Skip to content
  • There are no suggestions because the search field is empty.

Organising your fleet with groups

Groups let you organise your business into a hierarchy — divisions, depots, regions, cost centres, or any structure you define. Vehicles and drivers sit inside groups, counts roll up the tree, and your vehicle and driver lists can be filtered to a single group.

By the end of this section, you'll be able to:

  • Find the Groups tab
  • Create the group types your structure needs
  • Build a group tree up to three levels deep
  • Add vehicles, drivers and admins to a group
  • Move, rename and delete groups
  • Filter your lists by group

What groups are for

By default every vehicle and driver sits at your company root. That's fine for a small fleet. Once you're running vehicles across several sites or business units, groups let you mirror that structure so you can answer questions like "how many vehicles does the Birmingham depot run?" without filtering a spreadsheet by hand.

Finding the Groups tab

  1. Click MANAGE in the navigation bar.
  2. Select Company settings.
  3. Select the Groups tab.

You'll see your group tree, with the description "Organise your business into a hierarchy. Add groups, divisions, projects — or any structure you define."

💡 The other tab, Settings, is where your company profile, credits and Manage Subscription live.

Reading the tree

Each row shows the group's name, its type as a badge, and its vehicle count. Your company sits at the top, for example:

Counts roll up — a group's total includes everything in its subgroups, and the company row shows your whole fleet. Use the chevron at the left of a row to collapse or expand its children.

💡 The tree shows vehicle counts only. To see who is in a group, use the group filter on the Drivers page.

How deep you can go

The tree is three levels, and each level's menu offers different actions:

A subgroup offers Move to another group instead of Add subgroup, because three levels is the limit.

💡 Each row's actions sit behind the menu button at the right-hand end of the row. The menu is split into two headings — Actions for the group itself, and Permissions for adding vehicles and people. Both headings are labels, not buttons.

Group types

A group type is the label for the kind of group — Division, Depot, Region, Cost centre. You choose one when you create a subgroup.

To manage them, click Manage group types at the top of the Groups tab. You'll see:

  • A description: "These labels are available when you add or edit a group. Rename them anytime; the change applies everywhere they are used."
  • Your existing types, each showing how many groups use it — for example Division — used by 1 group
  • Group, marked Default

To add one:

  1. Type a name into the field, which reads "Add a group type - e.g. Depot, Cost centre".
  2. Click Add type.
  3. Click Back to groups to return to the tree.

⚠️ If the Group type dropdown is empty when you try to add a subgroup, you need to create a type here first. The subgroup can't be saved without one.

Creating a group

  1. Open the menu on your company row.
  2. Click Add group.
  3. The Parent group and Group type fields are filled in for you — your company, and the Group type.
  4. Enter a Group name, for example Northern Division.
  5. Click Add group.

The group appears beneath your company.

Creating a subgroup

  1. Open the menu on the group you want to nest under.
  2. Click Add subgroup.
  3. Check the Parent group shown is the one you meant.
  4. Enter a Subgroup name, for example Birmingham Depot North.
  5. Choose a Group type.
  6. Click Add subgroup.

Adding vehicles to a group

  1. Open the menu on the group and click Add vehicles.
  2. Choose one of the two options.
  • Assign existing vehicle — "Move vehicles already on your company account into this group."
  • Create new vehicle — "Add a vehicle that isn't on your company account yet."

💡 A vehicle belongs to one group at a time, so assigning it moves it rather than copying it.

Adding people to a group

The menu has two separate items:

  • Add driver — for drivers
  • Add admin — for fleet admins

Both follow the same pattern as adding vehicles: assign someone already on your account, or create a new record.

Moving a subgroup

  1. Open the menu on the subgroup.
  2. Click Move to another group.
  3. Choose the destination and confirm.

Everything inside moves with it, and the counts on both the old and new parent update.

Renaming a group

Open the menu and click Edit group, or Edit subgroup at level three. Change the name and save. Nothing inside the group is affected.

Deleting a group

You can only delete a group that's empty.

  1. Move any vehicles and people out of it first.
  2. Open the menu and click Delete group, or Delete subgroup.
  3. Confirm.

If anything is still in the group you'll see "Can't delete this group yet… Remove them from this group first". That guard stops vehicles and people being left without a group.

Filtering by group

The All groups button in the navigation bar filters your vehicle and driver lists to a single group. Choose All groups again to go back to the full fleet.

The filter respects the tree — selecting a division includes everything in its subgroups.

Tips for a structure that lasts

  • Add your group types first. Two or three usually covers the whole business, and a subgroup can't be saved without one.
  • Mirror how the business actually reports. If your management accounts are by region, group by region.
  • Don't over-nest. You have three levels. Spending level two on something trivial leaves nowhere to put depots.
  • Move rather than delete and recreate — a moved subgroup keeps its vehicles and people.
  • Empty a group before deleting it.

What's next?

  • Head to the Vehicles management page to move vehicles into your new structure.
  • See Managing drivers and admin accounts to assign people to groups.