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Vehicles and vehicle groups

In short: FleetOS keeps a master inventory of your fleet vehicles — added one at a time or in bulk via CSV — and lets you organize them into vehicle groups for fleet segmentation. Assign an RFID card to a vehicle (instead of a driver) for pool cars that anyone on your team can use.

Adding a vehicle​

  1. In the sidebar, go to Vehicles and select Add vehicle.

  2. Enter the VIN (11–17 characters; letters I, O, and Q aren't allowed, to avoid confusion with 1 and 0), Make, Model, Type (Van, Bus, Truck, or Car), and Status (Active, Inactive, Maintenance, or Decommissioned). License plate and Year are optional.

  3. Select Create vehicle.

    The Create vehicle form with the VIN, license plate, make, model, type, status, and year fields, plus a live Vehicle summary previewThe Create vehicle form with the VIN, license plate, make, model, type, status, and year fields, plus a live Vehicle summary preview

You can edit any of these fields later from the vehicle's own page, which also shows the vehicle's current group (read-only) and its danger zone.

A vehicle's own page: master data fields, a live summary, the read-only current vehicle group, and the danger zone with Delete vehicleA vehicle's own page: master data fields, a live summary, the read-only current vehicle group, and the danger zone with Delete vehicle

Adding vehicles in bulk with a CSV file​

  1. On the Vehicles page, select Import CSV.

  2. Download the template — it has the columns vin, license_plate, make, model, type, year, status. VIN, make, model, type, and status are required on every row.

  3. Upload your prepared file.

  4. Review the server-validated preview — rows are categorized as New vehicle, Update, No change, or Error — and select Import valid rows.

    The Import vehicles from CSV dialog at the preview step, with counts for New vehicle, Update, No change, and Error rowsThe Import vehicles from CSV dialog at the preview step, with counts for New vehicle, Update, No change, and Error rows

The CSV import doesn't set a vehicle's group — add vehicles to a group separately, as described below.

Organizing vehicles into vehicle groups​

Vehicle groups work just like driver groups: a named set of vehicles for fleet segmentation (for example by depot or vehicle class).

  1. In the sidebar, go to Vehicle Groups and select Create group, then give it a name.

  2. Open the group and, under Members, search for a vehicle, pick it from the dropdown, and select Add. A vehicle can belong to more than one group.

    A vehicle group's Members card, with the vehicle picker and a populated member listA vehicle group's Members card, with the vehicle picker and a populated member list

  3. To take a vehicle out of a group, select Remove on its row and confirm — you'll see exactly what that changes (the vehicle's fleet segmentation, and any group-based pricing that applies) before you confirm.

Assigning an RFID card to a vehicle​

A vehicle can carry its own RFID card instead of relying on a driver's card — useful for pool cars shared across a team. Issue the card from the RFID Tags page and choose Vehicle under Assign to (see the drivers and RFID cards page for the full walkthrough); the card then follows the same tariff, cost center, and access-rule logic as a driver's card.

Good to know​

  • A vehicle's page doesn't show a charging-sessions history the way a driver's page does — check the assigned RFID tag's own Usage history for that.
  • Group membership is managed from the vehicle group's page only, not from the vehicle's own page (which shows the current group as read-only).
  • Deleting a vehicle is permanent and immediate — unlike deleting a driver, it isn't a reversible GDPR-style anonymization, since a vehicle record isn't personal data.
  • Deleting a vehicle unassigns any RFID card bound to it; an enabled card left unassigned can still authorize a session if your access rules and guest-charging settings allow it, so review the card first if that matters to you.
  • The Needs attention count on the Vehicles page reflects vehicles set to Maintenance or Decommissioned.

Common issues​

  • Symptom: a VIN is rejected when adding or importing a vehicle. Cause: VINs must be 11–17 characters and can't contain the letters I, O, or Q. Fix: double-check the VIN for typos or one of those reserved letters.
  • Symptom: a CSV row is rejected in the preview. Cause: VIN, make, model, type, or status is missing — all five are required on every row. Fix: complete the row and re-upload; only valid rows are imported.
  • Symptom: you deleted a vehicle and now an RFID card behaves unexpectedly. Cause: the card became unassigned rather than disabled. Fix: check the card on the RFID Tags page and disable or reassign it if it shouldn't still work.

Last updated: 2026-07-14 · Verified on: hosted demo app (explorer-2, org "Sandbox Two"), 2026-07-14