People & vehicles
Fleet (vehicles)
Every bus and van: the list, adding a vehicle, its page and tabs, photo, documents and car number.
Fleet lists every vehicle the company owns. It is the base for maintenance, routes, fuel, costs and compliance.
The list
- Columns: No. (the car's permanent number), Fleet #, Type, Make / Model, Status, Odometer and the assigned Driver. Click a heading to sort.
- Search by fleet number, VIN, plate, EZ Pass tag, make or model, and filter by status.
- The Manage button at the top right holds Add vehicle, Import CSV (many vehicles at once — see Import) and Export CSV (downloads what you see).
- Tick the checkbox at the start of a row to select a vehicle (the box in the heading selects every vehicle on the page), then choose Archive or Delete in Manage. Both ask you to confirm first.
- Start inspection — tick one vehicle and choose Manage › Start inspection: the inspection opens for that vehicle, ready to choose the template (the check boxes show for anyone who can do inspections).
- Archive hides a vehicle from the list and from every drop-down but keeps it: open Archived (n) under the heading to see archived vehicles, tick them and choose Restore to bring them back.
- Delete (in red) removes a vehicle from FleetCommander for good — it won't appear anywhere, not even under Archived, and can't be undone from the app. Its history — inspections, maintenance, work orders, fuel and documents — is kept for your records. Its fleet number becomes free for a new vehicle.
- A vehicle that is still on a current or upcoming route can't be archived or deleted — end those assignments on the route's page first; the message says which route.
Add a vehicle
- Press Manage, then Add vehicle.
- Fill in the Fleet # (required, must be unique), and as much of the rest as you know: photo, VIN, plate, EZ Pass tag, type, make, model, year, color, seats, odometer, fuel type, department, location, registration and insurance expiry dates, and — for school buses — the equipment (wheelchair lift, stop arm, cameras…).
- Choose the Status. Optionally choose an Assigned driver, from the picture list.
- Press Save. The app gives the vehicle its car number automatically.
The car number (No.) is permanent: 1, 2, 3 … and it is never reused, even if a vehicle is archived. It is different from the Fleet #, which you choose.
Status
| Status | Use it when |
|---|---|
| Active / Available / In service / Assigned | The vehicle can be used. |
| Maintenance | It is in the shop. It shows amber. |
| Out of service | It must not be driven. It shows red, and drivers see a warning on My Day. |
| Retired / Sold | It has left the fleet. Archiving a vehicle marks it retired. |
A vehicle's page
Click a vehicle to open it. The top has Edit and Archive. Below, the tabs:
- Overview — the Identification card (car number, VIN, plate, EZ Pass tag, color, seats, odometer, engine hours, fuel type), assignment, dates, and the equipment list.
- Documents — registration, insurance cards, inspection certificates… upload a file and give it an expiry date; the app warns you before it expires.
- Maintenance, Work Orders, Inspections, Defects, Fuel, Costs, Insurance, Incidents — everything about this vehicle from those sections, in one place.
- History — who changed what on this vehicle, and when.
Tip: Use the picture in the vehicle's photo box to make lists easy to scan — every list and drop-down shows it.
Good to know: Archiving hides a vehicle from the active list but keeps its history. It can't be deleted for good from here.