---
title: "Vehicle Management Guide"
description: "The Fleet module lets you manage your company's vehicles and trailers, assign drivers, and get alerts when documents are about to expire."
url: https://sistrack.com/en/docs/fleet/guia-vehiculos/
category: fleet
section: docs
updated: 2026-01-19
---


*Markdown version for agents. This page on the web: https://sistrack.com/en/docs/fleet/guia-vehiculos/*


# Vehicle Management Guide


## What is the Fleet module?

The Fleet module lets you manage your company's vehicles and trailers, assign drivers, and get alerts when documents are about to expire.

## Accessing the module

1. In the side menu, look for the **Fleet** section
2. You'll see the options: **Vehicles**, **Trailers**, and **Alerts**

## Vehicle Management

### View the vehicle list

1. Go to **Fleet → Vehicles**
2. You'll see a table with all your registered vehicles
3. You can filter by:
   - **Vehicle type**: Motorcycle, Car, Van, Truck, etc.
   - **Status**: Active/Inactive
   - **Availability**: Available/Unavailable
   - **With alerts**: Show only vehicles with documents about to expire

### Create a new vehicle

1. Click **New Vehicle**
2. Fill in the details:

| Field | Description | Required |
|-------|-------------|-----------|
| Name | Identifying name (e.g. "Van 01") | No |
| License plate | Vehicle's plate number | **Yes** |
| VIN | Vehicle identification number | No |
| Type | Motorcycle, Car, Van, Truck, etc. | No |
| Make | Ford, Chevrolet, Toyota, etc. | No |
| Model | Transit, Silverado, Hilux, etc. | No |
| Year | Year of manufacture | No |
| Color | Vehicle color | No |
| Fuel | Gasoline, Diesel, Electric, etc. | No |

3. **Capacities** (optional):
   - Maximum weight (kg)
   - Maximum volume (m³)
   - Number of packages

4. **Documents** (important for alerts):
   - Insurance expiration
   - Policy number
   - Technical inspection expiration
   - Circulation permit expiration

5. **Assigned driver** (optional):
   - Select a courier to assign to the vehicle

6. Click **Save**

### Edit a vehicle

1. In the vehicle list, click the vehicle you want to edit
2. Click **Edit**
3. Change the fields you need
4. Click **Save changes**

### Delete a vehicle

1. On the vehicle's detail view, click **Delete**
2. Confirm the deletion

> **Note**: Deleted vehicles can be recovered. Contact the administrator if you need to restore a vehicle.

## Driver Assignment

### Assign a driver

1. Go to the vehicle's detail view
2. In the **Assigned Driver** section, click **Assign**
3. Select the driver from the list
4. Optionally, enter a reason
5. Click **Confirm**

### Change driver

1. On the vehicle's detail view, click **Change driver**
2. Select the new driver
3. The previous driver will be unassigned automatically

### Unassign driver

1. On the vehicle's detail view, click **Unassign**
2. Optionally, enter a reason
3. Confirm the action

### Assignment history

On the vehicle's detail view, you can see the complete history of drivers who've been assigned, including:
- Driver's name
- Assignment date
- Unassignment date (if applicable)
- Reason for the change
- Who made the change

## Vehicle Statuses

| Status | Meaning |
|--------|-------------|
| **Active** | The vehicle is operational |
| **Inactive** | The vehicle is not in use (maintenance, decommissioned, etc.) |
| **Available** | Can be assigned to deliveries |
| **Unavailable** | Temporarily unavailable |

## Export Vehicles to Excel

You can download a complete report of your vehicles in Excel format.

### How to export

1. Go to **Fleet → Vehicles**
2. Apply the filters you need (type, status)
3. Click the **Export** button (green download icon)
4. An Excel file will download named `vehicles_YYYY-MM-DD_HHmmss.xlsx`

### What does the report include?

The Excel file contains the following columns:

| Column | Description |
|---------|-------------|
| License plate | Vehicle's plate number |
| Name | Identifying name |
| Type | Vehicle type |
| Make | Vehicle make |
| Model | Vehicle model |
| Year | Year of manufacture |
| Fuel | Fuel type |
| Assigned driver | Current driver's name |
| Driver email | Driver's email |
| Driver phone | Driver's phone number |
| Assignment date | When the current driver was assigned |
| Days assigned | How many days the driver has been assigned |
| Status | Active/Inactive |
| Available | Yes/No |
| Insurance expiration | Insurance expiration date |
| Technical inspection expiration | Expiration date |
| Circulation permit expiration | Expiration date |

### Filters in the export

The filters you apply on the page are reflected in the exported file:
- If you filter by **Type = Truck**, only trucks are exported
- If you filter by **Status = Active**, only active vehicles are exported

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## Tips

- Keep document expiration dates up to date to receive alerts
- Give vehicles descriptive names so you can identify them easily
- Check the Alerts section regularly to avoid fines for expired documents
- Use the Excel export to analyze your fleet or share information with third parties