Vehicles List
Search, filter, and manage all equipment from the fleet list page.
Overview
The vehicles list page is the main entry point for the Fleet module. It shows all registered equipment in a searchable, sortable table with summary statistics and quick actions.
Navigate to Fleet Management from the sidebar to reach this page.
Summary Statistics
At the top of the page, three summary cards show:
- Total Equipment -- the count of vehicles matching your current filters
- Active -- the count of vehicles with status
ACTIVE - Alerts -- a count of outstanding alerts (reserved for future use)
These cards update in real time as you change filters.
Searching and Filtering
Text Search
The search bar filters vehicles across multiple fields simultaneously:
- Unit number
- Fleet ID
- Model name
- OEM name
- Serial number
Search is debounced (300ms delay) so results update as you type without excessive API calls.
Status Filter
Use the status dropdown to filter by vehicle status:
- All Statuses (default)
- Active
- Inactive
- Maintenance
- Retired
Site Filter
Use the site dropdown to filter vehicles by their assigned site/location. Sites are loaded from your tenant's site configuration.
URL Persistence
All filter values are synced to URL query parameters (q, status, site). This means you can bookmark or share a filtered view, and filters are preserved when navigating back to the page.
Fleet Table
Columns
| Column | Description |
|---|---|
| Unit Number | Displays the unit number or fleet ID. Links to the vehicle detail page. |
| Model | The equipment model name from the OEM catalog. |
| Status | Color-coded badge: green (Active), gray (Inactive), yellow (Maintenance), red (Retired). |
| Profile | The assigned lifecycle profile name, linked to the profile detail page. Shows "--" if no profile is assigned. |
| LTD Hours | Life-to-date frame hours displayed in monospace font with comma formatting. |
| Last Reading | Relative time since the last meter reading submission (e.g., "3 days ago"). |
| Alerts | Reserved for future alert indicators. |
| Actions | Icon buttons for quick navigation. |
Sorting
Click any column header to sort. The sort cycles through three states:
- Ascending (up arrow)
- Descending (down arrow)
- No sort (neutral icon) -- returns to default order
Sortable columns: Unit Number, Model, Status, Profile, LTD Hours, Last Reading.
Row Actions
Each row has three action buttons on the right:
- View Details (eye icon) -- navigates to the vehicle detail page
- Work Orders (document icon) -- navigates to work orders filtered for this vehicle
- PM Schedule (calendar icon) -- navigates to forecasts filtered for this vehicle
Rows also prefetch the vehicle detail page on hover for faster navigation.
Adding Equipment
Single Vehicle
Click the Add Equipment button to open the creation dialog. The form is organized into sections:
Basic Information
- Unit Number (e.g.,
TRK-001) - Fleet ID (e.g.,
FLEET-001)
Equipment Details
- OEM (required) -- searchable combobox with create-new option for Admins
- Model (required) -- searchable combobox filtered by selected OEM, with create-new option
- Equipment Family -- auto-populated based on model selection
- Serial Number
- VIN
Configuration
- Profile -- select from existing lifecycle profiles
- Status -- defaults to Active
Meter Readings
- LTD Hours -- initial lifetime hours
- Daily Hours -- daily utilization rate
Additional Information
- Image URL
- Notes
When you select an OEM, the model dropdown filters to show only models from that manufacturer. If you need a new OEM or model that does not exist yet, Admins can create one inline without leaving the dialog.
Bulk Import
Click Bulk Import to open the import wizard. The wizard has four steps:
- Template -- download a CSV template with example data and column instructions
- Import -- paste your data from Excel (tab-separated) or CSV (comma-separated)
- Validate -- review parsed rows; the system checks for formatting errors, missing required fields, and duplicate fleet IDs, serials, or unit numbers
- Complete -- shows the import result with success and error counts
Required columns: Fleet ID/Unit, OEM, Model
Optional columns: Serial, Status, Hours, Commission Date
The system accepts dates in YYYY-MM-DD (recommended), MM/DD/YYYY, or MM-DD-YYYY format.
Updating Daily Utilization
Click Update Daily Utilization to set the operating hours per day for multiple vehicles at once.
- Enter the daily utilization value (1-24 hours)
- Select vehicles individually using checkboxes, or use Quick Select by Model to select all vehicles of a given model
- Use Select All / Clear All for bulk selection
- Click Update Utilization to apply
Each vehicle's current utilization is shown next to its name in the selection list. The update is logged in the audit trail.
Common Questions
Why does search not match my vehicle?
Search matches against unit number, fleet ID, model name, OEM name, and serial number. It does not search notes or other free-text fields. Make sure the search term appears in one of these fields.
Can I export the fleet list?
Export functionality is not built into the fleet list page directly. Use the bulk import template format as a reference if you need to extract data for external use.
What roles can add equipment?
Admin and Planner roles can create vehicles (both single and bulk import). The Add Equipment and Bulk Import buttons are available to these roles.