What this guide covers
The single-vehicle detail page — its photo gallery, attachments, the history of who held its keys, its recorded trips, and its service history.
Where to find it
On Fleet → Vehicles, open a vehicle card to reach its detail page.
Layout
The top of the page is split in two. On the left is the photo gallery. On the right is an info column with two panels: Details (registration, fleet name, make/model, year, GPS device, status, who holds the keys, last position, and the usage policy document if one is set) and Attachments. Below them, full width, come the Service, Key custody history and Trips panels.
Photos
The gallery shows the vehicle's photos, with one marked as the primary image (the one used on the card). Administrators can upload more photos with Add photo, change which is primary, and delete photos — see Managing vehicles.
Attachments
Supporting documents — registration papers, insurance, service records and similar — are listed in the Attachments panel beside the photos, with a Title, Kind and Open column. An attachment can be backed by:
- an uploaded file — Download in the Open column,
- an external link — Open link, or
- a controlled EDMS document — shown as an EDMS reference.
Administrators can upload a file with Add attachment and delete attachments from this panel.
Key custody history
The Key custody history panel lists every time the vehicle's keys were taken and returned, with three columns:
- Held by — a person, or "At a workshop" with a link to the service visit, for a period when a workshop had the keys.
- Taken — when the keys were taken.
- Returned — when they came back, or "— still out —" for the open record.
This is the audit trail that links each person to the period they were responsible for the vehicle. The usage-policy signature itself is kept in the EDMS, not on this table.
Trips
The Trips panel shows journeys derived automatically from the GPS feed. Each row shows:
- Start and End times,
- Distance in km,
- Driver — whoever held the keys when the trip started,
- Status, and
- Map — a marker icon that plots the trip on a map, shown when a start position was recorded.
A trip with no driver means the vehicle moved while nobody had taken its keys in the app — a signal worth following up. Duration and maximum speed are not on this page; the fleet report covers distance and utilisation.
Privacy
For a private vehicle, the detail page (including trips and custody history) is only available to users on its access list, and to a driver while they hold an active grant for it. Once the grant is spent or revoked the page is no longer available to them. See Private vehicles and access control.
Service
The Service panel lists every service visit this vehicle has had — the visit number, what it was for, which workshop had it, the dates it was away and how many days off the road that was. If a visit is open, it is called out above the list with the workshop and the date you expect the vehicle back.
This is the vehicle's off-road history: how often it goes in, where it goes, and how long it stays. See Booking a vehicle in for service.