Fleet management
Manage your organisation's vehicles, pools, asset register and driver identification.
The fleet pages live under Fleet in the sidebar: Vehicles, Vehicle Import, Pools, Asset Register and, where your organisation uses them, BLE Beacons.
Vehicle management
The Vehicles page is your master fleet register. Every vehicle in your organisation is listed with its key details and status.
| Feature | What it does | Who can use it |
|---|---|---|
| Vehicle list | A sortable, filterable table of all vehicles. Tick Show decommissioned to include vehicles that have left the fleet. | All users |
| Add Vehicle | Create a vehicle record: registration, fleet number, make, model, year, colour, VIN, odometer, fuel type, transmission, seating capacity, pool, asset type, body type and first-registered date. | System Administrator |
| Edit vehicle | Update a vehicle's details or move it to a different pool. Change Status sets it to Available, Booked, Checked Out or In Service. | System Administrator, Pool Manager |
| Decommission | Mark a vehicle as disposed. It is removed from the booking calendar and excluded from future bookings, and its existing history is kept. This cannot be undone. | System Administrator |
| Vehicle detail page | The full vehicle profile, organised into tabs. | All users |
| Vehicle import | Bulk-import vehicles from a CSV file with a validation preview. | System Administrator |
See Adding vehicles for step-by-step instructions.
Vehicle detail page
Select any vehicle to open its profile. The detail page is organised into tabs:
- Details: key specifications, status and pool assignment.
- Diagnostics: vehicle health, OBD-II readings and fault codes.
- Inspections: prestart inspection results for this vehicle.
- Telematics: live location, speed, ignition and the device reporting it.
- Drivers: who has driven the vehicle, and how each driver was identified.
- Financial: ownership and financial details, such as purchase date, cost base, depreciation, lease amounts and FBT settings.
- Compliance: RUC, WoF/CoF and registration status. See Vehicle compliance.
Pool management
Pools are how Vectis organises vehicles by location or department. Each pool has its own vehicles, administrators, access groups and booking settings.
Creating a pool
Open Pools
Select Pools under Fleet in the sidebar, then select Create Pool.
Enter the pool details
Name the pool, set its location (the address field suggests matches as you type) and add a description. The location is used for map display and trip planning.
Configure the booking rules
Choose whether bookings need approval and whether Vectis should auto-assign a vehicle. More booking settings, such as booking duration and how far ahead people can book, are on the pool's Settings tab.
Assign vehicles
Add vehicles to the pool from your fleet. A vehicle belongs to one pool at a time.
Assign administrators
On the pool's Administrators tab, assign Pool Manager and Pool Officer roles to the people who manage day-to-day operations for the pool.
See Vehicle pools for the full list of pool settings.
Access groups
Access groups control which users can book which vehicles in a pool. For example, you might create groups such as "All Staff", "Executive" or "Field Team".
| Feature | What it does |
|---|---|
| Access group names | Define named groups, such as All Staff, Executive or Department Vehicles. |
| Members | Add users to a group. A user can be in several groups across different pools. |
Asset register
The Asset Register is a complete register of all fleet vehicles and assets, with summary metrics by pool and by status. Filter it by pool, status and fuel type, and export it to CSV.
Driver identification and BLE beacons
Vectis uses several signals to work out who is driving a vehicle. This attribution feeds into logbooks, driving behaviour scoring and compliance reporting. The signals, from highest to lowest confidence:
| Signal | Confidence | How it works |
|---|---|---|
| Self-declaration | Highest | The driver confirms they are driving, in the mobile app or through CarPlay or Android Auto. It is a deliberate statement of responsibility, so nothing outranks it. |
| BLE beacon | High | Bluetooth Low Energy beacons in vehicles detect phones nearby. It is automatic and needs no action, but every passenger sees the same beacon, so it establishes who is in the vehicle, not who is at the wheel. |
| Check-out | Medium | The driver who checked out the vehicle is assumed to be driving. |
| Booking | Baseline | The booking holder is assumed to be the driver if no higher-confidence signal exists. |