Documentation

Managing Vehicles

The Vehicles page is where you register and manage all the vehicles in your fleet. Each vehicle can be assigned a GPS device for tracking, a camera for monitoring, and a driver.

Viewing Vehicles

The Vehicles table displays:

• Image: Vehicle photo (hover to see a larger preview)
• Name: Your name for the vehicle
• Device: Assigned GPS tracking device
• Driver: Assigned driver
• VIN: Vehicle Identification Number
• Vehicle Type: Category (bus, van, car, etc.)
• Status: Operational status (Active, Standby, Reserve, In Repair, In Accident, Under Inspection, Sold, Rented Out, Impounded, Out of Service, Decommissioned), shown as a colored badge
• License Plate: Vehicle registration number
• Make: Manufacturer
• Model: Vehicle model
• Year: Manufacturing year
• Capacity: Number of passengers
• Sync Status: Connection status with the tracking server (Pending, Synced, Failed)

Use the Columns button to show or hide table columns.

Searching for Vehicles

Use the search field to find vehicles by name, make, model, license plate, VIN, year, capacity, or device name.

Adding a Vehicle

1. Click the Add Vehicle button.
2. Complete the three tabs:

General Tab

• Name (Required): A friendly name for the vehicle (e.g., "Bus 101").
• Device: Select the GPS tracker installed in this vehicle. Only unassigned devices appear in the list. If all devices are already assigned to other vehicles, you'll see a message indicating this.
• Geofences: Select one or more Geofences to monitor this vehicle's entry and exit from those zones. Disabled until you select a Device above — see Linking Geofences to a Vehicle below.
• Camera: Select the camera installed in this vehicle. Only unassigned cameras appear in the list.
• Driver: Assign a driver to this vehicle. Only drivers with a "Synced" status appear in the list.
• Status: Set the vehicle's operational status. Defaults to Active. When you choose any other status (Standby, Reserve, In Repair, In Accident, Under Inspection, Sold, Rented Out, Impounded, Out of Service, Decommissioned), an optional Reason field appears below so you can note why (e.g., "rear bumper damage, awaiting estimate"). The reason is cleared automatically if you switch the status back to Active.

Details Tab

• Image: Upload a photo of the vehicle.
• License Plate: Vehicle registration number (max 20 characters).
• VIN: Vehicle Identification Number (max 17 characters).
• Vehicle Type: Select from over 50 vehicle types including bus, van, car, truck, motorcycle, ambulance, and more.
• Capacity: Maximum number of passengers or cargo capacity (1-1000).
• Make: Vehicle manufacturer (e.g., Ford, Mercedes).
• Model: Specific model name.
• Year: Manufacturing year.
• Notes: Any additional information about the vehicle.

Booking Tab

Make this vehicle available for booking through the NexaRide mobile app:

• Allow Bookings: Enables bookings for this vehicle, along with the fields below. Requires a currency to be set in Team Settings → General, and is only available on the Professional plan.
• Show in App: Controls whether this vehicle appears in the mobile app's vehicle browsing list. Off by default — only shown once Allow Bookings is on, and must be turned on individually for each vehicle you want travelers to be able to browse and book directly.
  This only affects the vehicle list itself. If your team has any vehicle with Allow Bookings on — regardless of Show in App — your team can still be found by travelers requesting a ride without picking a specific vehicle (the app's "Request Ride" mode), since that only checks whether your team has bookable vehicles, not whether they're individually visible.
• Booking Price: One or more prices, each with a unit (per trip, hour, or day) and an optional description. Add multiple prices to offer different rate options.
• Min. Advance Notice (hours): How many hours in advance a booking must be made (optional).
• Max. Booking Horizon (days): How far ahead a booking can be made (optional).
• Booking Instructions: Additional information shown to mobile app users, such as included driver or restrictions (optional).

3. Click Create Vehicle.

Editing a Vehicle

1. Find the vehicle in the table.
2. Click the actions menu (three dots) in that row.
3. Select Edit.
4. Update the information in any of the tabs.
5. Click Update Vehicle.

Linking Geofences to a Vehicle

You can assign Geofences to a vehicle so its movements are checked against those zones:

1. Add or edit a vehicle.
2. In the General tab, select a Device first — geofences are actually assigned to the vehicle's GPS device, so the field stays disabled until a device is chosen.
3. Select one or more geofences from the Geofences field.
4. Click Update Vehicle (or Create Vehicle).

This is the same assignment shown on the Device page — editing it from either the Vehicle or the Device stays in sync, since it's the same underlying link. If you switch a vehicle to a different device, the Geofences field updates to reflect that device's current assignment.

If you don't see any geofences in the list, you may not have permission to view geofences — contact your administrator.

Viewing Fuel Logs for a Vehicle

1. Find the vehicle in the table.
2. Click the actions menu (three dots) in that row.
3. Select Fuel Log.

This takes you to the Fuel Logs page pre-filtered for that vehicle. The add form will also pre-select the vehicle when you click Add Fuel Log. See the Fuel Logs documentation for details.

Viewing Maintenance for a Vehicle

1. Find the vehicle in the table.
2. Click the actions menu (three dots) in that row.
3. Select Maintenance.

This takes you to the Maintenance page pre-filtered for that vehicle. The add form will also pre-select the vehicle when you click Add Maintenance. See the Maintenance documentation for details.

Viewing Performance for a Vehicle

1. Find the vehicle in the table.
2. Click the actions menu (three dots) in that row.
3. Select Performance.

This takes you to the Events Report pre-filtered for that vehicle with the Eco Driving event type selected and today's date range applied, so the report loads immediately. Use this to quickly review eco driving events such as harsh acceleration, harsh braking, and speeding for a specific vehicle.

Note: This option is only available for vehicles that have a GPS device assigned. You also need the Events Report permission to access it.

Deleting a Vehicle

1. Find the vehicle in the table.
2. Click the actions menu (three dots) in that row.
3. Select Delete.
4. Confirm the deletion.

Warning: Deleting a vehicle removes it from any assigned routes and stops tracking for that vehicle.

Exporting Vehicles

Use the export controls above the table to download or print your data:

• Export to Excel: Downloads all vehicle records matching the current search as a spreadsheet.
• Print: Opens a print-ready view of the data.

Exports always include all matching records — not just the current page.

Understanding Sync Status

Vehicles sync with the NexaBus tracking server:

• Pending: Currently syncing
• Synced: Successfully connected
• Failed: Sync failed - click the Retry button to attempt synchronization again

Understanding Vehicle Status

Separately from sync status, each vehicle has an operational status you set yourself, to track its real-world condition:

• Active — in normal service (default)
• Standby — parked at the depot/yard between shifts or routes, not currently assigned
• Reserve — kept as a backup/spare vehicle, ready to be deployed if needed
• In Repair — currently being serviced
• In Accident — involved in an accident, awaiting assessment
• Under Inspection — undergoing inspection or a compliance check
• Sold — no longer owned by your fleet
• Rented Out — leased or rented to a third party
• Impounded — held by authorities
• Out of Service — temporarily unusable for reasons other than repair
• Decommissioned — permanently retired from the fleet

You can set this status (and an optional reason) from the General tab when adding or editing a vehicle. Vehicles with a non-Active status:

• Appear in the Inactive Vehicles widget on your Dashboard, with the reason shown as a tooltip on the status badge.
• Are counted in the Fleet Overview widget on your Dashboard, broken down by status.
• Show a status icon (with a tooltip for the status label) next to the fuel/eco-score icons in the vehicle list on the Tracking page, and can be filtered there using the Vehicle Status filter.

Accessing Records

Click the Records button at the top of the page to access vehicle-related record pages:

• Fuel Logs — Track fuel fill-ups and consumption history for your fleet. See the Fuel Logs documentation for details.
• Maintenance — Manage service schedules and maintenance reminders. See the Maintenance documentation for details.

Permissions

You need the appropriate permissions to add, edit, or delete vehicles. If these options are not visible, contact your administrator to request access.