Adding a vehicle
This article explains how to add a new vehicle to your fleet in MobilityManager, including the identification details (VIN and licence plate), the brand/model selection, and the operating figures the system needs to track utilization.
Who can add vehicles
Creating a vehicle requires the Vehicles: Manage permission (vehicles:manage). This permission is typically held by the FleetManager and SystemAdmin roles. Users with only the Vehicles: View permission can see vehicles but cannot create them.
Note: Every fleet is subject to a licensed vehicle limit. The limit is a global cap counted across all tenants, so if the cap is reached the system rejects the new vehicle with a "Vehicle limit reached" message. Deactivating or decommissioning unused vehicles frees capacity.
Before you start
The brand and model you select come from the shared vehicle catalog. If the exact brand or model is missing, ask a SystemAdmin to add it (or synchronise the catalog) before you create the vehicle, because the model you choose must belong to the selected brand and both must be active.
Add a vehicle
- Open the Vehicles module and start a new vehicle.
- Enter the VIN (vehicle identification number). This field is required. The system trims spaces and stores the VIN in upper case, and it rejects a VIN that already exists in your fleet.
- Enter the licence plate. This field is required, is also stored in upper case, and must be unique within your fleet.
- Select the brand, then the model. The model list is filtered to the chosen brand; choosing a model that does not belong to the brand is rejected.
- Enter the year and, optionally, the colour.
- Enter the current odometer (kilometres), the allowed annual mileage (kilometres), and the rate per km used for internal charging.
- Optionally assign the vehicle to a pool. Leave this empty if the vehicle is not ready for booking yet.
- Save. The vehicle is created as active, and a "Created" event is written to its Fahrzeugakte (vehicle file) history.
Acquisition and contract fields
You can also set how the vehicle was acquired and the figures that drive lifetime-mileage tracking on the utilization dashboard.
| Field | Meaning |
|---|---|
| Acquisition type | Owned (purchased or financed) or Leased (operating lease returned at end of term). Defaults to Owned. |
| Contract start date | The anchor for the anniversary year in utilization calculations. For owned vehicles this is the purchase date. When empty, the creation date is used. |
| Expected service years | Contract length (leased) or useful life (owned), used to compute the lifetime mileage budget. Must be between 1 and 20. |
Tip: A vehicle without a pool assignment is fully tracked (costs, history, inspections) but cannot be booked. Assign it to a pool when you want drivers to be able to reserve it.
Related
- Editing vehicle details
- Assigning a vehicle to a pool
- Recording the odometer and allowed annual mileage
- Finding a vehicle by HSN/TSN
