Vehicles

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

Click the Add Vehicle button.
Complete the two 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.
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.

Click Create Vehicle.

Editing a Vehicle

Find the vehicle in the table.
Click the actions menu (three dots) in that row.
Select Edit.
Update the information in either tab.
Click Update Vehicle.

Viewing Fuel Logs for a Vehicle

Find the vehicle in the table.
Click the actions menu (three dots) in that row.
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

Find the vehicle in the table.
Click the actions menu (three dots) in that row.
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

Find the vehicle in the table.
Click the actions menu (three dots) in that row.
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

Find the vehicle in the table.
Click the actions menu (three dots) in that row.
Select Delete.
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.

Documentation