Vehicles Overview

A vehicle is its own entity inside the platform, and like other entities, it can carry custom fields alongside the ones it comes with by default.

What comes built in

Every vehicle starts with a core set of fields: make, model, next inspection date, insurance renewal date, and registration plate.

Extending a vehicle with custom fields

You're not limited to the core fields. You can add whatever else you need to track.

An attachments field lets you store files and documents against the vehicle. A reference field to team users lets you record which staff are actually insured to drive it. You can add fields covering finance, how much is being paid and when the next payment is due, and a field for the vehicle's value, useful if it's financed rather than owned outright. Beyond these, there's a wide range of other fields you can add depending on what your business actually needs to keep track of.

Using custom fields to build reminders

Once fields like the inspection date and the insurance renewal date exist on a vehicle, they can be used inside automations to send yourself a reminder as those dates approach.

There's no separate built-in reminder feature for vehicles specifically. It works the same way any automation does, using the vehicle's own fields as the condition that triggers it.

Assigning vehicles to other entities

The main use case for vehicles is assigning one to another entity elsewhere in the system.

If the jobs you run require a vehicle, add a vehicle reference field to your job entity. That lets you select and assign a specific vehicle to a specific job, the same way you'd assign a member of staff.

This becomes genuinely useful once you're generating reminder emails or job sheets for that job, since the assigned vehicle can be pulled straight into them as a variable. Staff get sent everything they need to know about the event itself, and which vehicle they're taking, in the same document.

Vehicles in after-event reporting

Vehicles can also be built into your after-event reporting.

Staff select which vehicle they used for the job, then complete an additional data capture form covering things like how much fuel is left in the vehicle, whether any incidents occurred, and anything that needs attention for maintenance.

This closes the loop. Information about the vehicle's condition comes back to you from whoever actually used it, alongside everything else you're already capturing about how the event went.

Where to go next

A separate article covers adding a vehicle and its fields. Documents and automations are covered in their own articles too, both referenced here for reminders and job sheets.