Quick start
Welcome to Vectis, your organisation's fleet management and vehicle booking platform. This guide will help you get up and running quickly.
Setting up a new organisation
Setting up your organisation for the first time? After signing up, you'll be taken to the setup wizard. It walks you through it step by step: organisation settings, pools, vehicles, your team, and more. You can also skip typing your way through the forms and ask the Vectis Assistant to do it for you: click Set up with AI on the wizard, or just open the assistant and describe what you want set up. See AI-assisted setup for what it can do and what to expect. The wizard stays fully usable manually at any point, so you can mix and match.
If you prefer to set things up outside the wizard:
Add your first vehicle
Go to Vehicles and click Add Vehicle, then enter your vehicle details. At minimum, you need the registration, make, and model.
Invite your team
Go to My Account → Team and click Invite Member to add drivers and administrators. Each person will receive an email with login instructions.
Create your first booking
Once you have vehicles and drivers, create a booking to test the workflow. See Bookings & calendar.
Logging in
Vectis supports two ways to sign in depending on how your organisation is configured:
- Email & password. Enter the email address and password from your invitation. You'll be prompted to set your password on first login.
- Single sign-on (SSO). If your organisation uses SSO (Microsoft Entra ID, Google, Okta, etc.), enter your work email and you'll be redirected to your identity provider.
Open Vectis
Navigate to your organisation's Vectis URL in your web browser or open the mobile app.
Enter your email address
Type your work email address. Vectis will detect whether your organisation uses SSO or email/password authentication.
Authenticate
For SSO, you'll be redirected to your identity provider. For email/password, enter your password. If this is your first login, follow the link in your invitation email to set a password.
You're in!
After authentication, you'll land on your dashboard. Take a moment to explore the sidebar navigation to familiarise yourself with the available features.
Dashboard overview
The dashboard is your home screen: a summary of your fleet's activity and your upcoming bookings. Which panels you see depends on your role.
| Panel | Description |
|---|---|
| Your next booking / Your bookings | Your upcoming bookings with vehicle, date and time. |
| Fleet at a glance | A snapshot of your vehicles, how many are available, and how many are checked out right now. |
| In / Out board | Which vehicles are in and which are out. |
| Booking approvals | Bookings waiting for a decision, for people who approve bookings. |
| Compliance | RUC, WoF/CoF and registration status. |
| Fleet digest | The latest AI-generated reading of your fleet. |
Understanding user roles
Vectis uses role-based access control. Your role determines which features you can see and what actions you can perform. A user can hold multiple roles simultaneously.
| Role | Scope | What it covers |
|---|---|---|
| Driver | All users | Every user is automatically a Driver. Drivers can book vehicles, perform check-in/check-out, view their own bookings, manage their profile, plan trips, and complete prestart inspections. |
| Pool Officer | Per-pool | Assists the Pool Manager with day-to-day operations. Can process check-ins/check-outs, view pool bookings, and manage vehicle availability for their assigned pool(s). |
| Pool Manager | Per-pool | Full management of assigned pool(s). Can approve bookings, manage vehicle assignments, process priority claims, assign drivers to access groups, and view pool reports. |
| Report Administrator | Organisation-wide | Access to all reporting modules. Can run, schedule, export, and distribute reports across the entire organisation including utilisation, FBT, fuel, and compliance reports. |
| Finance Administrator | Organisation-wide | Manages financial operations: FBT reports, expense approvals, charge out rates, fuel card management, and internal charging. Full access to financial registers and reports. |
| System Administrator | Organisation-wide | Full system access for the organisation. Manages all settings, system data, users, templates, branding, SSO configuration, and has access to every feature and pool. |