Vehicles

Managing Vehicles in the Admin Portal

Alongside Organisations and Users, Vehicles must be created in the Admin portal before Hitrak can be used to complete Driver runs.

This article provides a guide to setting up vehicles in your Hitrak system.

In this article:

Overview

Creating and Editing a Vehicle

Deactivating a Vehicle

Overview

Vehicles are managed in the Adminstration menu Vehicles page.

A Search field enables searching by the vehicle's registration, fleet number, make or model. Results can also be filtered by Organisation and Active status.

Most or all vehicles may belong to the main Organisation for your business, however, there may be cases where another Organisation is more appropriate, e.g., to separate sub-contractor vehicles from internal fleet vehicles. 

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Creating or Editing a Vehicle

To add a vehicle, click the Create New button at the top of the page.

To edit an existing vehicle, select it from the Vehicles page list to open edit mode.

Required fields

• Select the vehicle's Organisation.
• Enter a Fleet number. This is the vehicle's unique identifier in Hitrak. 
• Enter the vehicle Registration, Make and Model.
• Enter the Licence class required to operate the vehicle. This determines which drivers can be assigned to a run using this vehicle.
• Enter the vehicle's Max Weight in Kg and Max Volume in m3. This is useful for determining run capacity, and adding the appropriate default vehicles to Run templates. 
• Select the vehicle Type (Truck, Ute or Van).

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Optional fields

The following details can also be added:

• Vehicle profile (Heavy Goods or Under 3500kg).
• Certificate Type (NZ WoF or NZ CoF) and Expiry Date.
• Last Inspection details 
• Last Service date.
• Tracking device information. Hitrak currently supports Geotab, Webfleet and EROAD.
• Click Save Changes to confirm the vehicle details.

As soon as a vehicle is created, it can be added to a Run, or set as the default vehicle for a Run template or Driver.

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Deactivating a Vehicle

When the vehicle is no longer in use, it should be deactivated:

• Uncheck the Active box (this is checked by default). 
• This makes the vehcle unavailable to select for a run or run template.

The vehicle will no longer appear in Vehicles page search results, unless the Include inactive box is checked.

 

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