Vehicles
Register, view, edit, and manage all vehicles in your fleet including outsourced vehicles and rental contracts.
The Vehicles sub-module is the central registry for every vehicle in your fleet. Here you can add new vehicles, view detailed information about each one, update vehicle records, manage outsourced (rented) vehicles, and track vehicle contracts. Every other part of the Fleet module -- maintenance, inspections, incidents, charging -- references vehicles registered here.
Navigation: Fleet > Vehicles
Purpose
A well-maintained vehicle registry is the foundation of fleet management. The Vehicles sub-module allows you to:
- Maintain a complete inventory of all company-owned and outsourced vehicles
- Track essential vehicle details such as plate number, VIN/chassis number, brand, model, and year
- Monitor each vehicle's current status (active, inactive, in maintenance, etc.)
- Assign drivers to vehicles and track assignment history
- Manage outsourced vehicle contracts with start/end dates and terms
- Attach important documents such as registration cards, insurance certificates, and contract agreements
What You Will See
The main Vehicles page displays a searchable, filterable table of all registered vehicles.
Table Columns
| Column | Description |
|---|---|
| Vehicle | Brand, model, and year of the vehicle |
| Plate Number | The vehicle's license plate number |
| VIN / Chassis | Vehicle Identification Number or chassis number |
| Type | Vehicle type classification (sedan, SUV, van, truck, etc.) |
| Fuel Type | Petrol, Diesel, Electric, or Hybrid |
| Status | Current operational status of the vehicle |
| Assigned Driver | The driver currently assigned to this vehicle |
| Ownership | Whether the vehicle is company-owned or outsourced |
Vehicle Statuses
| Status | Description |
|---|---|
| Active | Vehicle is operational and available for dispatch or assignment |
| Inactive | Vehicle is temporarily out of service (not available for dispatch) |
| In Maintenance | Vehicle is currently undergoing scheduled or unscheduled maintenance |
| Decommissioned | Vehicle has been permanently removed from the fleet |
You can filter the table by status using the status tabs at the top, and use the search bar to find vehicles by plate number, brand, or model.
Adding a New Vehicle
To register a new vehicle in the fleet:
- Click the "Add Vehicle" button in the top-right corner of the Vehicles page.
- Fill in the required vehicle information.
Required Fields
| Field | Description |
|---|---|
| Brand | The vehicle manufacturer (e.g., Toyota, Hyundai, Tesla) |
| Model | The specific model name (e.g., Camry, Tucson, Model 3) |
| Year | The manufacturing year |
| Plate Number | The license plate number -- must be unique across the fleet |
| VIN / Chassis Number | The Vehicle Identification Number -- must be unique |
Optional Fields
| Field | Description |
|---|---|
| Vehicle Model | Select from a pre-defined vehicle model (links to the Vehicle Models sub-module) |
| Color | The vehicle's exterior color |
| Fuel Type | Petrol, Diesel, Electric, or Hybrid |
| Seating Capacity | Number of passenger seats |
| Registration Expiry | When the vehicle registration expires |
| Insurance Expiry | When the vehicle insurance policy expires |
| Notes | Free-text notes about the vehicle |
| Documents | Upload registration card, insurance certificate, or other documents |
If you have already defined Vehicle Models in the system, selecting a model will automatically populate the brand, model, and default specifications. This saves time when adding multiple vehicles of the same model. See Vehicle Models for setup instructions.
- Click "Save" to register the vehicle. It will appear in the Vehicles list with an Active status by default.
Viewing Vehicle Details
Click on any vehicle row in the table to open its detail page. The detail page is organized into sections:
| Section | What It Shows |
|---|---|
| Vehicle Information | All basic details -- brand, model, year, plate number, VIN, color, fuel type |
| Assignment | Current and historical driver assignments |
| Documents | Uploaded registration, insurance, and other documents |
| Maintenance History | Past and upcoming maintenance records linked to this vehicle |
| Inspection History | Completed and scheduled inspections |
| Incident History | Any incidents reported for this vehicle |
| Contract Details | For outsourced vehicles, the rental contract terms and dates |
Editing a Vehicle
From the vehicle detail page, click the "Edit" button to update any vehicle information. All fields that were available during creation can be modified, except for the plate number and VIN (these require administrator action to change, since they serve as unique identifiers).
Changing a vehicle's status to Decommissioned is a permanent action. Decommissioned vehicles cannot be reactivated. Make sure the vehicle has been removed from all active assignments and maintenance schedules before decommissioning.
Outsourced Vehicles
TransportechAI supports managing vehicles that your company does not own but rents or leases from external providers. These are called outsourced vehicles.
How Outsourced Vehicles Differ
| Aspect | Company-Owned | Outsourced |
|---|---|---|
| Ownership | Owned by your company | Rented or leased from a third party |
| Contract | No rental contract needed | Requires a rental/lease contract with start and end dates |
| Cost Tracking | Purchase cost, depreciation | Rental fees, contract terms |
| Return Date | N/A | Contract end date or early return date |
Adding an Outsourced Vehicle
When adding a new vehicle, set the Ownership field to Outsourced. This reveals additional contract fields:
| Field | Description |
|---|---|
| Vendor / Provider | The company or individual renting the vehicle to you |
| Contract Start Date | When the rental/lease contract begins |
| Contract End Date | When the rental/lease contract expires |
| Monthly Rate | The recurring rental fee |
| Contract Document | Upload the signed rental or lease agreement |
Outsourced vehicles appear in all Fleet views alongside company-owned vehicles. They are distinguished by an "Outsourced" badge so your team can quickly identify them. All maintenance, inspection, and incident tracking features work the same way for both ownership types.
Managing Contracts
You can view and update contract details from the vehicle's detail page under the Contract Details section. The system tracks:
- Contract start and end dates
- Remaining days until contract expiration
- Monthly rental costs
- Contract renewal history
Bulk Actions
From the main Vehicles list, you can select multiple vehicles to perform bulk actions:
- Change Status -- Set multiple vehicles to Active, Inactive, or In Maintenance at once
- Export -- Download a CSV or Excel file of selected vehicle records
Tips for Fleet Managers
- Keep registration and insurance expiry dates updated -- The system can alert you when documents are about to expire.
- Use Vehicle Models -- Pre-defining vehicle models saves time and ensures consistency when adding new vehicles of the same type.
- Review outsourced contracts regularly -- Check the Contract Details section to avoid unexpected contract expirations.
- Attach all relevant documents -- Having registration cards, insurance certificates, and contracts stored digitally ensures your team always has access to them.