Creating & Editing a Vehicle

Creating & Editing a Vehicle

This guide walks through every field on the vehicle creation form. To begin, navigate to Vehicles and click Create Vehicle. Editing an existing vehicle uses the same form — open the vehicle detail page and click Edit.

Basic Information

• Registration Number — the vehicle's number plate. This must be unique within your organisation and cannot be duplicated.
• Name / Description — a friendly label such as "Main Delivery Van" or "Site Truck 2".
• Vehicle Type — select from the dropdown: truck, van, trailer, car, sprinter, box truck, flatbed, or personal.
• Fuel Type — choose gasoline, diesel, electric, hybrid, or CNG. This determines fuel efficiency calculations and reporting units.

Capacity

Field	Unit	Description
Weight Capacity	Kilograms (kg)	Maximum payload the vehicle can carry
Volume Capacity	Cubic metres (m³)	Total cargo volume available
Seats / Passengers	Count	Number of passenger seats, used for crew transport trips

Purchase Details

• Purchase Date — the date the vehicle was acquired
• Purchase Price — the amount paid for the vehicle
• Currency — the currency of the purchase price (defaults to your organisation's base currency)

Compliance Section

Entering compliance dates enables the system to generate automatic alerts before each expiry. All dates are optional but strongly recommended.

• MOT Expiry Date — alerts trigger 30 days before this date
• Insurance Expiry — alerts trigger 30 days before this date
• Road Tax Expiry — alerts trigger 30 days before this date
• Registration Expiry — alerts trigger 30 days before this date

Display Options

• Show in Planner — toggle whether this vehicle appears in the transport planner and scheduling views. Turn off for vehicles that should not be assigned to trips.
• Calendar Colour — pick a colour for this vehicle on timeline and calendar views. Helps visually distinguish vehicles at a glance.

Mileage Rate

Each vehicle can have its own per-mile reimbursement rate. If left blank, the system uses the default rate from your fleet settings (initially £0.45 per mile). This rate is applied when calculating mileage costs on trips.

Annual Mileage Limit

Set an optional annual mileage limit for the vehicle. When total recorded mileage for the current year approaches this threshold, the system displays a warning on the vehicle detail page and the fleet dashboard. This is particularly useful for leased or hired vehicles with contractual mileage caps.

Tags and Folder Organisation

Assign tags to vehicles for flexible grouping — for example, "London Fleet", "Event Vehicles", or "Long Haul". Tags can be used as filters on the vehicle index page. You may also organise vehicles into folders for a hierarchical structure that mirrors your organisational departments or depots.

Vehicle Templates

Rather than entering every specification manually, select a vehicle template at the top of the creation form. Templates are available for popular commercial models such as Ford Transit, Mercedes Sprinter, Iveco Daily, and more. Choosing a template pre-fills the vehicle type, fuel type, weight capacity, volume capacity, and seat count. All pre-filled values can be adjusted before saving.

Creating Hire Vehicles

If the vehicle is hired from an external supplier rather than owned, use the dedicated hire vehicle flow instead. Navigate to Vehicles → Hire Vehicles and click Create Hire Vehicle. This opens a separate form that includes supplier details, agreement number, and hire-specific fields. See the Hire Vehicles & Agreements article for full details.

Saving and Next Steps

Click Save to create the vehicle. The system assigns the next auto-increment ID (e.g. VEH-012) and redirects you to the vehicle detail page. From there, you can upload documents, schedule the first inspection, or assign the vehicle to a trip.