Your trucks and trailers live in Fleet → Vehicles. Each vehicle has a
profile with its details, location, tank, fuel, maintenance, documents and
compliance. Which driver takes which truck on a given day is set in Fleet →
Assignments.
The vehicle list
Fleet → Vehicles shows every vehicle as a card (grid) or a row (list).
Maintenance, Out Of Service and Retired, each with a count.
road (for example by a critical inspection defect), whatever its status.
picker in the header. Trucks are moved between branches in Settings →
Branches (see Branches).
Add a vehicle
an empty list).
required. Each license plate and each VIN can belong to only one vehicle
in your company, including a deleted vehicle that can still be restored.
What the form asks for:
| Field | What it does |
|---|---|
| Vehicle photo | Optional. Shown on the profile and the card. Files over 50MB are refused. |
| License Plate, Nickname, VIN, Make, Model, Year | Identity. The nickname is the name shown on the profile when you set one. |
| Vehicle Type | Picked from a list (Select type…). |
| Fuel Type, Color | Fuel type starts on gasoline. |
| Status | Active, Maintenance or Retired. New vehicles start Active. |
| Current Mileage | The odometer today. |
| Maintenance Interval (miles) | Starts at 3000. Drives the profile's maintenance tracker. |
| Unit / Fleet Number | Your own truck number, such as PT-04. |
| Primary Driver | The driver who usually drives it. |
| Home Yard | Picked from your route facilities. See *Home Yard* below. |
| Required License | No requirement, Non-CDL, Class C (CDL), Class B (CDL) or Class A (CDL). Assignments check it. |
| Equipment handled | Sanitation (porta-johns, hand-wash, trailers), Roll-off containers, Front-load containers & toter carts. |
| Max roll-off container (yd) | Appears once Roll-off containers is ticked. See Roll-Off Truck Capacity. |
| Working hours (Shift start, Shift end) | The window route planning may use this truck in. |
| Tank & Pump (Tank Capacity (gallons), Pump Make/Model, Pump Hours (current)) | For pumper and vacuum trucks. |
| Notes | Anything else. |
You can also add many vehicles at once: Vehicles → ⋯ → Import
Vehicles. Download Template gives a CSV of every supported field, there
is an AI formatting helper for messy data, and Upload CSV File imports it.
What each routing field does
Empty means the truck can be planned from 06:00 to 20:00. Realistic hours
are what let Route Plan spread a heavy day across more than one driver. A
half-filled or backwards window is refused when you save.
an equipment class only goes to trucks tagged with it. If none of your
trucks are tagged, every truck can take every job.
pumper's tank fills. Without it, pumping routes are planned as if the truck
never needs to empty. See Route Planning.
Home Yard: what it does and doesn't do
Home Yard records where the truck lives, chosen from the facilities you
set up in Settings → Routing → Facilities.
route starts. Use the Start picker on Route Plan, or keep one
facility active.
starts at its Home Yard, then at its branch's route facility.
Primary Driver
Primary Driver is the person who usually drives the truck. It is not a
daily assignment. The Warehouse Load plan uses it to pick the truck for
a driver's jobs when a job names no truck. To say who drives which truck on
a particular day, use Assignments (below).
Edit or delete a vehicle
Open the vehicle and click Edit Vehicle. The same form opens, plus
folded sections for extra detail: Identity & assignment (in-service
date, engine hours, GVWR, fuel tank, unit carrying capacity, service area),
Financial, Compliance & warranty (insurance, registration, DOT
numbers, warranty, waste hauler permit), Vacuum / tank spec and
Telematics & integrations. Click Save Changes.
Insurance and registration expiry dates entered here feed the Fleet
Dashboard's Attention Required list when they are expired or within 30
days.
To take a truck off the road for good, set Status to Retired rather
than deleting it.
Delete vehicle is at the bottom of the edit form (office staff only). You
type a confirmation phrase, and the dialog lists what goes with the truck
(maintenance records, documents, inspections, PM schedules, driver
assignments) and what is only unlinked (jobs, fuel logs, disposal records).
A deleted vehicle can be restored for 30 days from Vehicles → ⋯ →
Deleted Vehicles; after that it is removed for good.
The vehicle profile
The profile header shows the name, plate, status, vehicle type and mileage,
with Edit Vehicle. The tabs:
| Tab | What's on it |
|---|---|
| Overview | Basic information, specs and status, the extra details you filled in, live tracker readings (only when a tracker is linked), Load limits, the Maintenance Tracker (miles until the next interval), notes and the photo. |
| Location | The truck's live position and a day's trips, distance, idle time and stops, with GPS proof per stop. Needs a GPS tracker or a connected telematics account; without one the tab offers tracking instead. See GPS Tracking. |
| Sanitation | Tank capacity, current load and last dump, the disposal history, and Log Dump Event. |
| Fuel | This truck's fuel logs. See Fuel Tracking. |
| Maintenance | Maintenance and repair tools. Its DVIR, PM Schedules and Work Orders sub-tabs currently list the whole fleet, not only this truck. See DVIRs and Maintenance. |
| Documents | Files filed against this truck, with Valid, Expiring and Expired counts, a category filter and an expiration calendar. |
| Compliance | Compliance documents, Spill Kits, Track Expiration, Incidents, Decon Logs and Report Summary for this truck. |
| Manifests | Disposal manifests: Total Gallons, Total Fees, Manifests, and each facility, waste type and gallons. |
On a phone the tabs are a segmented control you can scroll sideways.
Load limits
On the Overview tab, Load limits feeds the Warehouse load plan:
Payload (what the truck may carry: the GVWR minus its empty weight),
Cargo space or the Deck length × width × height, Usable space
(%) (10 to 100) and This is a trailer towed by, which adds a trailer
to its truck. Units follow your company's measurement setting. Click Save
load limits. Route planning does not use these numbers.
Vehicle documents and expiry
There are two places for vehicle paperwork, and they are separate lists:
with an expiration date: Fleet → Documents → Add Document (pick
the Vehicle, the Document Type, a Document Name, the
Expiration Date, a file and notes). The list filters to All,
Expiring Soon, Expired and Good Standing, and Manage Types
edits your document types. The same documents show on the vehicle's
Compliance tab, and the Documents count in the fleet menu shows
how many need attention.
Documents & Photos page (find it with Quick Search) with Upload
Documents, choosing the vehicle and a category. The vehicle profile's
Documents tab lists that truck's files, with a category filter
(Registration, Insurance, Inspection, Permit, Title,
Lease, Other). A file with an expiry date reads Expiring Soon
within 30 days and Expired after it.
PortaPro shows expiry on screen and on the Fleet Dashboard. It does not
email you when a vehicle document expires.
Spill kits
Fleet → Spill Kits tracks the spill kits on your trucks:
New Inspection walks through a kit and records each item's condition.
The Dashboard shows Vehicles with Kits, Needing Inspection (no check
in 30 days), Missing/Expired and Low Stock Items. Drivers also check
the spill kit as an item on their vehicle inspection (DVIR). A vehicle's
check history is on its Compliance tab under Spill Kits.
Driver-vehicle assignments
Fleet → Assignments (the page is titled Vehicle Assignments) pairs a
driver with a truck for a day.
empty).
truck's current mileage) and Notes.
Things to know:
given date.
license on file must cover it, or the assignment is refused with a
license mismatch message.
Vehicle Status notification setting).
(DVIR) is for, and the starting mileage fills the pre-trip odometer. With
no assignment for the day, the driver sees No vehicle assigned for
today.
truck. With none, it uses the drivers on that day's jobs and each driver's
most recent truck.
edited or removed from this page.