Overview
Fleet Management is where vehicles are created, configured, and maintained within ICOS TMS. It ensures your fleet data is accurate and up to date so vehicles can be tracked, allocated to bookings, and included in reporting.
This area is typically managed by:
Fleet managers
Administrators
Operations leads
Accurate fleet configuration is essential for reliable dispatch, tracking, and performance visibility.
What you can manage
From Fleet Management, you can:
Add new vehicles
Update vehicle details and attributes
Assign vehicle types (cab, truck, trailer)
Set vehicle capacity information
Enable or disable GPS tracking
Control whether vehicles are active or inactive
Filter and search vehicles by status, type, or registration
Include inactive vehicles in views when required
Adding a new vehicle
New vehicles are added from the Fleet Management screen and become available for operational use once created.
Step 1: Open Fleet Management
Navigate to:
Vehicles → Fleet Management
Select Add Vehicle in the top-right corner.
Step 2: Enter vehicle information
Complete the core vehicle details:
Registration number
Enter the vehicle’s registration (3–6 characters, letters and numbers only).
This must be unique.Vehicle name
A descriptive name used throughout the system (for example: Delivery Truck Alpha).Code (optional)
An internal reference or fleet identifier.Description (optional)
Additional notes or identifying details about the vehicle.
Step 3: Select vehicle type
Choose the appropriate vehicle type:
Cab
Truck
Trailer
The vehicle type influences how the vehicle is used in bookings, dispatch, and reporting.
Step 4: Set capacity (optional)
If applicable, enter:
Cubic capacity (m³)
Weight capacity (kg)
These values can support planning, validation, and reporting workflows.
Step 5: Configure status and tracking
Vehicle status
Set the vehicle to Active to make it available for allocation.System notes (optional)
Internal notes visible to administrators and support teams.Enable GPS tracking
Turn this on if the vehicle is connected to a supported tracking provider.
Step 6: Save the vehicle
Select Create to add the vehicle to ICOS TMS.
Once created:
The vehicle appears in Fleet Management
It becomes visible in Live Tracking (if GPS is enabled)
It can be allocated to bookings and jobs
Common setup issues
Leaving vehicles Inactive, preventing allocation
Forgetting to enable GPS tracking, causing missing Live Tracking data
Using unclear or duplicate vehicle names
Selecting the wrong vehicle type (cab vs trailer)Not updating fleet records when vehicles leave service
Avoiding these ensures accurate dispatching and reporting.
Managing existing vehicles
Existing vehicles can be updated at any time:
Edit vehicle details or capacity
Change vehicle status (active, inactive, maintenance)
Enable or disable GPS tracking
Add or update system notes
Changes take effect immediately across Dashboard, Live Tracking, and operational views.
Best practices
Keep registration numbers accurate and unique
Use clear vehicle names for operational clarity
Mark vehicles Inactive when they are no longer in service
Review fleet data regularly to ensure reporting accuracy
Tips
Vehicles marked Inactive will not appear in operational views by default
GPS tracking can be enabled later if needed
Accurate vehicle data improves dispatch efficiency and reporting accuracy