Managing vehicles
What this guide covers
Creating, editing and retiring vehicles, setting their status and visibility, linking the GPS device, and managing each vehicle's photos and documents. These are administrator tasks (FLEET_ADMIN).
Where to find it
Open Fleet → Vehicles and use the add/edit controls, or open a vehicle's detail page to manage its media.
Creating or editing a vehicle
Open the vehicle dialog and fill in:
- Registration — the number plate.
- Fleet name / nickname — an optional company name for the vehicle (e.g.
VEH003). When set it becomes the vehicle's primary label on cards, the detail page and lists, with the registration shown underneath; leave it blank to show the registration as the title. - Make / model / year.
- GPS device id — for Cartrack this is the vehicle's registration as it appears in Cartrack. This is the key that links incoming GPS fixes to this vehicle, so it must match exactly.
- Status — Active, In-service, or Inactive.
- Visibility — Public or Private (see Private vehicles and access control).
Save to create or update the record.
Tip: rather than typing each vehicle by hand, administrators can import the whole fleet from Cartrack in one step — see GPS integration setup (Cartrack).
Retiring vs deleting
- A vehicle that has history (custody, trips, positions, events) is retired rather than hard-deleted, so its audit trail is preserved.
- A vehicle with no history can be deleted outright. Deleting cascades to its related records.
Photos
On the vehicle detail page you can:
- upload one or more photos,
- set one as the primary image (used on the card and map popups), and
- remove a photo.
Duplicate images are detected automatically, so re-uploading the same file will not create copies.
Documents and attachments
Attach supporting documents to a vehicle as an uploaded file, an external link, or a reference to an EDMS document (e.g. a controlled service record). These appear in the Documents section of the detail page.
Visibility (public / private)
Switching a vehicle to Private immediately hides it — including its location — from everyone who is not on its access list, including you unless you add yourself. Manage the access list from Fleet → Private Vehicles. See Private vehicles and access control before flipping a live vehicle to private.