Managing Vehicles
The Vehicles page is your central database for the entire fleet. Here you can add, edit, archive, and assign drivers to your vehicles.
Adding a New Vehicle
Click the "Add Vehicle" button to open the form. You must provide a unique registration number, manufacturer, model, and mileage.
Fetch from DVLA
To save time and ensure accuracy, you can enter a registration number and click the "Fetch" button. This will attempt to populate the vehicle's Manufacturer, Model, and latest Tax and MOT status directly from the DVLA database.
Important Note on DVLA Data
The data from DVLA is a guide and should always be verified. For vehicles under 3 years old, the MOT status is calculated based on the Date of First Registration. It is essential that you enter this date accurately to ensure the calculated MOT status is correct. My Fleet Simple is not responsible for inaccuracies in the DVLA data.
Vehicle Statuses
Each vehicle has a status that dictates its availability and is reflected on the dashboard.
- Operational: The vehicle is roadworthy and ready for use.
- Maintenance: The vehicle is currently undergoing or scheduled for maintenance. Its status will automatically change to this when a maintenance job becomes 'Due' or 'Underway'.
- VOR (Vehicle Off Road): The vehicle is not roadworthy due to a defect reported in a check and must not be used.
- VOR - MOT / VOR - Tax: The vehicle is not roadworthy due to its legal status according to DVLA data. This status overrides a standard VOR and cannot be cleared by a regular check.
- Collision VOR: The vehicle has been marked as not roadworthy following a collision report.
- Archived: The vehicle is no longer in active service. Archiving a vehicle removes it from the main dashboard and lists, but preserves all its historical data. Archived vehicles do not count towards your subscription limit.
Assigning a Driver
You can assign a driver to a vehicle from the action menu (`...`) on the vehicles list.
Allocation Policy
In the Settings page, Owners can set the Driver Allocation Policy:
- Reset Daily (Default): Driver assignments are automatically cleared at a specified time every day.
- Retain Assignment: Driver assignments remain in place until they are manually changed.
- Unassign on End of Shift: Driver is automatically removed from the vehicle when they complete an 'End of Shift' check.
Common Vehicle Management Questions
How do live DVLA checks prevent missed MOT and Tax deadlines?
My Fleet Simple integrates directly with the DVLA database. When you add a vehicle by its registration number, our system fetches its current road tax and MOT expiry dates automatically. It monitors these dates daily in the background and raises automated warning badges on your dashboard if a vehicle is nearing its expiry, helping you prevent compliance slip-ups.
Why does a vehicle show 'VOR - MOT' or 'VOR - Tax'?
If the live DVLA query reveals that a vehicle's MOT or road tax has expired, My Fleet Simple immediately locks its status to VOR - MOT or VOR - Tax. This status is highly visual, alerts all managers, and cannot be bypassed by drivers submitting standard daily checks, keeping illegal vehicles off the road.
How often are DVLA registration statuses checked?
A background synchronisation job runs automatically every 6 hours, querying the DVLA database for any updates to tax, MOT, or vehicle registrations. This ensures your dashboard remains accurate and up-to-date.