Vehicle Records

Overview

The Vehicle Records module (evoz, VehiclesRecords) serves as a central registry for company vehicles and all associated data. It allows you to manage basic technical information, insurance, vehicle inspections (MOT), service records, motorway vignettes and operating costs. The system automatically notifies the responsible persons about approaching expiration dates for insurance, vehicle inspections, service deadlines and other important time limits.

Key features of the Vehicle Records module

Records of basic vehicle data (registration plate, VIN, type, owner, drivers)
Management of insurance (third-party liability, comprehensive insurance) and vehicle inspections (MOT)
Service records and service plans based on kilometres or months
Records of damages and accidents with attachments
Vehicle cost records with annual overview
Driver history (who used the vehicle and in which period)
Handover protocols for vehicle transfers
Motorway vignettes and toll charges (including bulk import for the Czech Republic)
Vehicle reservations with calendar and approval process
Automatic e-mail notifications about approaching expiration dates

Access and Settings

How to access the Vehicle Records module

Navigation path to the Vehicle Records module: Main menu → Vehicle Records

The Vehicle Reservations module is accessible via Main menu → Vehicle Reservations. Both modules are interconnected and share vehicle data.

Vehicle Records module settings

Configuration and access rights for the Vehicle Records module are available via Settings → Vehicle Records. The settings are divided into three tabs: Module Rights, General Settings and Custom Fields.

General Settings for Vehicle Records

Number of days in advance to display warnings: Setting for how many days before expiration a warning is shown in the "Needs attention soon" section (default value is 14 days)
Show vehicles without entered deadlines: Whether to also display vehicles for which deadlines have not been filled in
Send expiration information by e-mail: Selection of who the system sends notifications to – administrator and drivers, administrator only, drivers only, or nobody
Handover protocol type: Output format (Word or Excel)
Show financing section: Enable the section with loan or leasing information for the vehicle
Show driver history: Enable the tab with records of who used the vehicle in which period
Special driver right: If enabled, a user with the "Sees vehicles where listed as driver" right sees only basic info, motorway vignettes, insurance, fuel card, safety vests and tyres

Custom Fields for Vehicle Records

In the Custom Fields tab you can define up to 11 custom columns for recording specific vehicle information. For each column you can set the name, type (text, number, date, list), whether it is mandatory and whether it is displayed in the main table.

User rights and access permissions for Vehicle Records

Permissions for the Vehicle Records module are configured in Settings → Vehicle Records → Module Rights. Each user can be assigned one of the following permissions:

Permission	Description
No access	The user has no access to the Vehicle Records module
Sees vehicles where listed as driver	View own vehicles (where assigned as driver), without editing
Sees vehicles where listed as driver and can edit them	View and edit vehicles where assigned as driver
Sees all vehicles, cannot edit	View all vehicles without editing
Sees all vehicles, can edit those where listed as driver	View all vehicles, edit only own
Sees all, can edit all and add new	Full access to all vehicles including adding new ones
Sees and can do everything, including delete	Administrator access including vehicle deletion

Vehicle Reservations module settings

Configuration of Vehicle Reservations is available via Settings → Vehicle Reservations. The settings include access rights, general parameters and colour coding of vehicles in the calendar.

Vehicle reservations including time: By default, vehicles are reserved for the whole day. Enabling this option allows choosing a time for each reservation
Pre-fill date: Whether the reservation form is pre-filled with today's or tomorrow's date
Pre-fill time: Default time for new reservations
Minimum reservation length in minutes: The shortest possible reservation time interval
Allow cancellation of reservation by requester: Whether the requester can cancel an already approved reservation
Note on approval/rejection: Whether the approver must enter a note when approving or rejecting a reservation

Vehicle Reservations permissions

Permission	Description
No access	The user has no access to vehicle reservations
Read reservations and reserve selected vehicles	The user can read reservations and reserve specific vehicles (vehicle selection is configured separately)
Reserve any available vehicle	The user can reserve any vehicle marked as "can be reserved"
Approves and deletes reservations for selected vehicles	Approver for specific vehicles (vehicle selection is configured separately)
Approves and deletes any vehicle reservations	Approver for all vehicles
Edit any reservations	Full access to editing all reservations
Reserve on behalf of someone else	Additional right – ability to create a reservation for another employee

Vehicle Records Module User Interface

Vehicle Records main screen

The main screen of the Vehicle Records module consists of three main sections. At the top there is the Needs attention soon panel (red frame), which displays vehicles with approaching expiration dates. In the middle there is the filter panel. At the bottom there is the main table with the list of all vehicles.

Panel of approaching deadlines

In the Vehicle Records module, the Needs attention soon panel displays vehicles whose deadlines expire within the configured number of days (14 days by default). The monitored deadlines include:

Fuel card expiring
Third-party liability insurance expiring
Comprehensive insurance expiring
Vehicle inspection (MOT) expiring
Service expiring (by date or kilometres – the system also checks the logbook and GPS data)
First aid kit expiring
Lifting equipment inspection expiring (trucks)
Tachograph inspection expiring
Motorway vignette expiring
Loan / leasing expiring (if financing section is enabled)

Tip: Expiration information is also automatically sent by e-mail the configured number of days before expiration (to the administrator, drivers or both).

Panel of already expired deadlines

Below the approaching deadlines panel, the Expired panel is displayed with the same categories. Using the All / Expired less than 90 days ago toggle you can limit the displayed range. Additionally, the Unresolved damages section is displayed for vehicles with open damage or accident records.

Filters and search in Vehicle Records

The filter panel (yellow frame) in the Vehicle Records module allows you to filter the vehicle list by:

Active (decommissioned): Show only active vehicles, only inactive (decommissioned) ones, or all
Insurance company: Filter by vehicle insurance company
Driver: Filter by assigned driver
Vehicle administrator: Filter by vehicle administrator

In addition to the filters, you can use DataTables text search in the main table. Use the Show columns button to select the columns you want to see – we recommend selecting only the relevant columns for better clarity.

Main vehicle table

The table in the Vehicle Records module displays vehicles with optional columns: Registration plate, Vehicle type, Internal designation, Name, Can be reserved, Location, Ownership type, VIN, Year of manufacture, In service since, Active, Towing/trailer, Green card number, Drivers, Vehicle administrator, Small registration certificate number, Large registration certificate number, fuel card, insurance details, vehicle inspection, service, first aid kit, tyres, safety vests, radio PIN, motorway vignettes and custom fields.

Tip: Use the Excel button to export the entire table to Excel.

Basic Operations in Vehicle Records

Procedure: Adding a new vehicle

In the Vehicle Records module, click the Add vehicle button (green button in the upper right corner of the main table). The New vehicle registration form will open.

Click Add vehicle
Fill in the mandatory fields marked with an asterisk (*):
- Registration plate: Vehicle registration plate number
- Name: Name or description of the vehicle (e.g. Skoda Octavia)
Fill in optional basic fields:
- Active: Whether the vehicle is in service
- Can be reserved: Whether the vehicle can be reserved (displayed only if the Vehicle Reservations module is enabled)
- Vehicle type: Passenger, truck or machine – trucks and machines have extended input options
- Fuel type: Type of fuel
- Average consumption: Average fuel consumption
- Tank capacity: Tank volume in litres
- Towing/trailer: Whether the vehicle is a towing or trailer vehicle
- Location: Parking location or garage
- Ownership type: Own, leasing, rental, etc.
- Internal designation: Custom designation for company purposes
- VIN: Vehicle identification number
- Year of manufacture: Year of vehicle manufacture
- In service since: Date of putting into service
- Drivers: Assignment of one or more drivers (selection from users with module access)
- Vehicle administrator: Person responsible for the vehicle – receives e-mail notifications
- Small registration certificate number: Registration certificate number
- Large registration certificate number: Large registration certificate number
- Vehicle inspection until: Validity date of the technical inspection
- Service until (km/MTH): Kilometre or hour limit for service
- Service until date: Date limit for service
- First aid kit valid until: Expiry date of the first aid kit
- Radio PIN: Car radio PIN code
For trucks, fill in the Inspections section:
- Lifting inspection until: Date of lifting equipment inspection
- Tachograph inspection until: Date of tachograph inspection
Click Save

Procedure: Editing an existing vehicle

In the Vehicle Records module, click the Edit button in the row of the respective vehicle in the table, or open the vehicle detail and click Edit. The edit form is identical to the form for adding a new vehicle.

In the table, click the Edit icon for the given vehicle, or open the vehicle detail
Modify the desired data
Click Save

Procedure: Deleting a vehicle

In the Vehicle Records module, only a user with administrator permissions can delete a vehicle. Deleted vehicles are accessible via the Deleted button (red button in the main table).

In the table, click the Delete icon for the given vehicle
Confirm the deletion in the dialogue window

Vehicle Detail in Vehicle Records

Tabs in vehicle detail

The vehicle detail in the Vehicle Records module is divided into tabs containing different information sections. Available tabs depend on the module settings:

Basic: Technical data, insurance, vehicle inspection, fuel card, tyres, vests
Service records: History of service operations with attachments
Service plan: Planned service operations based on km or months
Damages: Records of traffic accidents and damages
Costs: Vehicle operating costs (fuel, repairs, insurance premiums, etc.)
Driver history: Who used the vehicle in which period and with what km status (if enabled in settings)
Handover protocols: Documents about vehicle handover to employees
Attachments: Documents attached to the vehicle
Motorway vignettes: Records of motorway vignettes and toll units

Advanced Features of Vehicle Records

Procedure: Adding a service record

In the Vehicle Records module, in the vehicle detail on the Service records tab, click the Add service record button. Service records document completed service operations with date and description.

Open the vehicle detail and go to the Service records tab
Click Add service record
Fill in the form:
- Date: Date the service was performed
- Service: Description of performed operations (text field)
- Attachments: Attach invoices or service reports (drag & drop or file selection)
Click Save

Procedure: Setting up a service plan for a vehicle

In the Vehicle Records module you can set up a plan of regular service operations for a specific vehicle. The service plan allows you to define what operations should be performed depending on the kilometres driven (or MTH for machines) or after a specified number of months has elapsed.

Open the vehicle detail and go to the Service plan tab
Click Add/Edit service plan
For each service operation fill in:
- Km or MTH: Interval in kilometres or engine hours
- Months: Interval in months
- Description: Description of the service operation
- Attachment: Optional document (technical sheet, etc.)
Click Save

Tip: Bulk service plan setup for multiple vehicles at once is available via the Service plan button directly in the main vehicle table.

Procedure: Recording a damage or accident

In the Vehicle Records module, in the vehicle detail on the Damages tab, click the Add damage button. Unresolved damages are also visible on the module's main page in the "Unresolved damages" section.

Open the vehicle detail and go to the Damages tab
Click Add damage
Fill in the form:
- Date: Date of the event (mandatory)
- Event number: Reference number of the insurance event or damage report
- Resolved: Check if the damage has already been resolved
- Note: Description of the progress and resolution status
- Attachments: Photos of the damage, reports, insurance contracts, etc.
Click Save

Procedure: Recording vehicle costs

In the Vehicle Records module, in the vehicle detail on the Costs tab, click the Add cost button. Costs are recorded with type and amount and attachments (invoices, receipts) can be added.

Open the vehicle detail and go to the Costs tab
Click Add cost
Fill in the form:
- Date: Date of the cost (mandatory)
- Type: Cost type – you can select an existing one or enter a new one (fuel, insurance, repair, etc.)
- Amount: Cost amount (mandatory)
- Description: Optional cost description
- Attachments: Invoices or receipts
Click Save

Vehicle costs overview

In the Vehicle Records module a summary cost overview is available via the Vehicle costs button in the main table. The table displays total costs for each vehicle broken down by year and a grand total. The data can be exported to Excel or printed.

Procedure: Adding a driver history record

In the Vehicle Records module, in the vehicle detail on the Driver history tab, you can record who used the vehicle in a given period. This tab is available only if the "Show driver history" feature is enabled in the module settings.

Open the vehicle detail and go to the Driver history tab
Click Add record
Fill in the form:
- Date from: Start of the usage period
- Odometer reading 1: Odometer reading at the start of the period
- Date to: End of the usage period
- Odometer reading 2: Odometer reading at the end of the period
- Driver – user: Selection of the employee (users with module access are displayed)
Click Save

Procedure: Creating a handover protocol

In the Vehicle Records module you can generate a handover protocol when transferring a vehicle to an employee. The protocol is available in the vehicle detail on the Handover protocols tab. The output format (Word or Excel) is configured in the general module settings.

Open the vehicle detail and go to the Handover protocols tab
Click Create handover protocol
Fill in the form:
- User: Employee to whom the vehicle is being handed over (mandatory)
- Odometer reading (km): Current kilometre reading at handover
- Equipment: List of vehicle equipment at handover
- Handover: Notes on the handover
- Handed over by – name: Name of the person handing over the vehicle (mandatory, pre-filled with the logged-in user)
Click Create handover protocol – the document will open for printing or downloading

Procedure: Importing motorway vignettes from an EDAZ file

In the Vehicle Records module (Czech Republic only) you can bulk import motorway vignettes from an EDAZ electronic statement in XLSX format. The Import bulk purchase of motorway vignettes EDAZ....XLS button is displayed at the bottom of the main vehicle table.

In the main vehicle table click Import bulk purchase of motorway vignettes EDAZ....XLS
Select the EDAZ file in XLSX format
Click Save
The system will automatically assign the motorway vignettes to vehicles based on registration plates

Printing motorway vignette labels

In the Vehicle Records module (Czech Republic only) you can print labels for motorway vignettes. The Print motorway vignette labels CZ button is available in the main vehicle table. It displays an overview of motorway vignettes for label printing.

Vehicle Reservations

Vehicle Reservations module overview

The Vehicle Reservations module (evoz_rezervace) allows employees to request a reservation of a company vehicle for a specific date. Requests can be automatically approved or require the consent of an approver. Reservations are displayed in a clear calendar view.

Viewing vehicle reservations

In the Vehicle Reservations module there are three display modes:

Requests: Table overview of all reservations with status (pending, approved, rejected)
Monthly overview: Interactive FullCalendar calendar with colour-coded vehicles
Annual overview: Overview for the entire year (available only if time-based reservations are not used)

Procedure: Creating a vehicle reservation request

In the Vehicle Reservations module click the Add request button or click on a date in the calendar. A reservation request can also be created on behalf of another employee if you have the appropriate permissions.

In the Vehicle Reservations module click Add request or click on a date in the calendar
Fill in the Reservation request form:
- Employee: Selection of the requester (when reserving on behalf of another person)
- Vehicle: Selection of a vehicle from the list of available vehicles
- From (date): Reservation start date
- To (date): Reservation end date
- Time from / to: Reservation time (displayed only if time-based reservations are enabled)
- Trip type: Type of business trip
- Destination: Destination or place
Optionally set Recurrence: Daily, weekly, monthly or annual recurrence with an end date
The system automatically checks whether the vehicle is available for the given dates – it shows a warning if already reserved
Click Save

Note: If the vehicle is not available for the requested dates, the Save button is disabled and an error message is displayed.

Filters in vehicle reservations overview

In the Vehicle Reservations module, on the Requests tab, you can filter records by:

Vehicle: Filter by specific vehicle
Requests: Show all, only pending, only approved or only rejected reservations
Requester: Filter by the employee who submitted the request

Procedure: Approving or rejecting a vehicle reservation

In the Vehicle Reservations module, an approver can approve or reject individual reservation requests. To approve, you need the "Approves and deletes reservations for selected vehicles" permission or higher.

On the Requests tab find the pending request
Click the Approve or Reject button for the given record
If the "Note on approval/rejection" option is enabled in the settings, fill in the optional note
Confirm the action

Procedure: Bulk approval or rejection of vehicle reservations

In the Vehicle Reservations module you can bulk approve or reject multiple requests at once. The feature is available on the Requests tab.

On the Requests tab, check the requests you want to process in bulk
Click Bulk approve or Bulk reject
Confirm the action

Vehicle reservations calendar

In the Vehicle Reservations module, the Monthly overview tab displays an interactive calendar with all reservations. Each vehicle has its own colour (configurable in Settings → Vehicle Reservations → Colour coding). Clicking on a day or on an existing reservation in the calendar allows you to create a new or edit an existing reservation. Month navigation is available using the left and right arrows.

Integration with Other Modules

Travel Orders: Vehicle Records is linked with the Travel Orders module. When filling in a travel order, you can select a company vehicle from the registry.
Logbook: The system reads data from the logbook to determine the current kilometre status when checking for approaching service deadlines.
GPS Location: If GPS tracking is integrated, the system reads the current odometer status from GPS data to calculate approaching service deadlines.
Documents and Files: Any attachments (photos, invoices, contracts, etc.) can be attached to each vehicle, service record, damage or cost.
Work Schedule: A vehicle reservation can be created directly from the Work Schedule module for a specific employee.
Employees: Users with access to the Vehicle Records module are available as drivers and vehicle administrators.

Troubleshooting Vehicle Records

Frequently asked questions about Vehicle Records

Question: Why can I not see all vehicles in the Vehicle Records module?

Answer: It depends on your permissions. If you have the "Sees vehicles where listed as driver" right, you can only see vehicles to which you are assigned as a driver. To view all vehicles you need a higher permission level. Contact your system administrator to request a permission change.

Question: Why does the vehicle not appear in the selection when creating a reservation?

Answer: The vehicle must have the Can be reserved option checked in the vehicle edit form. Additionally, you must have the respective vehicle assigned in Vehicle Reservations settings (for the "Read reservations and reserve selected vehicles" permission).

Question: How do I set up the system to send me e-mail notifications about insurance or vehicle inspection expiration?

Answer: In Settings → Vehicle Records → General Settings set the "Send expiration information by e-mail" field to the desired value (administrator, drivers or both). Also verify that the given vehicle has a vehicle administrator filled in or has drivers assigned with a valid e-mail address.

Question: How do I mark a vehicle as decommissioned?

Answer: In the vehicle edit form, uncheck the Active field. A decommissioned vehicle is not displayed in the notification panel and can be filtered using the "Active (decommissioned)" filter with the "Only inactive (decommissioned)" option.

Question: How do I copy a vehicle reservation?

Answer: In the reservations overview, click the copy icon for an existing reservation. A form will open with pre-filled data from the source reservation. Modify the date and click Save.

Tips for efficient use of Vehicle Records

Tip: In the main vehicle table use the Show columns button and select only the columns you actually need – this significantly improves clarity
Tip: Set a vehicle administrator for each vehicle – this person will receive automatic e-mail notifications about approaching expiration dates
Tip: Service status can be monitored based on logbook or GPS data – the system automatically compares driven kilometres with the configured service limit
Tip: For bulk purchase of motorway vignettes (Czech Republic) use the import from EDAZ XLSX file for quick assignment to vehicles
Tip: In the reservations calendar, clicking on a free day immediately opens the form for creating a new reservation with a pre-filled date
Tip: For recurring reservations (e.g. weekly collection) use the Recurrence feature when creating a reservation

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