Adding Vehicles to Your Fleet

RefriTrak's vehicle management system helps you track your fleet, assign cylinders, and monitor vehicle locations. This guide walks you through adding a new vehicle to your system.

Before You Begin

Make sure you have:

• Admin or Manager permissions to add vehicles
• Basic vehicle information (VIN, make, model, year)
• Driver assignments (if applicable)
• GPS tracking provider details (if using GPS)

Adding a New Vehicle

Step 1: Navigate to Vehicle Management

1. Click Admin in the sidebar
2. Select Vehicles from the menu
3. Click the Add Vehicle button in the top-right corner

Step 2: Enter Basic Vehicle Information

Fill in the required fields:

VIN (Vehicle Identification Number) Required

• Enter the 17-character VIN
• This uniquely identifies the vehicle in your system
• Must be unique across all vehicles

Make Required

• Enter the vehicle manufacturer (e.g., Ford, Chevrolet, Freightliner)

Model Required

• Enter the vehicle model (e.g., F-150, Silverado, Cascadia)

Year Required

• Enter the vehicle's model year (4 digits)

License Plate Optional

• Enter the current license plate number
• Include state/province if needed (e.g., ABC-1234 CA)

Color Optional

• Enter the vehicle's primary color
• Helps with quick identification

Step 3: Configure GPS Tracking (Optional)

If you want to assign a driver to this vehicle:

1. Click the Driver dropdown
2. Search or scroll to find the driver
3. Select the driver's name
4. The driver can be changed at any time

Note: Only active users with appropriate permissions will appear in the driver list.

Step 5: Set Vehicle Status

Choose the appropriate status:

• ACTIVE - Vehicle is in regular service (default)
• MAINTENANCE - Vehicle is temporarily out of service for repairs
• INACTIVE - Vehicle is not currently in use but may return to service

Step 6: Save the Vehicle

1. Review all entered information
2. Click Save Vehicle
3. The vehicle will appear in your fleet list

What Happens Next?

After adding a vehicle:

• It appears in the Vehicles list
• You can assign cylinders to it for delivery routes
• GPS location updates will sync if configured
• The assigned driver can access vehicle details

Tips for Success

• Keep VINs accurate - This is your primary vehicle identifier
• Update driver assignments - When drivers change routes or vehicles
• Monitor vehicle status - Keep ACTIVE, MAINTENANCE, and INACTIVE statuses current

Need Help?

• Editing Vehicle Details
• Setting Up GPS Tracking