Manual Vehicles & assignments
The Vehicles sub-module catalogs the entire fleet: full technical record (registration, chassis, manufacturer, model, mileage, purchase value, GPS options), driver assignment under 3 modes, and tracking of documents with deadlines (road tax, inspection, insurance, operating card).
Overview
The Vehicle is the central entity of the fleet. Each vehicle has a full record (identity, technical specifications, value, GPS device) and an assignment to a driver. All maintenance, consumption and administrative documents attach to this record. The assignment tracks over time which driver uses which vehicle (history of start / end periods).
Business goal
- Centralize the technical record of each vehicle
- Assign a driver and keep the history
- Track document deadlines
- Enable geolocation via the GPS device
Target audience
- Fleet manager — manages the fleet and the assignments
- Drivers — vehicles entrusted to them
- Accounting — value and costs of the fleet
Starting point of the module
The vehicle record feeds all the other sub-modules: maintenance & oil changes, fuel & mileage, insurance & contracts and GPS tracking.
Access and navigation
Left-hand side menu: Fleet Management (icon ) → Vehicles. The assignment is managed from the vehicle record and/or the Assignments submenu.
List of vehicles
The page lists the entire fleet. Each row shows the registration, the manufacturer, the assigned driver and the status of the documents with deadlines — colored red as the expiry approaches.
| Registration⇅ | Manufacturer⇅ | Driver⇅ | Vignette⇅ | Inspection⇅ | Insurance⇅ | Action(s) | |
|---|---|---|---|---|---|---|---|
| 123 TUN 4567 | RENAULT | Slim GHARBI | 31/12/2026 | 14/08/2026 | 02/07/2026 | ||
| 89 TUN 2031 | ISUZU | Nizar KHELIFI | 31/12/2026 | 05/11/2026 | 18/09/2026 | ||
| 205 TUN 8842 | PEUGEOT | Hatem MEJRI | 28/06/2026 | 22/10/2026 | 15/01/2027 |
List columns
| Column | Description |
|---|---|
| Domain | Business domain (shown if the company is multi-domain). |
| Registration | Vehicle plate (e.g., 123 TUN 4567). |
| Manufacturer | Manufacturer (RENAULT, PEUGEOT, ISUZU…). |
| Driver | Permanently assigned driver. |
| Road tax | Due date — red if approaching. |
| Inspection | Date of the next technical inspection. |
| Insurance | Insurance expiry date. |
| Operating card | Operating card deadline (transport). |
Deadlines in red
A date that is approaching or has passed is shown in red. Open the record to update the document concerned.
Action bar
Global PDF / Excel
Exports the displayed list of vehicles.
New
Opens the vehicle creation record (section 6).
Search
Filters by registration, manufacturer, model, driver or domain.
Display by profile
The visible columns and actions depend on your privilege profile.
Row actions
Edit
RecordOpens the vehicle record for editing: identity, technical data, assignment, GPS options.
Generates the vehicle record as a PDF (specifications and documents).
Details
ReadDisplays the vehicle: record, assignment history, maintenance and related documents.
Delete
AdminRemoves the vehicle from the fleet (after confirmation). Restricted to authorized profiles.
Vehicle record (creation / editing)
Click New. The record groups the identity (registration, chassis), the technical specifications (manufacturer, model, power, payload), the purchase value, the assignment and the GPS options (device, Device ID).
Record fields
| Field | Role |
|---|---|
| Registration * | Unique identifier of the plate. |
| Chassis no. | Serial number (VIN) of the vehicle. |
| Manufacturer / Model * | Manufacturer and model (configurable lists). |
| Dashboard km | Current odometer reading — basis for oil-change deadlines. |
| Purchase value | Acquisition amount (TND) for tracking the cost of ownership. |
| Power / Payload | Fiscal power (CV) and payload (kg). |
| GPS options / Device ID | Enables geolocation; the Device ID identifies the hardware. |
GPS option — enter the Device ID to enable real-time tracking and, depending on the equipment, remote engine shutdown.
Driver assignment
A vehicle is assigned under 3 modes. The assignment history keeps, per driver, the periods (start / end) — useful for knowing who held the vehicle on a given date.
Driver dedicated to the vehicle
Distribution route
Made available externally
| Vehicle⇅ | Driver⇅ | Type⇅ | Start⇅ | End⇅ | Status | Action(s) | |
|---|---|---|---|---|---|---|---|
| 205 TUN 8842 | Hatem MEJRI | Permanent driver | 02/01/2026 | — | In progress | ||
| 123 TUN 4567 | Slim GHARBI | Field seller | 15/09/2025 | 31/12/2025 | Closed |
History retained — a new assignment closes the previous one (end date) without erasing it: full vehicle ↔ driver traceability remains available.
Deadlines & documents
Four documents with deadlines are tracked per vehicle and shown directly in the list, colored red as the deadline approaches.
| Document | Meaning | Display |
|---|---|---|
| Road tax | Annual circulation tax. | Red if approaching |
| Technical inspection | Mandatory periodic technical inspection. | Red if approaching |
| Insurance | Mandatory vehicle coverage. | Red if approaching |
| Operating card | Transport authorization (depending on use). | Red if approaching |
Never miss a deadline — combined with notifications, the red coloring lets you anticipate renewal before any interruption (coverage, inspection, authorization).
Lifecycle (workflow)
flowchart LR A([Acquisition]):::s --> B[Vehicle record]:::p B --> C([Driver assignment]):::ok C --> D[In service]:::p B -.->|road tax / inspection / insurance| I([Deadlines + alerts]):::st C -.->|new driver| H([Assignment history]):::st D --> J([Fleet exit]):::ko classDef p fill:#E0F2FE,stroke:#0EA5E9,color:#075985; classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6; classDef st fill:#FEF3C7,stroke:#F59E0B,color:#92400E; classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46; classDef ko fill:#FEE2E2,stroke:#EF4444,color:#991B1B;
Business rules
Unique registration — each vehicle carries a distinct registration (e.g., 123 TUN 4567); it identifies the vehicle across all the other sub-modules.
Assignment history kept — only one assignment is active at a time; older ones are kept with their dates for traceability.
Conditional GPS — real-time tracking is only active if the vehicle carries a device with a Device ID entered.
Consistent mileage — the mileage entered (record, refueling, maintenance) must increase; it feeds the mileage log and the oil-change calculation.
Roles & permissions
| Action | Fleet manager | Driver | Accountant | Admin |
|---|---|---|---|---|
| View the fleet | ✅ | ✅ | ✅ | ✅ |
| Create / edit a vehicle | ✅ | — | — | ✅ |
| Assign a driver | ✅ | — | — | ✅ |
| Update documents | ✅ | — | ✅ | ✅ |
| Delete | — | — | — | ✅ |
Indicative matrix — depends on the profiles defined in your company.
Usage scenarios
Putting a new vehicle into service
The fleet manager creates the record for the PEUGEOT Partner 205 TUN 8842 (value 42,000 TND, device GPS-TN-00842), then assigns it to Hatem MEJRI as permanent driver. The vehicle then becomes tracked for maintenance, fuel and GPS.
Driver change
Slim GHARBI leaves his route; his assignment is closed (end date) and a new one is opened for the next driver. The history remains viewable.
FAQ & Tips
Why is a date shown in red?
The deadline (road tax, inspection, insurance, operating card) is approaching or has passed. Open the record to update the document.
The vehicle doesn't appear on the GPS map?
Check that the GPS option is enabled and that the Device ID is entered. Without a physical device, there is no geolocation — see GPS tracking.
Tip — enter the chassis number
The chassis no. (VIN) makes identification easier with the insurer and the garage: enter it as soon as the record is created.
