Manager Portal: Vehicle Records

Overview

The Vehicle Record page is your complete view of a single vehicle. From here you can check its specs, upload and manage compliance documents, see what defects are open, review incident and inspection history, and manage which drivers are assigned.

You can get to a vehicle record by clicking a vehicle from the Home page, the Vehicle List, or from a driver's assigned vehicles on their Driver Record.

Permissions

Everyone with Can View All Vehicles can open a vehicle record. Some sections require additional permissions:

If a section described below doesn't appear on the vehicle record, you may not have the required permission. Your account administrator can adjust this for you.

Header and Status

At the top of the page, you'll see the vehicle's unit number and a status indicator — green for Active, red for Inactive or Sold. If you have edit permissions, an Edit Vehicle button appears here.

Vehicle Information

Below the header, you'll find two groups of vehicle details that are always visible.

Assignment Details

Vehicle Specifications

Vehicle Files

The Vehicle Files section is where you manage compliance documents. There are three standard document types plus a section for anything else.

Registration

Tracks vehicle registration — Issuing State, Issue Date, whether it's a Permanent Registration, and Renewal Date. You can upload and view registration documents here. The Driver Downloadable toggle controls whether drivers can see this file in their portal.

Annual Inspection

Works the same way as Registration. Use it to track DOT annual inspection dates and upload inspection certificates.

Insurance

Same structure again — track insurance certificate details and upload documentation.

Other Files

For anything that doesn't fit the three categories above. You can give each file a title, type, and date. Use the search bar to find files by title, or filter by file type. Each file has its own Driver Downloadable toggle.

For all file types: You can upload by dragging a file in or using the file picker. Once uploaded, you can preview, download, rename, or delete files. Adding a file is a two-step process — enter the details first, then upload the document.

Open Defects

This section only appears if your account has DVIR (Daily Vehicle Inspection Reports) enabled. It shows all unresolved defects that drivers have reported during pre-trip and post-trip inspections.

Each defect shows the type, which driver reported it, the date, and a description. Click any defect to see the full DVIR record. Defects stay in this list until someone marks them as resolved.

Vehicle History

This section has two parts — Incidents and Roadside Inspections.

Incidents

Shows all incidents involving this vehicle, including the incident name, person involved, type, date and time, and any accident outcomes. Click any row to open the full incident record. If you have edit permissions, you can use the Add Incident button to log a new one. The list shows 10 at a time — click Load More to see older records.

Roadside Inspections

Shows DOT roadside inspections for this vehicle — inspection name, person involved, report number, date, state, level, and whether it was a pass or had violations. Click any row to open the full record, or use Add Inspection to record a new one. Like incidents, the list loads more results as needed.

Assigned Drivers

Shows all drivers assigned to this vehicle. You can filter the list by All, Active, or Inactive.

Each driver shows their name (click to open their Driver Record), status, and a toggle to switch them between active and inactive.

• Add New — Assign a driver by searching for their name
• Toggle — Switch a driver's assignment between active and inactive
• Remove — Deactivate the driver-vehicle relationship

Common Actions

1. Check vehicle compliance — Open Vehicle Files and verify that registration, inspection, and insurance documents are current.
2. Review open defects — Check the Open Defects section for anything that needs repair.
3. Log an incident — Go to Vehicle History, open Incidents, and click Add Incident.
4. Record a roadside inspection — Go to Vehicle History, open Roadside Inspections, and click Add Inspection.
5. Manage driver assignments — Open Assigned Drivers to add, toggle, or remove drivers.
6. Upload a document — Open any file section, click Add, fill in the details, and upload.