Vehicle Records

Overview

The Vehicle Records module is used for the comprehensive management of the company's vehicle fleet. It allows you to record all basic vehicle data, track important dates and expirations (Technical Inspection (STK), insurance, service, vignettes), manage service plans and records, and track damages and vehicle costs. The system automatically notifies you of upcoming expirations of important documents and deadlines via email notifications.

Key Features

• Record of basic vehicle data (License plate, VIN, type, drivers, manager)
• Dashboard with an overview of expiring dates and automatic notifications
• Management of service plans and records of completed services
• Recording of vehicle damages and accidents
• Tracking of vehicle operating costs with annual summaries
• Management of insurance, vignettes, fuel cards, and tires
• Generation of handover protocols for vehicle assignment to employees

Access and Settings

How to access the module

Navigation path: More → Vehicle Records

Module Settings

Settings path: Settings → Vehicle Records

The module settings contain three main sections:

1. Module Permissions

In this section, you assign access rights to the module for individual users. The system distinguishes between 7 levels of permissions:

Level	Permission Description
0	No access - user does not see the module
1	Sees vehicles where they are listed as the driver - view only
2	Sees vehicles as a driver and can edit them
3	Sees all vehicles, cannot edit
4	Sees all vehicles, can edit those where they are the driver
5	Sees everything, can edit everything and enter new ones
6	Sees and can do everything including deleting vehicles

2. General Settings

Here you set the basic behavior of the module:

• How many days in advance to monitor expiration: Number of days before expiration when the notification appears (default is 14 days)
• Show empty rows in "Action Required Soon": Whether to also show categories with no expiring items
• Whom to send expiration emails: Selection of notification recipients (manager/driver/both/none)
• Handover protocol type: Protocol format (Word/Excel)
• Show financing section: Toggle recording of leasing and loans on/off
• Financing - whom to send info about loan termination: Selection of a user for notification
• Use driver history: Toggle recording of vehicle assignment history on/off

3. Custom Fields

You can define up to 10 custom fields for your company's specific needs. For each field, you set:

• Name: Custom name for the field
• Type: Text, number, date, selection from a list, etc.
• Show in main table: Whether the field appears in the overview column

User Rights

Access to vehicles is controlled by a granular permission system. A user with lower permissions only sees vehicles where they are listed as the driver. The vehicle manager and users with higher permissions see and can edit all vehicles.

User Interface

Main Screen

After opening the module, the following is displayed:

1. Dashboard "Action Required Soon": A red panel at the top showing vehicles with upcoming expirations
2. Filter: A collapsible panel for filtering the vehicle list
3. Main Vehicle Table: An overview of all vehicles with configurable column display

Dashboard "Action Required Soon"

This panel displays an overview of vehicles for which important dates will soon expire or have already expired. Expired items are highlighted in red.

Monitored items:

• Fuel card - validity
• Third-party liability insurance
• Casco insurance
• Technical inspection (STK)
• Service by km or date
• First aid kit
• Lifting equipment inspection (trucks)
• Tachograph inspection (trucks)
• Vignettes
• Loan/leasing termination

Filters and Searching

The following filters are available:

• Active/Decommissioned: Filter by vehicle status (active, inactive, all)
• Insurance company: Selection by insurance company
• Driver: Selection by assigned driver
• Vehicle Manager: Selection by manager

In addition to filters, you can use the global search in the table using the search field in the top right corner.

Main Table

The table displays an overview of all vehicles with the following columns:

• ID, License Plate, Vehicle Type, Internal Designation, Name
• Available for reservation, Location, Ownership type
• VIN, Year of manufacture, Into service date, Active
• Towing/trailer, Green card number
• Drivers, Vehicle Manager
• Registration certificate numbers
• Fuel card information (number, validity, PIN)
• Inspections (lifting equipment, tachograph)
• Vignettes
• Insurance (insurance company, contract numbers, validity dates)
• STK until, Service until, First aid kit until
• Tire information
• Reflective vests, Radio PIN
• Financing (if enabled in settings)
• Custom fields (if defined)

Using the Show columns button, you can choose which columns you want to see. The system recommends hiding columns you do not use for a clearer view.

Basic Operations

Adding a New Vehicle

1. On the main module page, click the Add vehicle button (green button in the top right corner)
2. A dialog box will open with a form divided into several sections
3. Fill in the mandatory fields marked with an asterisk (*):
   • License Plate: The vehicle's registration number
   • Name: A user-friendly name (e.g., "Škoda Octavia - 2020")
4. Fill in other basic details:
   • Active: Check if the vehicle is in active operation (default is checked)
   • Vehicle Type: Passenger, Truck, or Machinery
   • Drivers: Assign one or more drivers (multiple can be selected using Ctrl)
   • Vehicle Manager: The person responsible for the vehicle who receives notifications
5. Fill in other sections of the form as needed
6. Click the Save button at the bottom of the dialog

Viewing Vehicle Details

1. In the main table, click on the License Plate or ID of the desired vehicle
2. The vehicle detail page will open, divided into 5 tabs:
   • General: Basic data, insurance, fuel card, tires, etc.
   • Vehicle Service: Service plan and completed services
   • Damages: Record of accidents and damage
   • Vehicle Costs: Overview of all costs
   • Notes/Changes: History of changes and notes
3. To return to the overview, click the Back link in the top left corner

Editing a Vehicle

1. Open the vehicle detail
2. Click the Edit button in the top right corner
3. Alternatively, you can edit directly from a specific section's detail by clicking the Edit button in that card
4. Make the desired changes
5. Click Save

Decommissioning a Vehicle

1. Open the vehicle detail
2. Click the Edit button
3. In the Basic Data section, uncheck the Active field
4. Save the changes
5. The vehicle will no longer appear in the overview of active vehicles

Deleting a Vehicle

1. Only a user with Level 6 permissions can delete a vehicle
2. Open the vehicle detail
3. Click the red Delete button in the top right corner
4. Confirm the deletion in the dialog box
5. Deleted vehicles can be viewed using the Deleted button on the main page

Advanced Functions

Service Plan

The service plan defines which tasks must be performed on the vehicle at certain intervals (kilometers or months).

Creating a Service Plan

1. Open the vehicle detail and go to the Vehicle Service tab
2. In the Service Plan section, click the Add/Edit button
3. Enter:
   • Km: Interval in kilometers (e.g., 15000)
   • Months: Time interval (e.g., 12)
   • Description: What needs to be serviced (e.g., "Oil and filter change")
4. You can attach files (e.g., service manual)
5. Click Save

Bulk Adding a Service Plan

If you want to set the same service plan for multiple vehicles at once:

1. On the main module page, click the Service Plan button
2. Select the vehicles you want to assign the plan to
3. Enter service parameters (km, months, description)
4. Click Save

Recording Completed Services

1. Open the vehicle detail, Vehicle Service tab
2. In the Service section, click the Add button
3. Fill in:
   • Date: When the service was performed
   • Description: What was performed
4. You can attach an invoice or service report
5. Click Save

Recording Damages

1. Open the vehicle detail, Damages tab
2. Click the Add button
3. Fill in:
   • Date: When the damage occurred
   • Event number: Number from the insurance company system
   • Resolved: Check once resolved
   • Note: Description of the damage and resolution process
4. Attach photos of the damage or an accident report
5. Click Save

Cost Tracking

1. Open the vehicle detail, Vehicle Costs tab
2. Click the Add button
3. Fill in:
   • Date: Payment date
   • Type: Cost category (fuel, service, insurance, etc.)
   • Amount: Cost amount
   • Description: Detailed description
4. You can attach an invoice
5. Click Save

The total sum of costs is displayed at the bottom of the table. Below the table, you will find an overview of costs by individual years.

Vignette Management

Manual Vignette Entry

1. Open the vehicle detail, General tab, Vignettes section
2. Click the Edit button in the top right corner of the section
3. For each country, enter:
   • Country: Selection from the country list
   • Valid from: Start of validity
   • Valid until: End of validity
   • For trucks additionally: Unit number and Issue date
4. Click Save

Importing Bulk Vignette Purchases (CZ only)

If you purchase vignettes in bulk via the EDAZ system:

1. On the main module page, click the Import bulk vignette purchase EDAZ....XLS button
2. Select the XLS file downloaded from the EDAZ system
3. The system automatically assigns vignettes to vehicles based on license plate
4. Check the assignments and confirm the import

Printing Vignette Labels (CZ only)

1. On the main module page, click the Print CZ Vignette Labels button
2. Select the vehicles you want to print labels for
3. The system generates a PDF with labels containing the license plate and vignette validity
4. Print the labels and place them in the vehicles

Handover Protocol

When handing over a vehicle to an employee, you can generate a handover protocol:

1. Open the vehicle detail
2. Click the Prepare Handover Protocol button
3. The system generates a document in Word or Excel format (depending on settings)
4. The document contains all important vehicle data, equipment, and condition
5. Print the protocol and have the employee sign it upon receiving the vehicle

Driver History

If the Driver History feature is enabled in settings, you can track who used the vehicle in the past:

1. Open the vehicle detail, General tab, Driver History section
2. To add a record, click the Add button
3. Fill in:
   • Date from: Start of use
   • Mileage: Odometer reading at handover
   • Date to: End of use
   • Mileage: Odometer reading at return
   • Driver - User: Selection of the employee
4. Click Save

Tire Management

For Passenger Vehicles

1. Open the vehicle detail, General tab, Tires section
2. Click the Edit button
3. Fill in details for winter, summer, and all-season tires:
   • Purchase (date): When the tires were purchased
   • Brand: Manufacturer and model
   • Dimension: Tire size (e.g., 205/55 R16)
4. In the Currently switched to field, select which type of tires is now on the vehicle
5. Record the Changeover Date
6. In the Tires stocked/condition note, you can specify where the tires are stored and their condition

For Trucks and Machinery

For trucks, you record tires by axle:

1. For each axle (1-4), enter:
   • Dimension
   • Manufacturer/type
   • Purchase date
   • Replacement date

Fuel Cards

You can record multiple fuel cards for one vehicle:

1. Open the vehicle detail, General tab, Fuel Card section
2. Click the Edit button
3. For each card, fill in:
   • Card type: Provider name (e.g., "OMV", "Shell")
   • Card number: The number printed on the card
   • Card valid until: Expiration date
   • PIN: PIN code (if exists)
4. Click Save

Financing (leasing/loan)

If the Financing section is enabled in settings, you can record loans and leases:

1. Open the vehicle detail, General tab, Financing section
2. Click the Edit button
3. Fill in:
   • Loan contract number
   • With company: Name of the bank or leasing company
   • Total amount: Financing amount
   • Loan termination date: When repayment ends
   • Installment day of month: Which day of the month the installment is paid
   • Installment amount: Monthly installment
   • Account number: Account for repayment
4. The system will notify the designated user before the contract ends

Email Notifications

The system automatically sends email notifications according to the settings:

• Notifications are sent a set number of days before expiration (default is 14 days)
• The vehicle manager and/or driver receive the email (depending on module settings)
• The email contains vehicle information (License plate, name), what is expiring, and when
• Notifications are sent automatically every day via a cron job

Data Export

1. In the main vehicle overview table, click the Excel button
2. The system will export the currently displayed data (including active filters)
3. The export contains all visible columns
4. The file will automatically download in XLSX format

Integration with Other Modules

Logbook

If you use the Logbook module, the system automatically links the data:

• Current mileage from the logbook is displayed in the vehicle detail
• When tracking service by km, the system compares the planned service with the current mileage
• In the vehicle detail, you can click the Logbook button to go directly to that vehicle's records

Vehicle Reservations

If integration with the Vehicle Reservations module is enabled:

• For each vehicle, you can set the Available for reservation field
• Only vehicles with this feature enabled will appear in the reservation system
• Employees can reserve vehicles via the reservation calendar

Troubleshooting

Frequently Asked Questions

Question: Why can't I see some vehicles in the list?

Solution: Check the following:

• Do you have the correct access rights? With Level 1 or 2 permissions, you only see vehicles where you are listed as the driver
• Is a filter active? Try clearing the filter using the Cancel button in the Filter section
• Is the vehicle decommissioned? Click the All button instead of Active Only

Question: I am not receiving email expiration notifications.

Solution:

• Check in Settings → Vehicle Records if email sending is enabled
• Verify that you are listed as the vehicle manager or driver
• Check that you have a correctly filled-in email in your user profile

Question: How do I change the columns displayed in the table?

Solution: Click the Show columns button above the table and check/uncheck the desired columns.

Question: Can I record more than one fuel card for a single vehicle?

Solution: Yes, when editing the vehicle in the Fuel Card section, you can add up to 5 different cards. Each has its own number, validity, and PIN.

Question: How does service tracking by km work?

Solution: If you use the Logbook module, the system automatically compares the current mileage with the set service limit. Once the actual state approaches the limit (within the set number of days in advance), the vehicle appears in the "Action Required Soon" dashboard.

Tips for Efficient Work

• Customize your table columns: Hide columns you don't use for a cleaner view
• Use handover protocols: Generate a protocol for documentation every time a vehicle is handed over
• Set vehicle managers: Assign a manager to each vehicle who will receive notifications
• Record costs regularly: Enter costs continuously to get an overview of operating expenses
• Use service plans: Set service plans according to manufacturer recommendations; the system will notify you in time
• Attach documents: Attach invoices and photos to services, damages, and costs
• Check the dashboard: Regularly check the "Action Required Soon" section to address expirations in time