The Admin: Vehicles tab, available from the Admin page of the Fleet Tracking Portal, offers a centralized location to view, search, filter, and edit vehicles with greater speed and accuracy.
Note: A user must have Vehicle Admin permission enabled to access this tab.
In this guide, you’ll learn how to navigate the Vehicle Admin page, use its key tools and filters, and make updates to vehicle information with confidence. Whether you manage a small fleet or a large operation, these instructions will help ensure your fleet data stays organized, accurate, and up to date.
Note: You may use the Use legacy product button to navigate to the Vehicle Admin page in Classic Portal to manage items such as Attributes, Switch, Diagnostic Data, Driver History, Hierarchy, Vehicle Recall data, etc. This button is only available and accessible to Enterprise/Advanced Administration users.
Viewing the Table
Vehicle information is presented in a default table layout displaying Vehicle Name, VIN, Serial no. (device), Year, Make, Model, Driver Name, Odometer, Engine Hours, ADU: (Average Daily Use), and Last Reported Communication.
Using Table Filters
Filters can be used to display the vehicle data you need to know using the Filter drop-down.
Available filters include:
Group/Hierarchy
Camera (with or without)
Device Status (active or deactivated)
Fuel Card (fuel card or no fuel card)
Entity Type (vehicle or asset)
Location Status (hidden or visible)
To apply a filter(s), simply click the down arrow to expand the filter drop-down and check the box next to the applicable filter(s). Checked filters will be automatically applied to the table.
To remove a filter(s), you can use the filter drop-down to uncheck the box next to the applicable filter(s), click the X to the right of the filter drop-down to clear all applied filters.
Note: You can click the x next to an applied Device Status filter.
Using the Search field
You can easily search for a vehicle or asset in the table using the Search field. Start typing in the field, and the system will automatically begin narrowing the table data to fit your entered search.
Downloading a .CSV
You can download a .csv file of the table’s current content/display by clicking the Download button.
The .csv file will honor any applied filters, searches, or table column adjustments.
Editing Table Columns
You can configure your Admin: Vehicles table by using the Edit Table Columns button.
To edit the table columns, click the Edit Table Columns button, then click the box to check or uncheck a column and click Save. Checked columns will appear on the table.
Note: Column availability is determined by your plan (including add-ons). Example: If you are on the Fleet Essentials plan, you would not be able to view/add the Vehicle Hierarchy column unless you have the Advanced Administration add-on. If you would like to learn more, please contact your Account Manager.
Note: Table column configurations are saved in your browser’s cookies and will stay the same each time you log in, as long as you use the same browser. If you switch to a different browser or computer, your table will reset to the default column configuration.
Managing Entities
You can add a new vehicle, edit a vehicle/asset, and manage devices from the Admin: Vehicle tab.
Adding a New Vehicle
You can easily create a new vehicle for your fleet from this tab.
How to Add a New Vehicle
From the Admin: Vehicle tab, click + Add new vehicle.
The Create vehicle drawer appears.
In the Details section, complete the following fields:
Note: Fields marked with a red * are required.
Vehicle label: Enter a name for the vehicle
Device Serial Number: Use the drop-down to locate the device’s serial number
VIN: Enter the vehicle’s VIN
Vehicle Class: Use the drop-down to select light-duty, medium-duty, or heavy-duty
Note: This will adjust the g-force sensitivity settings (configuration) of the device.Year: Enter the vehicle’s model year
Make: Enter the vehicle’s model make
Model: Enter the vehicle’s model
Color: Enter the color of the vehicle
Icon: Use the drop-down to select an icon to represent the vehicle on the Map page
Country: Use the drop-down to select the country the vehicle is registered in
License State: Enter the vehicle’s license plate state
License Plate: Enter the vehicle’s license plate’s unique combination
In the Mileage & Engine Hours section, complete the following fields:
Note: Fields marked with a red * are required.
Odometer: Enter the vehicle’s current odometer value
Engine Hours: Enter the vehicle’s current engine hours
In the Fuel Info section, complete the following fields:
Fuel Type: Use the drop-down to select the type of fuel used for the vehicle
Fuel Capacity: Enter the amount of fuel the vehicle’s tank can hold
Engine Size: Enter the total volume of all the engine’s cylinders in liters
Idle GPH: Enter the gallons per hour used while the vehicle’s engine is idling
In the Contact Info section, complete the following fields:
Phone: Enter the phone number associated with the vehicle’s contact
Email: Enter the email associated with the vehicle’s contact
Alert Preference: Check the box to select email and/or SMS as the preferred alert type
In the Vehicle groups section, click in the field to select a vehicle group.
Click + Create vehicle.
Managing Vehicles & Devices
From the Actions column of the Admin: Vehicles tab, you can edit a vehicle and/or make changes to a vehicle’s device.
Note: Not all accounts include the ability to deactivate, swap, or transfer devices. If you don’t see these options, it may be due to your contract terms. Please contact your Account Manager for details.
How to Edit a Vehicle
From the Admin: Vehicle tab, locate the row of the vehicle you would like to edit in the table and click the Edit icon under the Actions column in that row.
The Edit vehicle drawer appears.
Make your changes in the corresponding available fields.
Note: You cannot edit the vehicle’s device serial number. This field will be greyed out.Click Save changes.
How to Configure a Device
From the Admin: Vehicle tab, locate the row of the vehicle you would like to edit in the table and click the Overflow icon under the Actions column in that row.
Click Configure Device from the options shown.
The Configure device drawer appears.
You can create a new device configuration, selecting from your current list, or customizing a configuration for the device as a “one-off.”
Creating a New Configuration:
Click + Create new.
An Add new configuration pop-up appears.
Under Configuration name, enter a name for the new configuration. This field is required.
Enter thresholds for applicable Violation types using the up/down arrows or manual entry.
Click + Add.
You can then select the newly created configuration from the list (see the ‘Selecting from List’ steps below).
Selecting from List:
Ensure the “Select from list” option is selected under Configuration.
Use the drop-down menu to locate the configuration you would like to apply to the vehicle’s device, and then click to select it.
Click Apply config.
Customizing the Configuration:
Click the button next to “Customize this device.”
Enter thresholds for applicable Violation types using the up/down arrows or manual entry.
Click Apply config.
How to Deactivate a Device
From the Admin: Vehicle tab, locate the row of the vehicle you would like to edit in the table and click the Overflow icon under the Actions column in that row.
Click Deactivate Device from the options shown.
The Deactivate vehicle drawer appears, asking you to select an option from the drop-down list for your reason for deactivating.
Use the drop-down to select the reason.
Under Type, select whether the device is purchased or a rental using the button next to the applicable type.
Click Deactivate device.
A pop-up appears asking you to confirm you’d like to deactivate the vehicle.
Click Yes, Deactivate to deactivate the vehicle or No, Cancel to exit the pop-up.
If you clicked Yes, Deactivate, a pop-up appears confirming that the request has been submitted. An email is sent to you with additional directions.
How to Swap a Device
You can swap a device from the Admin: Vehicles tab. Swap allows users to quickly swap a new device serial number into an existing vehicle/asset registration. This feature is valuable for instances where devices are upgraded or replaced through Return Authorization.
From the Admin: Vehicle tab, locate the row of the vehicle you would like to edit in the table and click the Overflow icon under the Actions column in that row.
Click Swap Device from the options shown.
The Swap device drawer appears.
Use the drop-down to select a new device serial number.
Use the check box under Copy Vehicle Profile to copy any group/tree memberships, attributes, inputs, alerts, scheduled reports, and current driver assignments to the new device.
Note: If this box is not checked, none of the above data is copied over to the new device, and if required, will need to be entered again.Click Swap device.
A pop-up appears asking you to confirm you would like to swap the device.Click Yes, Swap.
Note: Swapping a device requires action from the Support team. The Swap Form in the portal automatically notifies Support of the request. Support will notify you when your swap request is complete. Please note that devices remain on the account until the end of the month. Request by the 26th of each month to avoid an additional month of billing.
How to Transfer a Device
You may transfer a device to a different vehicle. This may be helpful if you are retiring the vehicle from the fleet or if you are rotating vehicles based on seasonal/situational use.
Note: Transferring a device to another vehicle requires you to register the device to another vehicle immediately after making the selection to transfer.
From the Admin: Vehicle tab, locate the row of the vehicle you would like to edit in the table and click the Overflow icon under the Actions column in that row.
Click Transfer Device from the options shown.
The Transfer device drawer appears.
As you are required to register the device, enter the following information:
Note: Fields marked with a red * are required.Vehicle Label
VIN
Year
Make
Model
Color
Icon (Use the drop-down to make a selection)
Country (Use the drop-down to make a selection)
License State (Use the drop-down to make a selection)
License Plate
Odometer
Engine Hours
Fuel Type
Fuel Capacity
Engine Size (L)
Idle GPH
Click Transfer.
A pop-up appears asking you to confirm you would like to transfer the device.Click Yes, Transfer.
If successful, a pop-up appears confirming the device has been successfully transferred.