Setting up your vehicle records
Your fleet register — each vehicle with its details, custom fields, statuses and current driver.
Rufineous Emmanuel
Last Update a day ago
Fleet is your vehicle register — "the vehicle record carries the compliance register, checks, defects and inspection cycles." (Trailers and plant live under Assets instead.)
Adding a vehicle
Add vehicle captures:
- Registration (required and unique), Fleet no. / name (e.g. Tipper 3, Depot 7 van).
- Category — Car, Motorcycle, Van / LCV, HGV, Bus / Coach or Other.
- Make, Model, Year, Fuel / energy, VIN.
- Ownership — Owned or Hired — plus any custom fields.
Custom fields, statuses and views
- Fields — add typed columns (text, number, date, dropdown, checkbox, file, link), the same engine as Jobs.
- Vehicle statuses — four built-ins drive the off-road safety automation: In service, Pending off-road, Off-road, Archived. Rename and recolour them, and add your own (its phase controls how it counts).
- Views — filter, group (by Category or Status), search vehicles, and Save view.
The table shows Registration, Fleet no., Category, Make/model, Driver, Status, Defects, Next due and Compliance.
Drivers
Open a vehicle and Change the driver to assign someone; Maliru keeps the current-driver history. The Field driver flag on a user (set in Users) marks who should drive — treat it as a label: the picker lists all active users, so the flag is guidance, not a hard restriction.
Importing your fleet
Import brings vehicles in from Excel or CSV — map the Registration column, and Maliru handles the rest (up to 2,000 rows). Vehicles already in the fleet are skipped with a note rather than duplicated. You'll see "Imported {n} vehicles."
Tip: get Registration right on import — it's the unique key, so a typo creates a second record rather than updating the one you meant. Everything else can be tidied later.