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RouteMate Help Center

Managing Vehicles

Add, edit, and manage the vehicles in your fleet, including details, group assignments, and device associations.

Note: Managing vehicles requires the Fleet Admin role. If you do not see the options described below, contact your account administrator to verify your permissions.

Viewing the Vehicle Inventory

Section titled “Viewing the Vehicle Inventory”

To see all vehicles in your fleet:

  1. Navigate to Admin > Vehicles from the main menu.
  2. The vehicle list shows each vehicle’s ID, license plate, ELD S/N, GPS S/N, camera S/N, groups, documents, and status.
  3. Use the search bar to find a specific vehicle by vehicle ID, ELD S/N, or GPS S/N.
  4. Use the filters to narrow the list by status, or groups.

Tip: Click on the 3 white dots for any vehicle to open its full profile, including ELD device association.

Adding a New Vehicle

Section titled “Adding a New Vehicle”

To add a vehicle to your fleet:

  1. Navigate to Admin > Vehicles.

  2. Click the Add Vehicle button.

  3. Fill in the required information:

    • Vehicle ID — A unique identifier you use internally (for example, “Truck 101” or “Unit 4523”).
    • VIN (Vehicle Identification Number) — The 17-character vehicle identification number.
    • License Plate Number — The vehicle’s license plate.
    • License Plate State — The state where the plate is registered.
    • Make — The vehicle manufacturer (for example, Freightliner, Peterbilt, Kenworth).
    • Model — The specific model (for example, Cascadia, 579, T680).
    • Year — The model year of the vehicle.
    • Color - The color of the vehicle.
    • Fuel Type - The vehicle fuel type.
    • Vehicle Type — Select from the available types (see below).

  4. Fill in only if applicable to this vehicle:

    • Company Owned — Toggle on if the vehicle belongs to your company rather than being leased or owner-operated.
    • Electronic Logging Device — Select the ELD S/N to associate an ELD device with the vehicle, or leave as “No ELD device” if none is installed.
    • GPS Tracking — Select the GPS S/N to associate a GPS device with the vehicle. Click Add GPS Device to link additional GPS devices.
    • Camera — Select the Camera S/N to associate a camera device with the vehicle, or leave as “No Camera device” if none is installed.
    • Linked Asset — Link a trailer or other asset to the vehicle. Requires choosing an alert type and a company first.
    • Assigned Driver — Select the driver assigned to this vehicle.
    • DVIR Form — Select the DVIR (Driver Vehicle Inspection Report) form used for this vehicle’s inspections.
    • Integrations — Enter the EFS Vehicle ID to link the vehicle with your EFS integration.
    • Reports — Set the Fleet Requested Distance, using either the company’s default value or a custom value.
    • Documents Click the + button to upload documents related to the vehicle (for example, registration or insurance).

  5. Click Confirm to add the vehicle.

Note: The VIN must be accurate, as it is used for ELD compliance records and FMCSA reporting.

Note: Not all fields are required for every vehicle. Fields such as ELD S/N, GPS S/N, and Camera S/N should only be filled in if the vehicle has the corresponding device installed. Other fields may also be optional depending on your fleet’s setup.

Vehicle Types

Section titled “Vehicle Types”

When adding or editing a vehicle, you select a type that describes the vehicle:

Vehicle TypeDescription
BusPassenger-carrying commercial vehicle.
CarStandard passenger car used for fleet operations.
TruckCommercial truck used for hauling freight. This is the most common type for ELD-equipped fleets.
VanCommercial van used for deliveries or passenger transport.

Editing Vehicle Details

Section titled “Editing Vehicle Details”

To update a vehicle’s information:

  1. Navigate to Admin > Vehicles.
  2. Find the vehicle and click the 3 white dots to open the profile.
  3. Click the Edit button.
  4. Update the fields you need to change (name, license plate, make/model, and so on).
  5. Click Save to apply the changes.

Tip: Keep vehicle details up to date, especially license plate numbers and registration states. Accurate vehicle records are important for compliance during audits and roadside inspections.

Vehicle Status Management

Section titled “Vehicle Status Management”

Each vehicle has a status that reflects its current availability:

  • Active — The vehicle is in service and available for dispatch.
  • Deactivated — The vehicle has been removed from active fleet operations.

You can update a vehicle’s status from its profile page. Changing status does not delete any historical data.

Tip To see deactivated vehicles, click on Filter by Status and choose Deactivated or All.

Deactivating a Vehicle

Section titled “Deactivating a Vehicle”

If a vehicle is sold, totaled, or permanently removed from your fleet:

  1. Navigate to Admin > Vehicles.
  2. Find the vehicle and the 3 white dots to open its profile.
  3. Click the Deactivate button.
  4. Confirm the deactivation when prompted.

Deactivated vehicles:

  • Are removed from active vehicle lists, dispatch options, and the live map.
  • Retain their historical data (trips, logs, maintenance records) for compliance and auditing purposes.
  • Can be reactivated later if the vehicle returns to service.

Note: Before deactivating a vehicle, make sure its ELD device has been unassigned. You may want to reassign the device to another vehicle.

Tip To re-activate a deactivated vehicle click on the Filter by Status and choose Deactivated or All, then click the 3 white dots and Activate

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