Overview
The Vehicles module manages your fleet of service vehicles. Each vehicle can be assigned to technicians, tracked for maintenance, and configured as a mobile warehouse for parts inventory.Service vehicles are critical assets. Proper tracking ensures technicians have reliable transportation and mobile parts inventory to complete jobs efficiently.
When to Use Vehicles
Manage vehicles for:- Fleet Tracking - Maintaining records of all service vehicles
- Technician Assignment - Assigning vehicles to technicians
- Mobile Inventory - Tracking parts stored in vehicles
- Maintenance Scheduling - Planning vehicle service and inspections
- Cost Tracking - Monitoring vehicle-related expenses
Vehicle Information
Each vehicle record includes:| Field | Description |
|---|---|
| Vehicle Name | Descriptive name for the vehicle |
| License Plate | Registration/license plate number |
| VIN | Vehicle identification number |
| Make/Model | Vehicle manufacturer and model |
| Year | Model year |
| Type | Vehicle type (Van, Truck, Car, etc.) |
| Assigned Technician | Technician currently using the vehicle |
| Branch | Service branch the vehicle belongs to |
| Status | Active, Inactive, In Maintenance |
Vehicle Types
| Type | Description | Typical Use |
|---|---|---|
| Van | Cargo van | Standard service calls with parts |
| Truck | Service truck | Heavy equipment, installations |
| Car | Passenger vehicle | Inspections, estimates |
| Specialty | Bucket truck, crane, etc. | Specialized equipment work |
Creating Vehicle Records
Setting Up Mobile Inventory
To track parts in vehicles:- Create the vehicle record
- Create a warehouse with type “Vehicle”
- Link warehouse to vehicle
- Configure par levels for common parts
- Stock initial inventory
When a technician uses parts from their vehicle, inventory automatically deducts from the vehicle warehouse if properly configured.
Vehicle Assignment
Assigning Vehicles to Technicians
| Assignment Type | Description |
|---|---|
| Permanent | Vehicle assigned to one technician full-time |
| Shared | Multiple technicians share the vehicle |
| Pool | Vehicle available for anyone to use as needed |
| Temporary | Short-term assignment while regular vehicle is unavailable |
Managing Assignments
Vehicle Maintenance
Tracking Maintenance
Keep vehicles in service with:- Scheduled Maintenance - Oil changes, inspections, tire rotations
- Repair Records - Documentation of repairs performed
- Mileage Tracking - Odometer readings for maintenance triggers
- Inspection Records - Safety and regulatory inspections
Maintenance Statuses
| Status | Description | Actions |
|---|---|---|
| Active | Vehicle in regular service | Available for assignment |
| In Maintenance | Currently being serviced | Not available for use |
| Out of Service | Not usable due to issues | Needs repair |
| Retired | No longer in fleet | Archive only |
Fleet Management
Fleet Reporting
Monitor fleet performance:- Utilization - How often vehicles are in use
- Maintenance Costs - Spending on repairs and service
- Fuel Costs - Fuel consumption tracking
- Mileage - Distance traveled by vehicle/technician
- Age Analysis - Fleet age and replacement planning
Best Practices
Regular Inspections
Regular Inspections
Require technicians to perform daily pre-trip inspections. Document any issues immediately.
Preventive Maintenance
Preventive Maintenance
Follow manufacturer maintenance schedules. Preventive maintenance prevents costly breakdowns.
Clean Vehicles
Clean Vehicles
Maintain clean, professional vehicles. They represent your company to customers.
Track Everything
Track Everything
Record all maintenance, repairs, and costs. This data helps with replacement decisions.
Safety First
Safety First
Never skip safety-related maintenance. Vehicle safety affects employees and the public.
Plan Replacements
Plan Replacements
Budget for vehicle replacements based on age, mileage, and condition data.
Common Questions
Can one vehicle be assigned to multiple technicians?
Can one vehicle be assigned to multiple technicians?
Yes, for shared or pool vehicles. The current user can be updated as assignments change. Track who had the vehicle when for accountability.
How do I handle vehicle breakdowns?
How do I handle vehicle breakdowns?
Change status to “Out of Service” and document the issue. Reassign the technician to another vehicle or temporarily suspend their schedule.
Can I track GPS locations?
Can I track GPS locations?
Fentu can integrate with GPS/telematics systems. Vehicle location data can be imported for dispatch optimization and customer notifications.
What happens to inventory when a vehicle is retired?
What happens to inventory when a vehicle is retired?
Transfer all inventory to another location before retiring the vehicle. The system prevents retirement with inventory remaining.
How do I manage leased vehicles?
How do I manage leased vehicles?
Manage leased vehicles the same as owned vehicles. You can add custom fields for lease information like lease end date and payment details.
Can technicians update their own vehicle records?
Can technicians update their own vehicle records?
Permissions control what technicians can update. Typically they can record mileage and report issues, but not change assignments.
Related Documentation
Warehouses
Storage locations including vehicles
Technicians
Technician management
Tools
Tool tracking and assignment
Part Inventory
Mobile inventory management