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Vehicles management

Welcome to vehicles management 🚗 The Vehicles page is your single home for every vehicle on your fleet — owned, leased, spot hire and grey fleet. From here you can find a vehicle in seconds, add new ones, retire ones that have left the fleet, allocate or change drivers, and export the lot to a spreadsheet whenever you need to take it offline.

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

  • Find your way around the Vehicles page and use filters, search and the rows-per-page control
  • Add a new vehicle and validate the registration plate
  • Allocate or change the driver assigned to a vehicle
  • Update a vehicle's fleet category
  • Remove a vehicle from the fleet (and keep its history)
  • Export the vehicle list as a CSV

Opening the Vehicles page

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From the Top Navigation Bar, click Vehicles. You'll land on the central list of every vehicle currently uploaded to the system — this is the page you'll come back to for almost everything fleet-related.

💡 If Vehicles is underlined in blue on the Top Navigation Bar, you're in the right place.

Filters and table controls

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The Vehicles table comes with three quick filters and a couple of view controls so you can narrow the list to what matters right now:

 
 

Filter

What it shows

All vehicles

The full list — everything on your fleet

Available vehicles

Vehicles ready to be used or allocated

Not available vehicles

Vehicles temporarily out of action (in for service, off-road, etc.)
 

Use Rows per page to change how many vehicles you see at once — handy if you've got a large fleet and want to scroll less.

Use Export CSV to download the current view as a spreadsheet for sorting, sharing or external reporting.

Searching for a vehicle

The fastest way to find a specific vehicle is the Search field at the top of the page. You can search by:

  • Registration number
  • Make or model
  • Allocated driver name
  • Any other value visible in the table

Type your term and click Search. The table will filter to matching rows.

💡 Search is most useful when you know what you're looking for. If you're browsing or auditing the fleet, the filters in Step 2 are usually more helpful.

The Actions menu — what you can do per vehicle

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Each vehicle row has a three-dot (⋯) Actions menu at the end. Open it to:

  • Edit Fleet Category — change the ownership / category type
  • Allocate Driver — assign a driver to the vehicle
  • Deallocate Driver — remove the current driver

These three actions cover most of your day-to-day vehicle maintenance.

Updating a vehicle's fleet category

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To update a single vehicle's fleet category:

  1. Open the Actions menu on the vehicle row.
  2. Click Edit Fleet Category.
  3. Remove the current category in the pop-up if it's wrong.
  4. Select the correct new category.
  5. Click Save to apply.

Have a quick look at the table afterwards to confirm the new category is showing.

Allocating or changing a driver

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To change which driver is assigned to a vehicle:

  1. Open the Actions menu on the vehicle row.
  2. Click Deallocate Driver.
  3. Review the currently assigned driver, then click the X to clear them.
  4. Search for the new driver and select them.
  5. Click Continue to confirm.

Check the vehicle row afterwards — the new driver should appear in the Allocated driver column.

💡 Need to remove a driver without replacing them? Use Deallocate Driver and skip the reassignment step. The vehicle will sit unassigned until you allocate someone new.

Adding a new vehicle

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When a new vehicle joins your fleet:

  1. Click Add Vehicle at the top-right of the Vehicles page.
  2. Enter the vehicle name and registration plate.
  3. Click Find Registration to validate the plate and pull the vehicle details from the registration database.
  4. Select the appropriate Fleet Category.
  5. Click Save Vehicle.

The new vehicle will appear in the Vehicles list immediately.

💡 CarCloud automatically populates the make, model, body type and tax/MOT status from the registration number — you don't need to enter these manually.

Removing a vehicle from the fleet

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When a vehicle leaves the fleet — sold, disposed, lease ended, transferred or written off (or employee leaves and they are driving a grey fleet vehicle):

  1. Tick the checkbox next to the vehicle(s).
  2. Click Remove Vehicle.
  3. Review the confirmation screen and check you've selected the right vehicle(s).
  4. Click Remove.

Reviewing availability and exporting records

Two quick views worth knowing:

  • The Not Available filter in the Vehicles list is the fastest way to see what's currently out of action.
  • The All filter brings you straight back to the full fleet view.

When you need the data outside of CarCloud — for reporting, audit or analysis — use Export CSV to download the current view. Open the file in Excel, Google Sheets or any spreadsheet tool.

Tips for getting around faster

  • Use the search field when you know what you're looking for (registration, model or driver name).
  • Use the category filters when you're browsing or auditing.
  • Adjust Rows per page to reduce paging when reviewing large fleets.
  • Export to CSV whenever you want to sort, filter or audit outside CarCloud.
  • Keep fleet categories and driver assignments up to date as changes happen — small upkeep prevents big tidy-ups later.

What's next?

With your vehicles in good shape, you can: