|---|
| Brand | Yes | The manufacturer name. Select from existing brands or type a new one |
| Model | Yes | The model name. Must be unique within the same brand and year |
| Year | Yes | The manufacturing year this model definition applies to |
| Fuel Type | No | Petrol, Diesel, Electric, or Hybrid. Defaults to Petrol if not set |
| Vehicle Type | No | Sedan, SUV, Van, Truck, Bus, Motorcycle, or Other |
| Seating Capacity | No | Number of passenger seats |
| Engine Size | No | Engine displacement (e.g., 2.0L, 3.5L) -- not applicable for electric vehicles |
| Transmission | No | Automatic or Manual |
| Gross Vehicle Weight | No | The total weight of the vehicle when fully loaded (in kg) |
| Cargo Capacity | No | Maximum cargo weight the vehicle can carry (in kg) |
| Notes | No | Additional notes about this model |
You can create multiple definitions for the same brand and model if they span different years. For example, you might have a "Toyota Camry 2022" and a "Toyota Camry 2024" with different specifications.
- Click "Save" to create the model definition.
Editing a Vehicle Model
Click on any model row to open its detail view, then click "Edit" to modify the specifications.
Editing a vehicle model updates the template only. Vehicles that were previously created using this model will not be automatically updated. If you need to update specifications on existing vehicles, you must edit each vehicle record individually.
Deleting a Vehicle Model
You can delete a vehicle model only if no vehicles in the fleet are currently using it. If vehicles are linked to the model, you must first reassign them to a different model or remove the model association.
| Scenario | Can Delete? |
|---|---|
| No vehicles linked to this model | Yes |
| One or more vehicles linked to this model | No -- reassign vehicles first |
How Vehicle Models Are Used
When you add a new vehicle, the registration form includes a Vehicle Model dropdown. Selecting a model from this dropdown will auto-fill:
- Brand
- Model name
- Year
- Fuel type
- Vehicle type
- Seating capacity
You can still override any of these values on the individual vehicle record if needed. The model serves as a convenient starting point, not a rigid constraint.
Best Practices
- Create models before adding vehicles -- Setting up your model library first makes the vehicle registration process much faster.
- Use consistent naming -- Stick to official manufacturer names (e.g., "Toyota" not "TOYOTA" or "toyota") for clean reporting.
- Include year in your models -- Specification differences between model years (engine size, capacity, fuel options) are common and worth tracking separately.
- Review the Vehicles Count column -- This helps you understand your fleet composition at a glance and identify which models dominate your fleet.