Vehicle management
Manage your vehicle pool: sales stock, rental and loan fleet, workshop and the lifecycle of bikes, e-bikes, cars, motorcycles and scooters – create, import, rent, sell and archive.
In Vehicle management you maintain your entire vehicle pool in one place: the sales stock on the floor, the rental and loan fleet, vehicles in the workshop as well as customer vehicles that are in for repair or trade-in. Every vehicle – whether bike, e-bike, car, motorcycle or scooter – has its own lifecycle from arrival through sale to archiving.
You'll find vehicles in the main menu under Vehicles. The view requires the View vehicles permission (vehicles.view); to create you need vehicles.create, and to edit and for lifecycle actions vehicles.update.
The vehicle list
The vehicle list shows all vehicles as a searchable, filterable and sortable table. Use the column filters and search to narrow down at any time; the quick views and filters combine.
Quick views
Above the table, five tabs mirror the way a workshop thinks about its stock. Each tab only sets simple status filters that your own column filters build on top of:
- All – the entire pool with no pre-filter.
- Sales floor – vehicles in status For sale or Reserved.
- Incoming – announced vehicles not yet arrived (Incoming).
- Fleet – rental and loan vehicles (ownership Rental or Loan).
- Workshop – vehicles currently In service.
Vehicle types
Each vehicle has a type that determines the right icon and the type-specific fields:
- Bike and E-bike – with frame, drivetrain and (for e-bikes) motor and battery details.
- Car, Motorcycle, Scooter – with motor-vehicle fields such as fuel and transmission.
- Other – for anything that doesn't fit the other types.
Create a vehicle
Open a new vehicle
In the vehicle list, click Create vehicle (permission vehicles.create). This opens the creation form.
Choose type and status
First pick the vehicle type – it determines the remaining fields – and set the status (e.g. Incoming for ordered stock, For sale for immediately available stock).
Capture classification and identity
Enter make, model, colour and the serial number or frame number. For motor vehicles the field for the licence plate also appears here. The mileage or operating hours are captured with a unit (km, mi or h).
Set ownership and origin
Use the ownership to classify the vehicle: Customer vehicle, Shop – New, Shop – Used, Demo, Rental, Loan, Consignment or Other. The origin (Customer, Partner, Supplier, Trade-in, Other) documents where the vehicle came from. Link customer vehicles directly to a contact.
Commercial data and save
For sales stock, add purchase price, asking price and relevant dates (purchase, sale date). Save the vehicle – it appears in the list immediately.
Required fields and allowed values mirror the backend exactly – an invalid enum value is rejected with an error (422). The form shows the type-specific fields (frame shape, drivetrain, brakes, motor, battery class, fuel, transmission) automatically depending on the chosen vehicle type.
The lifecycle of a vehicle
Instead of maintaining status, physical location and commercial fields separately, you move a vehicle through guided lifecycle actions. Open a vehicle in the detail view and use the Actions menu. Only what makes sense in the current status is offered:
- Receive – physically takes in an incoming vehicle: sets it on site and assigns a location.
- Put up for sale – puts the vehicle on the sales floor (status For sale).
- Reserve – marks a for-sale vehicle as Reserved.
- Cancel reservation – returns a reserved vehicle to For sale.
- Sell – completes the sale (status Sold, with sale date and price).
- Re-list – puts an already-sold vehicle back up for sale and resets sale date and price.
- Archive – removes the vehicle from active stock.
Status values at a glance
| Status | Meaning |
|---|---|
| Incoming | Announced/ordered, not yet in-house |
| Active | In active stock, no fixed sale/rental state |
| In service | Currently in the workshop |
| Rented out | Currently rented to a customer |
| For sale | Available on the sales floor |
| Reserved | Earmarked for a customer |
| Sold | Sale completed |
| Archived | Removed from active stock |
| Scrapped | Retired |
Rental and loan fleet
Vehicles with ownership Rental or Loan make up your fleet and appear in the Fleet tab. On the detail view of such a vehicle you manage bookings in the Rentals card:
- Active rental – at the top with the Return action.
- Reservations – open bookings with the actions Pickup (starts the rental) and Cancel.
- History – the most recent completed or cancelled rentals.
A rental links a contact, a period and – if set – a price per day. A booking goes through the states Reserved → Active → Returned (or Cancelled); the active state is reflected in the vehicle status Rented out.
Location and warehouse
In the Location card you see and set whether a vehicle is on site and which location it's assigned to. You maintain the locations under Warehouses & locations; that way you can physically find every vehicle in the store.
Import vehicles
You don't create larger stocks one by one – you import them. In the vehicle list, click Import to open the import panel. There you upload your file and map the columns to the vehicle fields. The general flow – prepare the file, map columns, check the preview – is described under Import & export.
Custom fields
If the standard fields aren't enough, add your own. Under Administration → Custom fields & cards → Vehicles you create additional fields that then appear in the creation and edit form as well as in the detail view.
How custom fields work in general is explained in the guide Custom fields.
Related topics
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