This article explains how to record company vehicles and assign them to employees on the Vehicle Management screen. Users with the CAR_MANAGER permission do this.
Before you start
Have the vehicle's registration details (plate, chassis number, model year) at hand.
The employee you assign the vehicle to must be in the system.
Step by step: add a vehicle
In the left menu, go to People > Vehicles. The assignments are in the list card on the right: the All, Active and Passive tabs at the top pick the status and show the counts; the single search box looks in the vehicle, the plate and the employee; the Start Date and End Date chips pick a month, and Add filter holds Return Date and Handover KM. Choosing a vehicle on the left keeps the search and the filters. Sort by any column with Sort or by clicking its header.
Click Add Vehicle at the top right.
Fill in the required fields: Vehicle Type, Driving License Type, Brand, Model, Color, Year, Plate and Chassis Number.
Optionally write a Description and upload files such as the registration, insurance policy or inspection certificate in Documents.
Click Save.
The vehicle is added to the Vehicles list on the left. Use Detail from the vehicle's ⋮ menu to see its details, photos and documents.
Step by step: assign a vehicle to an employee
Click Add Assignment. If you selected a vehicle in the list on the left, the vehicle field is filled in.
In the Adding Vehicle Assignment window, select the Employee and the Vehicle.
Enter the mileage in Handover KM. If the vehicle has a previous assignment, its mileage is shown; a lower value cannot be entered.
Enter the Start Date. The End Date is optional; if you leave it empty, the assignment has no end.
Optionally upload a Vehicle Picture taken at handover and click Save.
Result
The assignment appears as Active in the assignment table on the right. The table shows the employee, vehicle, start and end date, return date, Handover KM and status.
When you make a new assignment for the same vehicle, its previous active assignment is closed automatically: the return date is set to that moment and, if the end date was empty, it becomes one day before the new assignment's start.
Assignments whose end date has passed or that have been returned appear as Passive.
Vehicle assignments send no email or notification.
To end an assignment, choose Edit from its ⋮ menu and enter an End Date. You can remove a wrongly entered assignment with Delete.
When the list card is too narrow for the table (phone, narrow screen), the same list opens as cards; the row actions are in the ⋮ menu at the top right of each card.
Bulk actions
In the Actions menu at the top right you can upload from Excel with Bulk Vehicle Upload and Bulk Vehicle Assignment, and download lists with Vehicle List and Car Assignments. When a list is ready, the Your list is ready notice appears in the bottom right corner and you get it with Download; earlier lists are in My lists in the same menu (Downloading a list as Excel and My lists).
Common problems
Symptom: Delete is greyed out for a vehicle.
Cause: The vehicle has had at least one assignment. A vehicle with assignment history cannot be deleted; the option shows "This vehicle has an active assignment, so this action cannot be performed" while an assignment is active, or "A vehicle with assignment history cannot be deleted" when only past assignments exist, under its label. You can always correct details such as the plate or colour with Edit.
Solution: If an assignment was entered by mistake, delete the assignment first. A vehicle with past assignments stays on record.
Symptom: The mileage is not accepted.
Cause: The value is lower than the mileage of the vehicle's previous assignment.
Solution: Enter the current mileage.
Symptom: The record is rejected because the end date is before the start date.
Cause: The End Date is earlier than the Start Date.
Solution: Correct the dates.
Note: There is no separate maintenance or insurance tracking field for vehicles; you can keep policies and inspection certificates in the vehicle's Documents.