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Editing Vehicle Details

Published on 1/11/2025
by RefriTrak Team
vehiclesfleetmanagement

Learn how to update vehicle information, change driver assignments, and manage vehicle status in RefriTrak.

Keep your fleet information up-to-date by editing vehicle details as things change. This guide covers all aspects of updating vehicle records in RefriTrak.

Before You Begin

Make sure you have:

  • Admin or Manager permissions to edit vehicles
  • Access to updated vehicle information
  • Knowledge of any driver or status changes

Accessing Vehicle Details

From the Vehicle List

  1. Navigate to Admin → Vehicles
  2. Find the vehicle you want to edit
  3. Click the three-dot menu (⋮) on the vehicle row
  4. Select Edit

From Vehicle Details Page

  1. Navigate to Admin → Vehicles
  2. Click on the vehicle name to view details
  3. Click the three-dot menu (⋮) in the header
  4. Select Edit

What You Can Edit

Basic Vehicle Information

You can update any of these fields:

  • VIN - Vehicle Identification Number (must remain unique)
  • Make - Manufacturer name
  • Model - Vehicle model
  • Year - Model year
  • License Plate - Current registration
  • Color - Vehicle color

Note: Changing the VIN will create a new vehicle identifier in the system. Only do this if you need to correct an error.

Driver Assignment

To change the assigned driver:

  1. Click the Driver dropdown
  2. Select a new driver from the list
  3. Or select "No Driver" to unassign the current driver
  4. The change takes effect immediately when you save

GPS Tracking Configuration

Update GPS settings:

  1. Enter or modify the GPS Device ID
  2. This should match your GPS provider's device identifier
  3. Clear the field to disable GPS tracking for this vehicle

Important: GPS tracking requires a third-party provider. See GPS Tracking Setup for integration details.

Changing Vehicle Status

Vehicle status can be updated in two ways:

Method 1: Using the Edit Form

  1. Open the vehicle edit form
  2. Select the new status from the dropdown:
    • ACTIVE - In regular service
    • MAINTENANCE - Temporarily out for repairs
    • INACTIVE - Not currently in use
  3. Click Save Vehicle

Method 2: Quick Status Change

  1. From the vehicle list, click the three-dot menu (⋮)
  2. Select Change Status
  3. Choose the new status
  4. Confirm the change

When to use each status:

  • ACTIVE → MAINTENANCE

    • Scheduled repairs
    • Accident repairs
    • Routine service

  • MAINTENANCE → ACTIVE

    • Repairs completed
    • Vehicle returned to service

  • ACTIVE → INACTIVE

    • Seasonal vehicles
    • Awaiting sale
    • Long-term storage

  • INACTIVE → ACTIVE

    • Returning to service
    • Replacing another vehicle

Saving Your Changes

  1. Review all updated information
  2. Click Save Vehicle
  3. Changes take effect immediately
  4. You'll return to the vehicle details page

What Updates Automatically?

When you edit a vehicle:

  • Cylinder assignments remain linked to the vehicle
  • Movement history stays intact
  • Driver sees the updated vehicle info immediately
  • GPS tracking updates with new device ID

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