Vehicle Registry - Fleet & Logistics

Overview

Vehicle Registry is the single source of truth for your fleet's vehicle roster. Every vehicle record tracks its plate number, brand, model, year, fuel type, current operational status, assigned driver, current mileage, and three compliance-critical expiry dates: insurance, inspection, and registration.

Other Fleet & Logistics screens — Route Optimization and Fuel & Mileage Tracking — read vehicle data from this registry, so keeping it accurate and up to date is the foundation for the rest of the module.

Quick Start

Open Fleet & Logistics → Vehicle Registry from the sidebar.
Click Add Vehicle to register a new vehicle, or Edit on an existing row.
Fill in plate, brand, model, fuel type, and the three compliance dates.
Use the status tabs or search box to narrow the list down as your fleet grows.
Select multiple rows to bulk-delete or bulk-update status, or open the AI Assistant for a compliance and utilization summary.

Core Fields

Field	Description
Plate Number	Unique vehicle identifier, shown uppercase and in monospace throughout the app.
Brand / Model / Year	Vehicle make and model details.
Fuel Type	Gasoline, Diesel, Electric, Hybrid, or LPG — shown as a colour-coded badge.
Status	Available, In Use, Maintenance, or Out of Service.
Assigned Driver	Searchable picker of employees with the driver capability — matches any employee across the tenant, regardless of department or add-on domain.
Current Mileage	Odometer reading in kilometres.
Insurance / Inspection / Registration Expiry	Three independent compliance dates. Any date within 30 days is flagged amber; any date already past is flagged red, both in the table and with a warning icon on the row.

Filtering & Search

The status filter tabs (All, Available, In Use, Maintenance, Out of Service) show a live count per status. The search box matches against plate number, brand, model, and assigned driver name simultaneously.

Multi-Select & Bulk Actions

The vehicle table supports selecting multiple rows at once, using the same checkbox style as My Workspace screens — its shape (circle or square) and whether a check-icon renders inside a selected checkbox both follow your Settings → Appearance preference.

Select All / Individual Rows

Click the header checkbox to select every vehicle currently matching your search and filter, or check individual rows one at a time. A dash indicator shows when only some visible rows are selected.

Bulk Delete

Delete every selected vehicle in one action, with an inline confirmation before anything is removed.

Bulk Set Status

Apply a single status (Available, In Use, Maintenance, Out of Service) to every selected vehicle at once, instead of editing each vehicle individually.

The selection toolbar appears above the table only when at least one row is selected, and includes a Clear action to deselect everything.

AI Assistant

Vehicle Registry includes a right-edge AI Assistant panel (the sparkle tab on the right side of the screen) that can analyze your fleet data and answer natural-language questions about it.

Compliance Analysis

Ask which vehicles have expired or soon-to-expire insurance, inspection, or registration documents.

Utilization Review

Get a summary of how many vehicles are available, in use, in maintenance, or out of service right now.

Fleet Composition

Break the fleet down by fuel type, brand, or vehicle age to spot trends.

Risk Flags

Surface vehicles with no assigned driver or unusually high mileage.

Selection Sets the Context

If you select one or more vehicles in the table before opening the assistant, only those vehicles are sent as context for your question. With nothing selected, the assistant analyzes every vehicle currently visible in the table (respecting your active search and filter).

Frequently Asked Questions

What happens when an insurance or inspection date expires?

The row is flagged with a warning icon and the date is shown in red. There is no automatic status change — you decide whether to take the vehicle out of service.

Can I export the vehicle list?

Yes — the Export button downloads the currently filtered list as a CSV file, including all fields.

Does deleting a vehicle affect its fuel logs or routes?

Fuel & Mileage Tracking entries and past routes reference the vehicle by ID and plate at the time they were created, so historical records remain readable, but a deleted vehicle can no longer be selected for new routes or fuel logs.