Fleet & vehicle management

The Fleet tab manages your company's vehicles — vans, cars, motorcycles, or any vehicle used by guards on duty.

Adding a vehicle

Tap Add Vehicle. Enter the registration number, make, model, year, and any notes. Assign the vehicle to a specific site or mark it as shared. Save to create the record.

Assigning vehicles

Assign a vehicle to a guard or site from the vehicle's edit modal. This links the vehicle to the right people — guards can then log defect reports against it from their GuardHub, and the report ties back to the correct vehicle record automatically.

Defect report history

Tap any vehicle row to see its full check history — every vehicle defect report guards have filed against it, in date order. Use this to track recurring issues, prepare for maintenance, or evidence a claim. If a guard marks a defect as critical, the vehicle's status may flip to Not driveable automatically, preventing it from being assigned until the defect is cleared.

Maintenance and compliance

Log scheduled maintenance and key compliance dates — MOT expiry, road tax renewal, insurance — against each vehicle. The system surfaces reminders before these dates so you can act ahead of time rather than discovering a lapsed MOT during an inspection.

Vehicle status

Each vehicle has a status:

• Active — in service and available to assign.
• Off-road — temporarily unavailable (awaiting repair, MOT, etc.). Use this rather than deleting — the record and history are preserved.
• Retired — permanently removed from service.

Searching and filtering

Search by registration number or model using the search bar. Filter by status or assigned site using the dropdowns. Useful for monthly fleet inspections — filter to your active vehicles and work through the list.