Fleet Overview

Fleet → Fleet Overview (/operations/fleet/overview). This is the vehicle register. Use it to find a vehicle, add and edit vehicles, and archive the ones you no longer run. Click a vehicle’s name to open its vehicle page.

The cards across the top

• Total vehicles, Active vehicles and In maintenance count the register by vehicle status. Archived vehicles are not counted.
• On a dispatch unit counts the vehicles a live dispatch unit is holding right now, as its truck or as a coupled trailer.
• Rego expired and Rego due in 30 days count registrations by their expiry date.

A line under the cards says how many vehicles have no registration expiry recorded, and how many archived vehicles are hidden.

Fleet Status table

Each row shows the ID, the vehicle (make, model and rego, linked to its vehicle page), type, licence plate, Vehicle status, Dispatch and an Edit button.

• Vehicle status is what the vehicle is: Active, Maintenance, Inactive or Archived. Some older vehicles show Status: Unassigned. That is a status value from before the vehicle form existed. It does not mean the vehicle is free. The Dispatch column tells you that.
• Dispatch is what the vehicle is doing. It shows On unit … when a live dispatch unit holds the vehicle, followed by the manifest that unit is out on, if there is one. A vehicle that no live unit holds shows —. This is the same answer the Build Unit picker gives, so the picker will not offer a vehicle shown on a unit here.
• Rego expiry is red once the registration has expired and amber within 30 days of expiry.

There is no driver column. A driver is attached to a dispatch unit for a period of time, not to a vehicle. To free a vehicle that is shown on a unit, take it off that unit on the Dispatch Board.

Finding vehicles

• Search matches the rego, fleet number, e-tag, VIN, engine number, make and model.
• Type narrows the table to one vehicle type. Purchased from and Purchased to narrow it by purchase date. A vehicle with no purchase date recorded drops out while either date is set.
• Show archived brings archived vehicles back into the table.
• Filter narrows the table by vehicle status (All Vehicles, Active Vehicles, In Maintenance, Inactive) or by dispatch (On a dispatch unit, Not on a dispatch unit). Group by Type puts the rows under a heading for each type, with a count. Click it again to ungroup.
• Columns shows or hides the Type, License Plate, Fleet no, Rego expiry, VIN, Engine no, E-tag and Dispatch columns. Your browser remembers the choice. Fleet no, VIN, Engine no and E-tag start out hidden.

If no vehicle matches, the table says so instead of going blank.

Export CSV and Refresh Data

Export CSV downloads the vehicles that match your current search and filters. The file opens in Excel. Refresh Data reloads the page.

Adding and editing a vehicle

Add Vehicle (top right) opens the vehicle form in a drawer on the right. Edit on a row opens the same form with the vehicle’s details filled in. The Edit button on a vehicle page opens it too, and takes you back to that page after you save. Only Operations and Admin accounts can add and edit vehicles.

All the tabs in the form are saved together when you click Save Vehicle.

Tab	Fields
General	Registration, Vehicle Type and Status (all required), make, model, year
Technical	Pallet spaces, payload, GVM, tare, GCM, length, width, height, Service interval (km)
Financial	Ownership (owned, rented, leased, on loan), purchase date and price, market value, finance provider, finance end date
Identifiers	VIN, fleet no, engine no, e-tag, registration expiry, DG licence number and expiry, notes

• Registrations are saved in capitals with the spaces removed. The fleet, engine and e-tag numbers are also saved in capitals.
• Status: you can pick only Active vehicles when you build a unit on the Dispatch Board. Maintenance and Inactive vehicles stay on the register but are kept out of Dispatch.
• Pallet spaces and Payload (kg) are the capacity a dispatch unit built on this vehicle gets. Leave payload blank to use GVM − tare. A vehicle with neither still dispatches, but the board can’t tell whether a load fits.
• Service interval (km) overrides the vehicle type’s interval for this vehicle only. Leave it blank to use the type’s interval from Fleet Types & Capacities.
• Registration expiry and DG licence follow their records. If the vehicle has registration records or a DG licence certificate in Fleet Assets, these fields come from those records and the form tells you so. To renew them, renew the record in Fleet Assets. Changing the date in this form does not change it.
• If something in the form is wrong, the form tells you which field and keeps what you typed.

A registration already on another vehicle. Some trailers in a set share one registration, so this is allowed. Before saving, the form warns you and lists the vehicles that already have that registration. Choose Save anyway only if they really do share it.

Archiving a vehicle

There is no delete, because dispatch units, fuel records and maintenance records point at vehicles. To take a vehicle you have sold, written off or returned off the register, archive it instead.

1. Click Edit on the vehicle.
2. Under Archive this vehicle, enter a Reason, for example Sold to ABC Haulage. The reason is required.
3. Click Archive vehicle and confirm.

An archived vehicle is hidden from Fleet Overview and from Dispatch, and its status becomes Decommissioned. Its fuel, workshop and dispatch history stay. You can still correct its details, but you can’t change its status. Tick Show archived to see archived vehicles. The reason appears when you hover over the Archived badge and on the vehicle page.

Unarchive is available to Admin accounts only. It brings the vehicle back as Inactive. Set it to Active once it is ready for dispatch.

Vehicle Type Distribution and Fleet Capacity

Vehicle Type Distribution shows how many vehicles of each type you have, as a share of the fleet. Archived vehicles are not included.

Total Weight Capacity adds up the recorded payloads of active vehicles. Total Pallet Capacity adds up their recorded pallet spaces. A vehicle with nothing recorded adds nothing, so treat these totals as a minimum. Fleet Types & Capacities fills the gaps from each vehicle’s type, so its totals can be higher.

Service due soon

This card lists up to eight vehicles that are Overdue or Due soon for a service, most urgent first. For each one it shows the last service, how far it has left (or how far over it is), and the date it is due by. All maintenance → opens Maintenance, which has the full list.

A vehicle appears here only once it has a service interval and a service on record.

The Fleet Types & Capacities button

Opens Fleet Types & Capacities, where each vehicle type’s service interval is set.