Fleet & equipment

# Add and manage vehicles

Create trucks and other vehicles, fill in their capacity and axles, pair drivers and equipment, and keep the list up to date.

Updated 4 October 2026

**Who can do this:** Access to vehicles in your role. The Cost section needs the financial feature.

Vehicles are the trucks, vans, vessels and other units that carry out your trips. Every vehicle you add can be planned on the plan board and the planner, paired with drivers and equipment, and linked to a board computer.

## Open the vehicle list

1. Open the side menu (☰, top right).
2. Choose **Vehicles**. The list shows your vehicles with their name, type, license plate, operational state and last change.
3. Type in the search field to find a vehicle by name, license plate or other details.
4. Click a row to open the vehicle.

Use the filter bar to narrow the list, for example to vehicles **Without driver**, with a **Trip planned in period** or with **No trip planned in period**. You can add columns such as **VIN**, **Fleet number**, **Maximum Weight** or **Load meters**, and download the list. See [Filters and tables](/en/help/filters-and-tables).

## Create a vehicle

1. In the vehicle list, click **\+ Create vehicle**.
2. Optionally click **Choose a picture** to upload a photo.
3. Enter a **Name**, for example the internal truck number.
4. Choose the **Vehicle type**, **Fueltype** and **Emission standard**. These three fields are required.
5. Enter the **License Plate**. Click **Fetch data from vehicle registry** to fill in data from the national registry, when your platform has a registry integration for that country.
6. Fill in **Dimensions & capacity**: outer and load dimensions, **Maximum Weight** and **Empty weight**.
7. Under **Axles**, click **\+ Add axle** for each axle and set **Drive axle**, **Lift axle**, **Axle load** and **Technical axle load** where they apply.
8. Turn on **Operational** if the vehicle can be planned right away.
9. Click **Save**.

## Fields worth knowing

| Field                                 | What it does                                                                                                                                             |
| ------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------- |
| **Vehicle type**                      | A standard list, or your platform's own vehicle types when an administrator has set them up (see [Types and attributes](/en/help/types-and-attributes)). |
| **Fuel capacity**                     | Tank or battery size. Fuel transactions larger than this are flagged.                                                                                    |
| **Load meters**                       | Loading length available for goods, in ldm.                                                                                                              |
| **Maximum number of linked vehicles** | How many trailers or other means of transport can be connected at the same time.                                                                         |
| **Is of**                             | The company the vehicle belongs to, for example a subcontractor.                                                                                         |
| **Select on-board computer**          | The board computer installed in the vehicle. See [Board computers](/en/help/board-computers).                                                            |
| **Notes**                             | Free notes for planners.                                                                                                                                 |
| **Cost**                              | Cost modules used to calculate trip costs. Only shown with the financial feature.                                                                        |

The registry lookup only fills an empty name and description; other values it finds overwrite what you entered. Check the form before you save.

## Edit, pair and remove

Each row has **Edit** and **Remove** links. Right-click a row for more actions:

* **Pair driver** and **Connect means of transport** link a driver or trailer to the vehicle.
* **Plan** starts a new trip for this vehicle.
* **Switch / add to fleet** puts the vehicle in a fleet slot (see [Fleets](/en/help/fleets)).
* **Add to vehicle group** adds it to a group (see [Vehicle groups](/en/help/vehicle-groups)).

To change several vehicles at once, tick their check boxes and choose **Set operational**, **Set inactive** or **Remove**.

Removing a vehicle cannot be undone. Vehicles that come from a capacity contract cannot be removed here; set them inactive instead if you no longer want to plan them.

## Next steps

See [View a vehicle's trips, map and activity](/en/help/vehicle-detail) and [Assign a vehicle and driver](/en/help/assign-vehicle-and-driver).

## Related articles

* [View a vehicle's trips, map and activity](/en/help/vehicle-detail)
* [Manage trailers and other means of transport](/en/help/transport-equipment)
* [Set up fleets and fleet numbers](/en/help/fleets)
* [Register board computers](/en/help/board-computers)

## Still need help?

Our support team is happy to answer any question about Transportial.

[Contact support](/en/contact)[Report an issue](/en/report-issue)

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Canonical page: https://transportial.com/en/help/vehicles