Vehicle Management

The Inventory module in RouteBot helps you manage your fleet of vehicles. Track vehicle details, maintenance, and keep comprehensive records.

Inventory Module Overview

The Inventory section contains multiple tabs for complete fleet management:

Tab Description
Vehicle Information Vehicle records and specifications
Driver Information Driver documentation and certifications
Attendant Staff Attendant/assistant personnel records
Stock Management Parts and supplies inventory
All Stock Movements History of all stock transactions
Accidents Accident and incident records
Maintenance Vehicle repair and service records
Third Party External service provider records
Fuel Payments Fuel purchase tracking
Reports Fleet reports and analytics

Accessing Vehicle Management

  1. Click Inventory in the main navigation
  2. Select the Vehicle Information tab
  3. View all vehicles in your fleet

What is a Vehicle Record?

A Vehicle record in RouteBot tracks:

  • Vehicle identification (plate, make, model)
  • Vehicle specifications
  • Documentation and expiration dates
  • Assignment to routes/services
  • Maintenance history

Adding a New Vehicle

To add a vehicle to your inventory:

  1. Click Create New Vehicle
  2. Fill in the vehicle details

Basic Information

Field Description Required
License Plate The vehicle's registration plate Yes
Make/Brand Vehicle manufacturer No
Model Vehicle model name No
Year Manufacturing year No
Capacity Passenger capacity No

Vehicle Details

Field Description
VIN Vehicle Identification Number
Color Vehicle color
Fuel Type Gasoline, Diesel, Electric, etc.
Mileage Current odometer reading

Documentation

Track important documents and their expiration:

  • Registration expiration
  • Insurance expiration
  • Inspection due date
  • Other certifications

Saving

Click Create to add the vehicle.

Viewing Vehicle Details

Click on any vehicle to see:

  • Complete vehicle information
  • Current assignments
  • Maintenance history
  • Document status

Editing a Vehicle

  1. Open the vehicle record
  2. Update the necessary fields
  3. Click Update to save changes

Deleting a Vehicle

  1. Open the vehicle record
  2. Click Delete
  3. Confirm the deletion

Note: Consider making vehicles inactive rather than deleting if you need to keep historical records.

Vehicle Assignment

Vehicles can be assigned to:

  • Specific routes
  • Specific drivers
  • Services

Assigning to Routes

  1. Open a vehicle route
  2. Enter the plate number
  3. The vehicle is now associated with that route

Driver Assignment

Drivers may have default vehicles:

  1. Open the driver record
  2. Enter their usual plate number
  3. This is for reference purposes

Document Tracking

Keep track of important deadlines:

Expiration Alerts

RouteBot can alert you when:

  • Registration is expiring
  • Insurance needs renewal
  • Inspections are due

Updating Documents

  1. Open the vehicle record
  2. Update expiration dates when documents are renewed
  3. Keep records current

Fleet Overview

The vehicle list provides:

  • All vehicles at a glance
  • Quick status indicators
  • Filtering and sorting options

Filtering Vehicles

Filter by:

  • Active/Inactive status
  • Vehicle type
  • Assignment status

Sorting

Sort vehicles by:

  • License plate
  • Make/Model
  • Capacity
  • Date added

Best Practices

Complete Records

  • Fill in all available information
  • Keep records updated
  • Track mileage regularly

Document Management

  • Update expiration dates promptly
  • Review upcoming expirations weekly
  • Renew documents before they expire

Regular Review

  • Review fleet periodically
  • Update vehicle status as needed
  • Remove or archive retired vehicles

Maintenance Tracking

Link to maintenance records:

  • Log maintenance events
  • Track repair history
  • Monitor vehicle condition

See Maintenance & Fuel for more details.

Common Issues

"Can't find the vehicle"

  • Check the plate number spelling
  • Look in inactive vehicles
  • Verify your access permissions

"Vehicle appears on wrong route"

  • Open the route
  • Update the plate field
  • Save the route changes

"Document dates not updating"

  • Open the vehicle record
  • Manually update the dates
  • Save the changes

Next Steps:

Last updated: March 23, 2026