To start using the Fleet Management System, add vehicles to enable accurate tracking and management of your fleet and drivers. Once you have purchased your first tracker, the dashboard will display an Add vehicle button to help you get started. If you have already added vehicles to the system, you can add more from the vehicle list.
🚗 Add Vehicle by Plan
🚗 Add Vehicle by Plan
Step | Simple Tracking | Manage my Fleet |
Step 1: Basic details | Yes | Yes |
Step 2: Extended details | Yes | Yes |
Step 3: Driver | Yes | Yes |
Step 4: Tracker | Yes | Yes |
Step 5: Vehicle Check | No | Yes |
Step 6: Reminders | No | Yes |
Step 7: Maintenance | No | Yes |
🔍 How to view the Vehicle list
➡️ Go to your Navbar → Click Fleet management to open the dashboard → Locate the Vehicle list widget → Click View vehicles
Add a new vehicle
You don’t need to complete all details right away. If a field isn’t marked as required (*), you can save the vehicle and edit it later to add any missing information.
➡️ Add new vehicle
Step 1: Basic details
Registration: Enter the vehicle registration number.
Use the Get details button to check the entered registration against the DVLA database to auto-fill some vehicle details.
The Make field will auto-fill in Step 1, and fuel type, year of manufacture, vehicle colour, and CO2 emission will auto-fill in Step 2.
VIN number: Enter the vehicle's VIN (chassis number).
Vehicle known as: Assign a nickname for the vehicle.
Type: Select the vehicle type from the pre-configured drop-down menu in settings.
Make: Select a vehicle make from the pre-configured drop-down menu in settings.
If you haven't added the make yet, click Add new make to create a new record.
Model: Select a vehicle model from the pre-configured drop-down menu in settings.
If you haven't added the model yet, click Add new model to create a new record.
If using the Get details button to pull the vehicle details, the model record will be created if it does not already exist.
Step 2: Extended details
Fuel type: Select the fuel type from the preset list of fuels.
Year of manufacture: Enter the year the vehicle was manufactured.
Vehicle measurements: Enter the width/length/height/ground clearance/towing capacity.
Vehicle colour: Enter the colour of the vehicle.
CO2 emission: Enter the carbon emissions per kilometre.
All extended details are optional, and some details can be auto-filled from the DVLA database.
Step 3: Driver
Status: Select a status from the drop-down.
Driver: Choose from the dropdown to assign the user.
If the driver is already assigned to another vehicle, a pop-up will appear asking for the mileage of the previous vehicle. Once entered, the driver will be automatically unassigned from their current vehicle and reassigned to the new one.
Mileage: Enter the current mileage if this varies from the odometer.
Step 4: Tracker
Tracker: Select the tracker assigned to the driver assigned.
Step 5: Vehicle Check
Vehicle check template: Choose the template required for vehicle checks.
This is configured in the vehicle check template settings.
Step 6: Reminders
Reminders: Set the date for the reminders configured in settings.
If the reminder was configured as required, a date must be added.
All reminders configured in the Vehicle reminders setting will be displayed and cannot be added or removed for individual vehicles.
Step 7: Maintenance
Maintenance templates: Tasks added will autofill the fields based on the configured reminder templates.
Task name: Add the maintenance template by beginning to type, the list will display results from your maintenance templates.
Make adjustments: Make any required adjustments to the Priority and Next maintenance date if required for this vehicle.
Next mileage due: This field cannot be edited, this is calculated based on the Mileage entered in step 3 and the interval configured in the template.
Click Save to finalise your vehicle details.
The settings will auto-save every few minutes as you go through the steps so you don't lose your progress.
Manage driver assignments
Once a vehicle is added to your system, you can assign or remove drivers as needed. This allows you to keep driver records accurate and up to date, and ensures vehicle usage and mileage history are correctly logged against the right user. All changes are automatically logged in the vehicle timeline. This ensures accurate driver history and reporting across your fleet.
Remove a driver
If a vehicle has an assigned driver and you need to remove them:
Go to the Fleet management dashboard
Locate the Vehicle list widget
Click View vehicles to open the full vehicle list
Click View in the Actions column for the relevant vehicle
Locate the Current driver section on the left-hand side
Click Remove driver
The driver will be unassigned, and the status will update in the timeline automatically
Assign a driver to an existing vehicle
If a vehicle does not currently have a driver, a driver must first be removed before a new one can be assigned:
Go to the Fleet management dashboard
Locate the Vehicle list widget
Click View vehicles to open the full vehicle list
Click View in the Actions column for the relevant vehicle
Locate the Current driver section on the left-hand side
Click Assign driver
You'll be taken to the wizard above at Step 3: Driver, continue through the steps
Click Save
The driver will now appear in the vehicle profile and timeline with a timestamp of the assignment.