Vehicles and drivers

Add and edit vehicles, see them as cards, a list or a board, give each its driver, plan a change of driver, and sell or scrap a vehicle.

The vehicles list

Vehicles shows your fleet three ways (top right): Cards with a photo, a List, and a Board by stage. On the board, drag a vehicle to another column to change its stage. Search by name, plate, VIN or tag, and filter by stage, type or driver. Sold & scrapped shows the vehicles you have retired.

The badges show what needs doing: Overdue (red) and Due soon (amber).

A vehicle's page

Open a vehicle to see its plate, stage, driver and odometer at the top, with quick buttons to Log fuel, Inspect, Report issue and book a Service. The tabs:

• Overview - costs this year and per km or mile, distance, fuel use, value now, what needs doing, the details and its files and photos.
• Fuel, Services, Papers, Contracts, Costs, Inspections & issues, Odometer, Drivers and, for pool cars, Bookings.

PDF makes a vehicle sheet with its details, papers, contracts, service plans, latest services and costs.

Stages

Each vehicle is in one stage: Requested, On order, In use, In the workshop, Off the road or Sold or scrapped. Fleet moves a vehicle to In the workshop when a service starts and back to In use when it is done, and to Off the road when a driver says it is not safe. Rename the stages or add your own in Settings > Stages, services & checklists.

Drivers

Drivers lists everyone who drives. A driver can be an HR employee, someone with a Fleet sign-in, or just a name and phone. Keep the driving licence number and when it runs out: you are reminded before it does.

To give a vehicle its driver, click Change next to the driver on the vehicle. Pick a date in the future to plan the change: it happens by itself on that day. The Drivers tab of the vehicle keeps the full history - who drove it, from when to when and how far.

Making a driver inactive lets go of their vehicles. If you use Ellibo HR, someone who leaves the business in HR stops being an active driver by themselves.

Sell or scrap

Under ... on the vehicle (Fleet managers): Sell or scrap records the date, the price and the buyer. The vehicle stops counting in your plan, its driver is let go and its future pool bookings are cancelled. Bring back puts it into use again. Delete hides a vehicle with its history - sell or scrap it instead when its costs are in your books.