Vehicles and drivers
Creating a vehicle
Besides the master data – plate, make, model, fuel, transmission – two entries determine how the vehicle is reported on:
- Category – the operational classification
- Status – every status value is tied to a fixed meaning (such as “in service”, “in workshop”, “decommissioned”). Reports rely on that meaning, not on the label.
Both are maintained by administrators under Settings and catalogs.
Filtering the list
The vehicle list can be narrowed by manufacturer, driver assignment (with or without a permanent driver), registration (registered or deregistered) and by the roadworthiness test. The manufacturer list comes from your own fleet, not from a fixed set.
The roadworthiness test is filtered by stage – overdue, or due within 14, 30 or 60 days – instead of only “due yes/no”.
From the dashboard into the list: the figures on the start page are clickable. Clicking “no permanent driver”, “inspection overdue”, “open damages” or “in the workshop” opens the matching list, already filtered – 22 figures in total. Rebuilding the filter by hand is no longer necessary.
The vehicle record
Clicking a vehicle opens its record. It brings together what is otherwise spread across folders:
- master data and current status
- assigned driver, plates and keys
- inspections, maintenance and insurance
- damages, accidents and workshop orders
- documents and photos
- mileage
- the complete history
The tabs carry the number of their entries, such as “DAMAGES (3)” – empty sections stay without a number.
The record can be printed as a PDF – see Reports and export.
Creating and assigning drivers
The assignment to a vehicle is a period, not a simple field:
- A driver change closes the previous period and opens a new one.
- The old entry is kept and stays visible.
- Even later it remains clear who drove a vehicle and when.
The same principle applies to plates and keys.
The driver record
Drivers have a record just like vehicles: master data and contact, every vehicle they drove with its period, plus damages, accidents and workshop cases. It opens from the driver list, from the “drivers” tab of the vehicle record and from search.
Every section checks its own permission: anyone not allowed to see damages does not see them here either.
Mileage
Mileage readings are recorded with their source and carried forward. They are the basis for service intervals and reporting.
Editing at the same time
If two people edit the same record, Vehistra detects it. The second save overwrites nothing but offers to load the current data or compare the changes.
Retire instead of delete
Vehicles that leave the fleet are retired: with reason, deregistration date and final mileage. They disappear from the active list and stay findable with their complete history.
Registration and deregistration are separate from this: a vehicle can be deregistered and registered again without being retired.