What the vehicle card fields mean
The card fields serve three purposes, and they shouldn't be confused.
| Purpose | Fields | What it affects |
|---|---|---|
| Identification | name, code, type, class, color, VIN | How the vehicle is shown in lists, filters, and documents |
| Equipment | ABS, climate control, audio system, CD | Doesn't affect anything automatically; reference information for matching |
| Telematics | “Tracker IMEI”, beacon phone, PIN | Data for connecting the beacon and using telematics |
Tip
The code appears in dropdown labels next to the name — a short, meaningful code saves time when searching bookings.
Card tabs
| Tab | What it covers |
|---|---|
| “Bookings” | Rentals of this vehicle |
| “Prices” | Base and seasonal rates |
| “Service” | Schedules and reminders |
| “Files” | Documents and photos |
| “Analytics” | Income, expenses, occupancy |
Files in the card, including photos and documents, are limited to 50 MB per file.
Tip
If the vehicle's prices aren't filled in yet, the card opens straight on the prices tab — without them the vehicle can't work.
Selling a vehicle
Selling isn't deleting. It deactivates the vehicle, creates a payment for the sale amount, and passes it to analytics.
Important
A sold vehicle stays in the system with its whole history. This is correct: its past rentals contributed to revenue, and erasing them would distort past periods.
How to take a vehicle out of service
Three actions solve different problems and are usually needed together:
- Set the state to warn the operator. The state alone does not guarantee that the vehicle is excluded from availability searches for a period.
- Create a technical booking for the duration of the work — it blocks the calendar.
- Deactivate the vehicle in the card if it's being taken out for a long time.
Important
Only the third step reliably blocks handovers. The state and the technical booking don't prohibit booking a rental — the state doesn't prohibit it at all, and a rental for the occupied time can still be booked manually.
Staff with the “Employee”, “Manager”, “Branch manager”, and “Main Administrator” roles can activate and deactivate a vehicle. When a minimum billing period applies, activating the vehicle shows a warning with the date through which it will be billed, even if it is deactivated earlier. The period is 30 days after activation.
Who sees the vehicle's analytics
The “Analytics” tab is available to the “Branch manager”, “Main Administrator”, and “Guest” roles. Users with the “Partner” role can see analytics for vehicles linked to them if the setting for viewing booking cards is enabled. Other roles see the “Expenses” tab.