Managing vehicles in Back Office
Use the Vehicles section in Back Office to maintain a list of the vehicles your team uses, including company-owned vehicles and privately provided vehicles.
Keeping this list accurate helps connect vehicle use with the right person and supports mileage and commute reporting.
What information is stored for each vehicle?
Each vehicle record includes the following information:
Name: A recognizable name for the vehicle.
License plate: The vehicle registration plate.
Vehicle type: Whether the vehicle is company-owned or private.
Assigned to: The team member associated with the vehicle, where applicable.
Solid assign: Whether the vehicle is permanently assigned to a specific person.
How to add a vehicle
In Back Office, open Vehicles under My Company and select “Add a vehicle”. Enter the vehicle details:
Enter a clear vehicle name.
Enter the license plate.
Choose whether the vehicle is company-owned or private.
Assign the vehicle to a team member if needed.
Enable Solid assign only if this vehicle is always driven by that person.
Save the record using the available form controls. The vehicle will then appear in the Vehicles list, where you can review its details and assignment.
Assigning a vehicle to a team member
Use the Assigned to field to associate a vehicle with the person who normally uses it. This can help keep vehicle information organized, especially when your team uses several vehicles.
A normal assignment does not necessarily mean the person will use that vehicle every day. When the mobile app asks a technician to select a vehicle at the start of the working day, they should select the vehicle they are actually using that day. This matters when vehicles are shared, swapped, or temporarily unavailable.
What does Solid assign mean?
Solid assign means the person always drives that vehicle. When Solid assign is enabled, the vehicle is prefilled for that person when they clock in for the day.
Use this setting only when the vehicle is consistently assigned to that person. If vehicles are shared or regularly exchanged, do not treat a usual assignment as proof of which vehicle was used on a particular day.
Editing or removing a vehicle
Use the pencil icon in the Actions column to edit a vehicle record. Use the trash icon to remove a vehicle if it is no longer needed. Check the details carefully before making changes so that the vehicle list remains accurate.
How vehicle records support mileage reporting
Vehicle information is used alongside the data collected when technicians clock in and clock out. Technicians are asked to select the vehicle they are using for the day, helping match the day’s vehicle-related information to the correct vehicle and person. Managers can review vehicle use in the Mileage and Commute report.
Practical tips
Use clear vehicle names so team members and managers can identify each vehicle quickly.
Keep license plates, ownership type, and assignments up to date.
Enable Solid assign only for a vehicle that is always driven by the assigned person.
Remind technicians to select the vehicle they are actually using when starting their day, even if it differs from their usual assignment.
If a vehicle is missing from the list or an assignment is incorrect, ask the person responsible for vehicle management to update the Vehicles section.