Vehicle Fleet
Track your delivery vehicles to ensure the right truck is available for each job. Vehicle management helps dispatchers assign appropriate transport and monitor fleet utilisation.
Why Track Vehicles
Capacity matching — Right vehicle for the load
Availability — Know what's free vs in use
Maintenance — Track service schedules
Accountability — Know who's using what
Adding Vehicles
Go to Settings → Fleet
Click "Add Vehicle"
Enter vehicle details
Save
Vehicle Information
✓ Required
Vehicle name/identifier
Registration number
Vehicle type
○ Optional
Make and model
Capacity/load rating
Assigned driver
Rego expiry date
Insurance details
Service due date
Vehicle Types
Type |
Typical Use |
|---|---|
Ute |
Small equipment, quick deliveries |
Van |
Medium loads, weatherproof |
Truck |
Large equipment, bulk deliveries |
Crane Truck |
Heavy equipment requiring lifting |
Trailer |
Towed behind other vehicles |
Assigning Vehicles to Jobs
Open the job
Click "Vehicle" field
Select from available vehicles
Save
💡
Tip: If you've assigned a crew with a default vehicle, it's automatically selected. You can override if needed.
Vehicle Availability
The system tracks vehicle assignments:
Available — Not assigned to any job today
Assigned — Booked for a job (shows job details)
Out of Service — Under maintenance or repair
Dispatchers see availability when assigning vehicles to jobs.
Default Driver Assignment
Link a vehicle to a regular driver:
Open vehicle settings
Select "Default Driver"
Choose staff member
Save
When this vehicle is assigned to a job, the driver is suggested automatically.
Maintenance Tracking
Setting Service Due Date
Open vehicle
Set "Next Service Due" date
Save
Service Alerts
CloudRent Pro alerts you when service is due:
7 days before — Warning notification
On due date — Urgent notification
Overdue — Vehicle flagged on dispatch board
Recording Service
Open vehicle
Click "Record Service"
Enter date and details
Set next service date
Save
Registration Tracking
Track rego expiry dates:
Enter rego expiry when adding vehicle
Get alerts 30 days before expiry
Update after renewal
⚠️
Warning: Vehicles with expired registration are flagged and should not be dispatched until renewed.
Marking Out of Service
When a vehicle needs repair:
Open vehicle
Click "Mark Out of Service"
Enter reason
Set expected return date (optional)
Save
Out of service vehicles don't appear in availability lists.
Viewing Fleet Status
See all vehicles at a glance:
Go to Settings → Fleet
View dashboard showing:
Available vehicles
Assigned today
Out of service
Upcoming service due
Rego expiring soon
Tips for Fleet Management
📝 Keep Records Updated
Service history protects you and ensures reliability.
💰 Match Vehicles to Jobs
Don't send a truck when a ute will do — save fuel and time.
📂 Plan Maintenance
Schedule services on quieter days to minimise disruption.
🎯 Track Utilisation
Underused vehicles cost money. Consider your actual needs.