Fleet

Fleet is the list of vehicles you deliver with. Each vehicle has the limits that route planning checks: the volume of its cargo space and, if you want, the weight it can carry. A switch on each vehicle decides whether it can be put on a route. Drivers are not kept here. A driver is a user account with the driver permission, and you manage it under Settings → Users.

Where to find it: Logistics → Fleet

When you'll use it

• You have a new van or truck. You must add it before you can plan it onto a route.
• A vehicle's volume or weight limit is wrong, and the planner warns too early or too late.
• A vehicle is sold or in repair. It must not be planned any more, but its history must stay.
• Someone should drive a route, but they are not in the planner's driver list.
• The planner shows a vehicle or a driver as busy, and you want to know why.

Key concepts

Vehicle — one van, truck or car. It has a name and its capacity. It can also have a registration number and a type. The type is free text, for example Box van.

Capacity — two limits. Capacity (m³) is the volume of the cargo space, in cubic metres. It is required. Load capacity (kg) is the weight limit. It is optional. If you leave it empty, the planner checks only the volume.

Available — the switch that decides whether the planner offers the vehicle. A vehicle that is not available stays on the list with the status Inactive and keeps its past routes. A new vehicle is always available.

Busy — in the planner, a vehicle or a driver is busy when they are already on another route with overlapping dates. Completed and cancelled routes do not count. You cannot choose a busy vehicle or a busy driver for a second route at the same time.

Driver — any active user whose role includes the Driver: delivery and proof of delivery on own routes permission. The built-in Driver role has only this permission. Any other role that includes it works too. The built-in Owner and Administrator roles have every permission, so their users also appear in the planner's driver list. There is no separate driver list in Fleet.

The screens

Logistics → Fleet opens the Vehicle fleet list. At the top right are Refresh and New vehicle. The list has these columns:

Column	What it shows
Vehicle	The name, with the registration number under it
Status	Active or Inactive
Registration number	The registration number
Type	The type you typed
Load capacity	The weight limit in kg and the volume in m³
Created	When the vehicle was added

Use the search box to find a vehicle by its name, registration number or type. The filter panel narrows the list by name, status, registration number, type, weight limit or creation date. Click a vehicle to open its page. To open it in a new browser tab, hold Ctrl (Cmd on a Mac) while you click.

📷 Screenshot to add: the Vehicle fleet list with three vehicles, one of them Inactive, and the New vehicle button.

The vehicle page is for reading only. Its title is the vehicle's name. Below the title you see the type, the Inactive badge when the vehicle is not available, the registration number, and when the vehicle was added and last changed. The status, the weight limit and the volume are also on the right. The page has three sections:

• Vehicle data — the name, the registration number and the type.
• Load capacity — Maximum weight and Volume.
• Information — when the vehicle was added and when it was last changed.

Edit at the top right opens the vehicle editor.

The vehicle editor has the same fields as the New vehicle window, plus the Available switch. At the top are Undo and Save. While you have changes that are not saved, the Unsaved changes badge shows in the header.

Common tasks

Add a vehicle

1. Open Logistics → Fleet and click New vehicle. A window opens over the list.
2. Type the Name, for example Van 1. This field is required.
3. Optionally, fill in Registration and Type.
4. If you want the planner to check weight as well, type the Load capacity (kg).
5. Type the Capacity (m³). It is required and must be greater than zero.
6. Click Create.

Complaia confirms that the vehicle was created. The vehicle is available, and the planner offers it straight away.

While the name or the volume is missing, Create looks greyed out. Point at it to see what is missing. If you click it anyway, the missing fields turn red.

You can also start from the planner. At the bottom of the vehicle list, click Vehicle not listed? Add a new one. Fleet opens in a new browser tab, so the route you are building stays as it is. Add the vehicle there, go back to the planner tab and open the vehicle list again. A vehicle added in the meantime is shown at the top of the list with the NEW badge.

If your dashboard has the New vehicle quick action, it opens the same window.

Change a vehicle

1. Click the vehicle on the list, then click Edit.
2. Change the details.
3. Click Save.

Complaia saves the vehicle and takes you back to the vehicle list. The planner and the route preview use the new limits the next time you open them.

Undo puts back the values from the last save. If you have changed something, Complaia asks you to confirm first.

As in the New vehicle window, Save looks greyed out while the name or the volume is missing. Point at it to see what is missing.

Take a vehicle out of use

1. Open the vehicle and click Edit.
2. Switch Available off.
3. Click Save.

The vehicle now shows as Inactive, and the planner does not offer it for new routes. Routes that already have this vehicle keep it. To use the vehicle again, switch Available back on.

You cannot delete a vehicle. Taking it out of use is the way to remove it from planning.

See your vehicles and drivers in the planner

When you build a route, the Vehicle button in the planner opens the list of your vehicles:

• Only available vehicles are listed. Each row shows the registration number, the name and type, the capacity, and FREE or BUSY.
• The counters at the top show how many vehicles are free and how many are busy.
• A busy vehicle cannot be chosen. A vehicle is busy when it is on another route with overlapping dates.
• You can search by name, registration number or type.

The Driver button opens the list of everyone who counts as a driver, also marked FREE or BUSY. You can choose more than one driver, and the button then says Crew. A busy driver cannot be chosen. You can filter the list to free, busy or selected drivers, and search by name, e-mail address or phone number.

A route can be approved only when it has a vehicle and at least one driver. How to build a route is described in Build a route.

📷 Screenshot to add: the planner's vehicle list with the free and busy counters, one vehicle marked BUSY and one new vehicle with the NEW badge.

See how capacity is used in planning

When a route has a vehicle, the planner and the route preview show a bar for each limit the vehicle has:

• Load — the weight, compared with Load capacity (kg).
• Vol. — the volume, compared with Capacity (m³).

Each bar shows the largest load the vehicle carries at any point of the route. This is not always the sum of all shipments. A return picked up after the deliveries uses the space that the deliveries freed.

Bar colour	Meaning
Green	Below 80% of the limit
Amber	80% of the limit or more
Red, with a warning sign	Over the limit

When the route goes over a limit, the Over capacity warning appears on the route. It does not stop you from saving or approving the route. See Capacity indicators.

Make someone a driver

1. Create the person under Settings → Users → New user, or open an existing user. See Add a user.
2. Give them the Driver role, or another role that includes the Driver: delivery and proof of delivery on own routes permission.
3. Make sure the account is active.

The person now appears in the planner's driver list and can sign in to the driver app. Like every active account, a driver's account takes one seat from your plan.

The driver permission lets a person see their own routes in the mobile app, scan parcels at delivery and confirm the delivery. It does not give access to route planning.

If no one has the driver permission yet, the planner's driver list is empty and shows Add a user. It opens the new user form in a new browser tab.

To stop offering someone as a driver, block their account or give them a role without the driver permission.

When it doesn't work

What you see	Why	What to do
Create or Save looks greyed out, and pointing at it shows Enter the vehicle name.	Name is empty.	Type a name.
Create or Save looks greyed out, and pointing at it shows Enter a capacity in m³ greater than zero.	Capacity (m³) is empty or zero.	Type the volume of the cargo space.
The notice This vehicle’s capacity is stored in pallets in the vehicle editor, or a number of pallets in the Load capacity column	The vehicle has a number of pallets saved instead of a volume. A number of pallets cannot be converted to a volume.	Type the Capacity (m³) and save. The number of pallets is then removed.
A message that a record with this value already exists, when you save a vehicle	Another vehicle already has the same registration number. Registration numbers must be unique.	Check the number, or find the other vehicle with the search box.
There is no New vehicle or Edit button	Your role can view the fleet but not change it.	Ask for the Fleet: Write permission.
Vehicle not listed? Add a new one. opens a list without the New vehicle button	Your role can plan routes but cannot add vehicles.	Ask a colleague with the Fleet: Write permission to add the vehicle.
A vehicle is missing from the planner's list	Available is switched off.	Edit the vehicle and switch Available on.
A vehicle or a driver is marked BUSY and cannot be chosen	They are on another route with overlapping dates.	Choose another vehicle or driver, change the dates, or remove them from the other route.
The planner does not let you save the route because the vehicle or a driver is busy	You changed the route dates after you chose them, and the new dates overlap another route.	Choose another vehicle or driver, or change the dates.
The planner shows only one capacity bar	The vehicle has no Load capacity (kg), so only the volume is compared.	Add the weight limit to the vehicle.
The planner's driver list is empty, or a person is missing from it	The person's role does not have the driver permission, or their account is blocked.	See Make someone a driver.
A message that the vehicle was not found	The link points to a vehicle that does not exist.	Go back to the vehicle list.

Permissions

To do this	You need
See the vehicle list and a vehicle's page	Fleet: Read
Add or change a vehicle, or switch Available	Fleet: Write
See vehicles and drivers in the planner	Planning and route operations: View, Create or Edit. Any one of them is enough. No Fleet permission is needed.
Create a user who will be a driver	Users: Create
Give an existing user the Driver role	Users: Role change
Appear as a driver and use the driver app	Driver: delivery and proof of delivery on own routes

Permissions are granted per role. See Roles & permissions.

Related

• Route planning — where vehicles and drivers are put on a route
• The driver app — what a driver does with a route
• Users — creating and blocking the accounts that drivers sign in with
• Roles & permissions — the Driver role and the driver permission