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Device inventory

Updated

Overview

The vehicle inventory is the central record of every vehicle your organization operates. Each vehicle record stores identifying information, operational details, assigned driver, compliance dates, and links to maintenance and fuel history. Fleet managers use the inventory to quickly find any vehicle, filter by status or type, and understand the fleet's overall composition.

View the Vehicle Inventory

  1. Go to Fleet > Vehicles.
  2. The inventory lists every active vehicle with key columns: vehicle number, name, make/model/year, status, assigned driver, and next service date.

Filter the Inventory

Use the filter toolbar above the list to narrow by:

  • Status — Active, Inactive, In Maintenance, Retired
  • Vehicle type — Sedan, Truck, Van, SUV, etc.
  • Fuel type — Gas, Diesel, Electric, Hybrid
  • Ownership type — Owned, Leased, Financed
  • Department — department or cost center the vehicle belongs to
  • Assigned driver — show vehicles assigned to a specific driver

Combine multiple filters to find vehicles meeting several criteria at once. Use the Search bar to find by name, plate, or VIN.

Add a Vehicle

  1. Click Add Vehicle.
  2. Enter the VIN.
  3. Fill in make, model, year, license plate, and color — make, model and year are what Fleet's NHTSA recall check reads.
  4. Select vehicle type, fuel type, and ownership type.
  5. Enter the current mileage.
  6. Optionally assign a driver, insurance policy number, and registration expiration date.
  7. Click Save.

Fleet generates a vehicle number in the format VEH-XXXXXX automatically. This number appears on work orders and maintenance records linked to this vehicle.

Asset Tagging

Each vehicle record supports a Tags field (stored as a JSON array). Tags let you group and filter vehicles in ways the standard fields don't cover — for example, tagging vehicles by region, project assignment, or equipment type.

To add tags:

  1. Open a vehicle record.
  2. Click Tags and type a tag name.
  3. Press Enter to add it.
  4. Click Save.

Filter the inventory by tag to see all vehicles in that group.

Custom Fields

If your organization tracks data not covered by the standard fields, administrators can define custom fields under Settings > Custom Fields. Custom field values are stored per vehicle and appear in the vehicle detail panel.

Update Mileage

Mileage updates are audited separately from general vehicle edits:

  1. Open a vehicle record.
  2. Click Update Odometer.
  3. Enter the current mileage and the date.
  4. Click Save.

Mileage updates trigger recalculation of upcoming maintenance intervals tied to mile-based schedules.

Frequently Asked Questions

How do I restore a vehicle that was accidentally deleted?

Vehicles are soft-deleted. Go to Settings > Deleted Vehicles to find and restore it.

Can I export the vehicle list?

Yes. From the inventory view, click Export to download the list as a CSV.

What does the vehicle number look like?

Fleet assigns numbers in the format VEH-XXXXXX (e.g., VEH-000042) automatically using an atomic counter. You cannot manually set the vehicle number.

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