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Vehicles

Add vehicles to your account, track their make / model / VIN / license plate, assign them to drivers, and link expirations like registrations and inspections.

 

Before You Begin

What you can do on the Vehicles page

The Vehicles list shows every vehicle in your account with built-in columns for:

  • Picture — an avatar or photo of the vehicle.
  • Name — the vehicle's nickname or identifier.
  • Expiration Items — quick-look chips showing each related expiration's status.
  • Type — vehicle type (Sedan, Truck, etc.) from your Vehicle Types list.
  • VIN — Vehicle Identification Number.
  • Current Assignee — the contact this vehicle is currently assigned to.
  • Make, Model, License Plate, Color, Year — standard registration fields.
  • Locations — locations this vehicle is linked to.
  • Owner — the user who owns this vehicle record.
  • Tags — any tags applied.

Step-by-Step Instructions

Step 1: Open the Vehicles list

From the left sidebar, click Vehicles.

Step 2: Filter and search

  • Use the Filter panel above the grid to narrow by location, type, owner, or any custom field.
  • Use the grid's Search box to find a vehicle by name.
  • Click a column header to sort.

Step 3: Add a new vehicle

  1. Click the green Add Vehicle button in the upper right.
  2. A sidebar opens on the right.
  3. Fill in the basic fields: Name, Make, Model, Year, VIN, License Plate, Color, Type.
  4. Optionally assign a Location and an Owner.
  5. Save.

The vehicle appears in the list immediately.

Step 4: Open a vehicle to edit it

Click the vehicle's name in the list to open its detail page. From there you can:

  • Edit any field inline by clicking the value and typing a new one.
  • Switch to the Expirations tab to add or renew expiration items (for example, Registration, Annual Inspection, Insurance).
  • Switch to the Documents tab to attach photos, registration scans, or maintenance records.
  • Switch to the Assignments tab to assign the vehicle to a driver, set assignment start/end dates, and review history.

Step 5: Assign or reassign a driver

  1. Open the vehicle.
  2. Switch to the Assignments tab.
  3. Click Add Assignment.
  4. Pick the contact (driver), the start date, and (optionally) the end date.
  5. Save.

The vehicle's Current Assignee column updates immediately.

Step 6: Track expirations on the vehicle

Vehicles can have unlimited expiration items attached to them. The most common are:

  • Vehicle Registration — renewed annually.
  • Annual Inspection — required in most jurisdictions.
  • Insurance — pulls in from your policy renewal date.
  • Emissions Test — where required by your state or province.

Add each expiration on the Expirations tab and the vehicle will appear in your Calendar and Reports with the right renewal cycle.

Step 7 (optional): Export the list

Use the grid toolbar's Export options to download the full list to Excel, PDF, or CSV.

Tips & Best Practices

  • Use a consistent naming convention. "Truck 27" or "F-150 Plate ABC-1234" is much easier to find later than "Vehicle 5".
  • Pair vehicles with locations. Linking each vehicle to its home location makes the Location List Report and the Calendar filter much more useful.
  • Use Tags for fleets. Apply tags like "Sales Fleet" or "Maintenance Vehicles" to group vehicles for filtering and bulk operations.
  • Set the Owner field. The Owner is the user who's accountable for keeping the record current — useful for reports and accountability reviews.

Troubleshooting

  • Issue: The Vehicles menu is missing from the sidebar.
    Solution: The Vehicles module is disabled on your plan. Contact your account admin to enable it.
  • Issue: I can't add a vehicle — there's no Add Vehicle button.
    Solution: Your role doesn't include the Vehicle Create permission. Ask an admin to update your role.
  • Issue: A vehicle shows the wrong Current Assignee.
    Solution: Open the vehicle and switch to the Assignments tab. The Current Assignee is whichever assignment is active for today's date.
  • Issue: Vehicle expirations aren't appearing on the Calendar.
    Solution: The Calendar filter may have removed the relevant document types. Check the Filter by Type chips and add the vehicle-related document types back.

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