Managing vehicles

What this guide covers

Creating, editing and deleting vehicles, setting their status and visibility, linking the GPS device, and managing each vehicle's photos and attachments. 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. Required.
• 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, At workshop / off road, or Inactive. You will rarely set this yourself: a vehicle with a service visit open takes its status from that visit, and trying to change it here is refused. Book the vehicle in under Fleet → Service Visits instead — see Booking a vehicle in for service. The field stays editable for a vehicle with no open visit, for example when correcting an old record or retiring a vehicle.
• Visibility — Public — visible to the fleet or Private — hidden; access-listed only (see Private vehicles and access control).
• Notes — free text.

Save to create or update the record.

Retiring a vehicle: set it Inactive

There is no separate "retire" action. When a vehicle leaves the fleet, set its Status to Inactive. It keeps its custody history, trips, service visits and attachments, its keys cannot be taken, and it stays out of the way.

Deleting a vehicle

Deleting is for records that should never have existed — a test entry or a duplicate import.

• A vehicle with any service visit on record — open, completed or cancelled — cannot be deleted. Visits are history and are never removed with the vehicle. The refusal message names the visit and tells you to set the vehicle Inactive instead.
• A vehicle with driver events against it also cannot be deleted until those are cleared.
• Otherwise the delete goes through and cascades: photos, attachments, key custody records, trips and their points, and the cached positions are all removed with it. Nothing is kept.

Photos

On the vehicle detail page you can:

• upload one or more photos with Add photo,
• set one as the primary image (used on the card and map popups), and
• delete a photo.

Uploading the same picture twice stores the file bytes only once, but it still appears twice in the gallery. Delete the extra copy if that happens.

Attachments

Supporting documents live in the Attachments panel on the detail page, next to the Details panel. From this screen you can upload a file with Add attachment and delete an attachment. Existing attachments backed by an external link or an EDMS document are listed too, with Open link or an EDMS reference in the Open column, but they cannot be created from this screen.

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.

Service visits

When a vehicle goes to a workshop, record it as a service visit rather than by editing its status. A visit keeps why it went, which workshop has it, who handed the keys over, when you expect it back, and the odometer at each end — and it moves the keys to the workshop so nobody goes looking for a driver who no longer has them. See Booking a vehicle in for service.