Fleet

The Fleet screen is where you keep track of your vehicles and everything that keeps them running — fuel, maintenance, and the documents that prove each vehicle is road-ready. It shows every vehicle in your workspace as a card grid, and each vehicle opens to a detailed view with its overview, maintenance schedule, and documents. This guide walks through reading the fleet, filtering it, recording entries, reviewing a vehicle’s maintenance, and downloading a document packet.

The vehicle card grid

The main screen is a card grid — one card per vehicle rather than a dense table, because a vehicle is something you recognize at a glance. Each card shows:

The vehicle’s name, with its year, make, and model.
Its Unit number and Plate.
A status badge — Active or Archived. The status is shown as a labelled badge, so it reads the same whether or not you can distinguish the colors.

Select a card to open that vehicle’s detail.

Filtering and searching

Use the search box to filter the grid by a vehicle’s name, unit number, or plate as you type.

Above the grid are two rows of filter pills:

Entry type — All Entries, Fuel, or Maintenance. This narrows which entries are in view across the fleet.
Maintenance category — All Categories, or a specific category such as Oil Change, Tire Rotation, Inspection, Brakes, Tires, Engine, Transmission, Cooling, or Electrical. This focuses the maintenance records.

By default the grid shows your active vehicles. Use Show Archived to bring archived vehicles into view, and Hide Archived to go back. Archived vehicles stay preserved for history; archiving just keeps them out of the working list.

Fuel and maintenance entries

Every cost and service against a vehicle is recorded as an entry, and entries come in two kinds:

Fuel — a fill-up, with the vendor, amount, gallons, and the odometer reading.
Maintenance — a service, with its category (oil change, brakes, and so on), the vendor, the amount, and the odometer reading.

Recording entries keeps each vehicle’s running costs and service history in one place, which is what feeds the maintenance schedule and the document packet below.

Adding a vehicle

Use + Add Vehicle to add a vehicle to your fleet. A vehicle carries its name, unit number, year, make, model, plate, VIN, and optional notes. Once added, it appears as a card in the grid and is ready to log entries against.

Reading a vehicle

Open a vehicle from its card. The detail screen is organized into tabs you can move between with your mouse or the arrow keys:

Overview — the vehicle’s details (unit, plate, make, model, year, VIN, and who it’s assigned to) plus any notes.
Maintenance Schedule — the vehicle’s maintenance entries: when each service happened, its category, the vendor, and the odometer reading at the time. This is how you see what has been done and what is coming due.
Documents — where you download the vehicle’s document packet (covered next).

The document packet

Each vehicle has a printable document packet — a single page that gathers the vehicle’s details, its recent fuel and maintenance entries, its upcoming maintenance, and its documents (registration, insurance, inspection, and so on). Choose Download Packet from the vehicle’s detail to open it in a new tab, ready to print or save.

The packet is generated on the server and is scoped to your own workspace, so it only ever contains your vehicle’s information.

A note on what you see

The Fleet screen shows only your own workspace’s vehicles and their entries. If the grid looks empty, it usually just means nothing has been added yet; it fills in as you add vehicles and log fuel and maintenance. For how the rest of QELM fits together, see the Guides overview.