The Vehicle Detail Sheet

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Opening the sheet

Click any row in the Fleet table or the Vehicles tab. The detail sheet slides open on the right side of the screen. At the top you will see the vehicle name and a row of seven tabs: Overview, Schedule, Funding, Credentials, Equipment, Maintenance, and Incidents.

Overview tab

This is the landing tab. It gives you the high-level picture of the vehicle at a glance.

Vehicle detail — Overview simulated

Capacity2W + 4A

Drivers2

ComplianceValid

Vehicle

V-107 · Dodge Grand Caravan 2021 CO · ABC-1234

Assigned Drivers + Assign Driver

Maria LopezMon - Fri · 06:00 - 14:00

James CarterMon - Fri · 14:00 - 22:00

Overview tab showing capacity, driver count, compliance status, the vehicle card, and the assigned-driver list. Simulated view, mock data.

Summary tiles

The top row shows three tiles: Capacity (wheelchair + ambulant seats), Drivers (how many are assigned), and Compliance (whether all credentials are current). Compliance shows green when every credential is valid and turns amber or red when something is expiring or expired.

Vehicle card

Below the tiles is a clickable vehicle card showing the unit name, make/model/year, plate, and region. Click it to drill into vehicle-only properties like VIN, type, and attributes.

Assigned drivers

The driver list shows each driver's name and their schedule summary on this vehicle. You can:

Click Assign Driver to add a new driver to this vehicle.
Click any driver's name to open their driver profile.
Click the trash icon next to a driver to remove them. A confirmation dialog will ask you to confirm before the assignment is deleted.

Group badges

If the vehicle belongs to any groups, their badges appear below the driver list. Groups are organizational labels your team uses to categorize vehicles (for example, by contract or region).

Deleting a vehicle

Open the overflow menu (three dots) in the top corner of the sheet and choose Delete Vehicle. This is permanent.

Deleting is permanent

Once you delete a vehicle, all of its roster assignments, maintenance records, and incident history are gone. Remove a vehicle only when you are certain it should no longer exist in the system.

Schedule tab

Shows each assigned driver's weekly schedule on this vehicle. Each driver appears as a collapsible section. Click to expand it and edit the start/end times for each day of the week. See the Weekly Schedules guide for details on the day-window editor.

Below the driver schedules, you will find a list of schedule exceptions for this vehicle. Click Add Exception to create a one-off override (for example, a driver working a holiday or taking a day off).

Funding tab

Shows which funding sources are enabled for this vehicle. The scheduler uses this list to decide which trips can be assigned to the vehicle.

Click Manage Funding to open a checklist. Toggle each funding source on or off with its checkbox, then save. Only enabled funding sources will allow trips to be scheduled on this vehicle.

Credentials tab

Lists compliance items like insurance policies, vehicle registration, and inspections. Each row shows the credential name, its expiry date, and a status badge:

VALID — current and not expiring soon.
EXPIRING — expires within the next 30 days.
EXPIRED — past its expiry date.

Click Add Credential to record a new compliance item. Click Renew next to an existing credential to update its expiry date and attach a new document.

Equipment tab

Lists all equipment assigned to this vehicle (wheelchair lifts, car seats, oxygen tank holders, and so on). Click Add Equipment to attach a new piece of equipment. Each row shows the equipment name and type.

Maintenance tab

Tracks the vehicle's service history. At the top you will see three summary figures:

Lifetime spend — total cost of all logged service records.
Last service — date of the most recent record.
Highest odometer — the largest mileage reading across all records.

Below those is a table of service records. Each record includes a description, date, vendor name, odometer reading, and cost. Click Log Service to add a new record.

Tip

Keep odometer readings consistent. The system uses the highest reading as the vehicle's current mileage, so skipping entries or entering them out of order will not cause problems, but the number only moves forward.

Incidents tab

A read-only history of incidents involving this vehicle. Each record shows:

Type — the category of incident (accident, mechanical failure, etc.).
Date — when it happened.
Status — open, under review, or closed.
Damage notes — what was damaged.
Repair notes — what was fixed and when.
Liability notes — fault and responsibility details.
Claim number — insurance claim reference, if any.
Police report — whether a report was filed.

Incidents are entered by administrators. If you need to add or correct an incident, contact your admin team.

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