Vehicle List & Management

Vehicle List & Management

The Vehicles page is the central register for every vehicle in your fleet — both owned and hired. It provides a searchable, sortable data table with quick access to each vehicle's full detail page.

Vehicle Index Page

The index page displays all vehicles in a data table with the following columns:

Column	Description
Registration	The vehicle's registration plate number
Name / Description	Friendly name or description assigned to the vehicle
Type	Displayed as a chip (e.g. Van, Truck, Sprinter)
Status	Colour-coded chip — green for active, amber for maintenance, grey for inactive, red for retired
Capacity	Weight (kg) and volume (m³)
Fuel Type	Gasoline, diesel, electric, hybrid, or CNG
Next MOT	Date of next MOT test, highlighted if within 30 days
Insurance Expiry	Date of insurance renewal, highlighted if within 30 days

Filtering and Sorting

• Search — free-text search across registration, name, and description
• Type dropdown — filter by vehicle type (truck, van, trailer, car, sprinter, box truck, flatbed, personal)
• Status dropdown — filter by active, maintenance, inactive, or retired
• Fuel type — filter by fuel type
• Sort — click any column header to sort ascending or descending

Creating a New Vehicle

Click the Create Vehicle button at the top of the index page to open the vehicle creation form. See the Creating & Editing a Vehicle article for step-by-step guidance.

Vehicle Detail Page

Click any row in the vehicle table to open its detail page. The header displays:

• Registration number and friendly name
• Vehicle type chip
• Status chip (colour-coded)
• Weight and volume capacity
• Overall compliance status indicator (green if all dates valid, red if any expired)

Detail Page Tabs

The vehicle detail page is organised into the following tabs:

1. Overview — full specifications, compliance expiry dates, purchase information, mileage rate, and annual mileage limit
2. Trips — list of all trips linked to this vehicle, with status and date filters
3. Inspections — history of pre-trip and scheduled inspections with pass/fail results
4. Defects — all reported defects for this vehicle, severity, and resolution status
5. Maintenance — scheduled and completed maintenance records
6. Fuel Logs — individual fuel entries with litres, cost, odometer readings, and calculated efficiency
7. Documents — uploaded files such as insurance certificates, MOT records, registration documents, and service receipts

Vehicle Actions

From the detail page, you can perform the following actions:

• Edit — update any vehicle field including specifications, compliance dates, and display options
• Change Status — move the vehicle between active, maintenance, inactive, and retired
• Schedule Maintenance — create a new maintenance record with date, type, and description
• Report Defect — log a new defect with severity, description, and optional photographs

Vehicle Templates

To speed up fleet onboarding, NexusRMS provides pre-configured vehicle templates for popular commercial vehicles. When creating a new vehicle, select a template (e.g. Ford Transit, Mercedes Sprinter, Iveco Daily) and the system will automatically populate specifications such as weight capacity, volume, fuel type, and vehicle type. You can then adjust any values before saving.