Managing vehicles

The Vehicles page (sidebar → Admin → Vehicles → Manage) is your fleet list. Every driver schedule, capacity check, and dispatch run traces back to a vehicle record, so keep these accurate.

Add a vehicle

1. Open Vehicles and click + Add Vehicle.
2. Fill in the form:
   • Vehicle ID — your fleet number (for example V-1001)
   • Make and Model (required), Year, Color
   • Plate Number and VIN (17 characters; ZeitRide validates the format)
   • Type — Van, Bus, Minibus, Truck, or Car
   • Capacity (seats) (required) — this drives the over-capacity warnings on the Dispatch board
   • Status — Active, Maintenance, or Inactive
3. Set the Parking location — where the vehicle sits at the start of a shift. Either toggle Use driver's home address or enter a Parking address. This anchors start-of-day GPS reporting for broker submissions, so make it real.
4. Click Save vehicle.

If your company has dash cam telematics enabled, the form also shows a Dash Cam section where you link one of your company's assigned devices to the vehicle — see Dash Cam.

Finding and editing vehicles

• Search with Search vehicles… (it also matches the names of today's drivers) or filter by Facility.
• Row icons jump straight to the vehicle's Maintenance or Compliance tab; the pencil edits, and delete removes the vehicle.

Reading the Vehicles list

By default the table shows:

• Vehicle — the vehicle with its ID, seats, and type.
• Driver today — the driver who has this vehicle today, from their schedule. If more than one driver has it, the cell shows the first name and +N more; hover to see them all.
• Trips — the vehicle's trips today and this week (Monday to Sunday).
• Capability — a WAV chip for a wheelchair-accessible vehicle and Crew of N when it runs with more than one crew member. A vehicle with neither reads Ambulatory.
• VIN.
• Status — Active (green), Maintenance (yellow), or Inactive (gray).

Odometer is optional: it shows the latest reading in miles with an "as of" date. Every column can be sorted.

Column settings

Use the column settings control to choose, order, and freeze columns for your company. A default column with nothing to show for your company — for example Status while every vehicle is Active, or Capability when no vehicle is wheelchair-accessible or crewed — is hidden automatically. It stays in column settings marked (no data yet), and you can turn it on. Once you save column settings, they're kept exactly as you set them. If your company saved a column layout before these columns were added, its column order and frozen columns are kept.

The vehicle record's tabs

Click a vehicle to open its slideout:

• General information — the form above
• Files — documents (registration, insurance cards, photos)
• Assigned trips — trips this vehicle runs
• Compliance — registrations, insurance, and other expiring items (see Maintenance and compliance)
• Maintenance — this vehicle's service records
• Telematics — the dash cam: live camera, incidents, footage, and vehicle data

How vehicles connect to scheduling

Drivers don't pick vehicles day-of — the vehicle follows the driver's schedule:

• Each driver has a Default vehicle and optional per-day vehicles on their weekly schedule.
• A temporary vehicle can be set for a date range (loaner while the van is in the shop).
• On the Dispatch board, each lane header shows the day's vehicle and a capacity pill comparing peak riders to Capacity (seats).

Tip: Put a vehicle into Maintenance status when it goes into the shop — it stays in your records but is flagged on the roster, and you can give affected drivers a temporary vehicle from their schedule slideout.