Manage vehicles
Add the buses, minibuses, and cars in your fleet, and keep track of their running costs.
A vehicle is any bus, minibus, or car your school uses for transport. You register each vehicle once, and it then becomes available to assign to routes and trips. The fleet is also where you keep a running record of each vehicle's costs — fuel, maintenance, insurance, and inspections.
Who this is for
Administrators and transport coordinators managing the school fleet.
Before you start
- The Transport module must be enabled.
- Have each vehicle's details handy: registration (plate) number, make and model, and seat count.
Add a vehicle
Open the fleet
Go to Transport and open the Vehicles (Fleet) list, then click Add vehicle.
Fill in the vehicle details
Complete the fields below, then save.
| Field | Required | Notes |
|---|---|---|
| Type | Yes | The kind of vehicle, e.g. Bus, Minibus, or Car. |
| Brand | No | The manufacturer, e.g. Mercedes, Toyota. |
| Model | No | The model name. |
| Registration number | Yes | The license-plate number that identifies the vehicle. |
| Fuel type | No | The kind of fuel the vehicle runs on. |
| Seats | Yes | How many passengers the vehicle holds. Used as a capacity reference. |
| Initial mileage | No | The odometer reading when you start tracking the vehicle. |
| Current mileage | No | The latest odometer reading. |
| Active | — | Leave on for vehicles in service. Turn off to retire a vehicle without deleting it. |
Repeat for every vehicle
Add each bus and car in your fleet. They become available to pick when you build routes and when trips are created.
Track a vehicle's costs
Open a vehicle to see tabs for the running costs you can log against it:
| Cost record | What it tracks |
|---|---|
| Fuel | Each refuel and its cost. |
| Maintenance | Service and repair records. |
| Insurance | Insurance policies and their expiry dates. |
| Vignette | Road tax / vignette and its renewal. |
| Technical inspection | Roadworthiness inspections and when they expire. |
Tip
Recording insurance, vignette, and inspection dates lets the school be reminded before a vehicle's documents expire, so a bus is never on the road without valid papers.
Retire a vehicle
To take a vehicle out of service, edit it and turn Active off. The vehicle stays in your records and on past trips, but it no longer appears when you assign vehicles to new routes or trips. This is safer than deleting, which would remove its cost history.
Common use cases
- New bus arrives — add it to the fleet so it can be assigned to a route.
- Bus sold or scrapped — turn it inactive to keep its history but hide it from new assignments.
- Cost reporting — log every refuel and service so you can see what each vehicle costs to run.