Vehicle Register

Use the Vehicle Register module to keep a controlled list of vehicles and mobile plant, store their identifying and insurance details, track service history, and manage decommissioning or disposal when an asset leaves active use.

The current configuration also links each vehicle record to service entries, follow-up actions, related incidents, and supporting insurance documentation, so the register can act as both an asset list and an operational record.

What you can record

Each vehicle record can include:

• the vehicle Type
• Make and Model
• Serial No.
• Asset Number
• Registration Number
• Fleet Number
• Insurance Company and Policy Number
• whether a Competency license required?
• whether PPE required to operate?
• whether Pre-start / daily checks required?
• the location of Servicing, maintenance & repair records
• Specific requirements for testing, transport, cleaning, decommissioning and disposal
• linked Incidents
• linked Service History
• linked Associated Actions
• linked Associated Insurance Documentation
• decommissioning or disposal Comments

The main required fields in the base vehicle form are:

• Make
• Model
• Registration Number

Service history entries have their own required fields:

• Type
• Service Date
• Serviced By

Vehicle lifecycle

The active vehicle workflow uses these statuses:

• Draft: the vehicle record has been started but not yet submitted into active use
• In Use: the vehicle is active in the register and can continue to accumulate service history, linked actions, and other related records
• Decommissioned: the vehicle is no longer in active use but can still be reactivated or formally disposed
• Disposed: the vehicle has been disposed of, but the record remains available for history and traceability

The configured progression is:

1. Create the vehicle record and save it in Draft.
2. Submit it to move the record into In Use.
3. When the asset is taken out of service, use Decommission.
4. From Decommissioned, either Reactivate the record or Dispose it.
5. A vehicle in In Use can also be disposed of directly if needed.

Creating a vehicle record

To create a new vehicle record:

1. Open the Vehicle Register module.
2. Create a new record.
3. Enter the core identification details such as Type, Make, Model, and Registration Number.
4. Add any extra reference details that apply, such as Serial No., Asset Number, Fleet Number, and insurance details.
5. Set the operational requirements, including whether a competency license, PPE, or pre-start checks are required.
6. Add any servicing location notes or special handling requirements that should stay with the asset record.
7. Submit the record so it moves from Draft to In Use.

Service history and reminders

The Service History section uses Log New to create linked service records for the vehicle.

Each service record can capture:

• the Accountable Person
• the linked Vehicle Details
• the service Type
• the Service Date
• who it was Serviced By
• the Next Service Date
• Costs
• free-text Details

Accountable Person defaults to the current user when a service entry is created.

The current configuration also includes an email reminder for service records. When a completed service entry reaches its Next Service Date, the system can send a Vehicle service is due notification to the accountable person recorded on that service.

Linked records

The module is configured to connect vehicle records with other parts of the system:

• Linked Incidents provides visibility of incident records that point back to the vehicle
• Associated Actions lets teams create or link follow-up work from the vehicle context
• Associated Insurance Documentation links supporting documents stored in the Documents module
• Service History keeps recurring maintenance entries attached to the relevant vehicle

This helps the register act as a central reference point instead of leaving maintenance, incident, and document history scattered across separate modules.

Decommissioning and disposal

When a vehicle is no longer active, use the decommissioning and disposal part of the form to capture supporting comments and move the record through the correct status.

This makes it easier to distinguish:

• vehicles that are still operating
• vehicles that are temporarily or permanently out of service
• vehicles that have already been disposed of but must remain in the register for audit history

Lists and visibility

The main vehicle list is configured to surface key identifying fields such as:

• Registration Number
• Model
• Make
• Site
• Asset Number
• Fleet Number
• attachments

Service records also have their own list configuration, with fields such as:

• Type
• Service Date
• Next Service Date
• workflow status
• document number
• attachments

Tips for maintaining a useful register

• Use Registration Number consistently because it is the main search and list identifier in the current configuration.
• Record the operational requirements on the vehicle itself so users can quickly see whether licences, PPE, or pre-start checks apply.
• Use Service History rather than writing maintenance notes only in free text, so upcoming service dates and reminders can be tracked properly.
• Link related incidents and actions when a vehicle issue triggers investigation or follow-up work in another module.
• Use Decommissioned when the asset is out of use but may return, and Disposed when it has permanently left the register.