The vehicle card

The vehicle card is one tractor, trailer, truck, van or car on one page: its data and its set right now, its health, its papers and deadlines, its service and costs, its road cards and everything that happened to it. Open it from the Fleet list (double-click a row, or the link in the side panel), from Search (Ctrl+K), from an order or from a link.

Before you start

• Your organization has the TMS add-on. Everyone in it can open vehicle cards.
• Changing the vehicle, adding documents, policies and deadlines, switching the set and reporting defects needs a role that may change TMS data with the Fleet module. Deleting documents, policies and deadlines and removing the vehicle are an admin's.
• Reading dates from a scan uses the AI: it needs AI reads documents and writes drafts switched on in TMS settings, Automatic actions (on by default, see TMS overview).

The header

The header shows the plate, the type (for example Tractor unit), the status, the make, model and year and the VIN. On the right:

• The pencil opens the vehicle form (the fields are in TMS fleet and workshop).
• Switch, or New set for a tractor without one (see Sets and switching). A trailer has no set of its own, so its card has no switch.
• The ⋯ menu: Handover protocol (see Equipment and handover), Show on the fleet map for a linked vehicle, and Remove vehicle for admins.

The tabs are Overview, Health, Documents and policies (with the number of documents), Service and costs (with the number of open service orders), Road cards and History. On a narrow screen the last ones move under More.

Overview

The left column:

• Mobility package, on powered vehicles: cabotage, the return to base and the tachograph download (see Cabotage, return to base and tachograph files).
• Vehicle: the type, VIN, make and model, year, first registration, purchase date, branch, sale date, replacement vehicle and fleet number.
• Ownership and leasing: the ownership, the lessor or rental company, the contract number and end, the monthly instalment and the full lease details. A leased vehicle shows "About 14 instalments left" ("Approximate, counted from the start date. The balance is with your accounting office.") or "All instalments have passed (approximate)". "The instalment schedule is kept as a file: add it in Documents as "Instalment schedule"."
• Capacity and features: trailer type, pallets, payload, emission standard, axles, odometer and features.
• Deadlines: Insurance, Technical inspection and Tachograph, "Counted in days from today".
• Counters (engine and reefer hours), Additional fields and the notes.

The right column:

• Position: the last position, Speed, Driver in telematics and Source, with Show on the fleet map. Without a link: "Not linked with telematics yet. Linking matches the plate with your telematics vehicles." and Link with telematics.
• Set now: the trailer and drivers since when, with Switch. "No trailer and no driver right now." A trailer shows its tractor, or "Not behind any tractor right now."
• Open service: the open service order, or "No open service orders."
• Last 30 days: Total costs, Kilometres (telematics) and Cost per km. When some costs have no PLN value yet: "2 costs have no PLN value yet, so the total is incomplete."
• Equipment in the vehicle: fuel cards, phones and other equipment handed to this vehicle, each "since" its date (see Equipment and handover).

Health

Health puts together what telematics, the workshop and the documents say about the vehicle.

The score

A score from 0 to 100 and one of four states:

The score starts at 100 and loses 25 for every urgent finding and 10 for every finding to check. An area without data reads No data and lowers nothing. "Data from" names the sources and "Checked" the time.

Areas and findings

Findings lists each area with its state (OK, Check soon, Urgent, No data) and its findings, each with where it comes from: Telematics, Workshop, Documents or Rule. Examples: "Roadworthiness test due on 11.11.2026", "Service order S/0003/10/2026: brakes pull to the right", "Tyre 2 left outer: 6.1 bar (too low)", "Fault code SPN 3364 FMI 2: poor AdBlue quality", "Telematics silent for 2 days". Dates count from 30 days before, service from 2 000 km before. Click an area chip, or a part of the vehicle picture, to filter; Show all brings everything back.

Readings, with telematics, show Fuel, AdBlue, Battery, Coolant, Engine hours and To service. Telematics counts as silent after 6 hours without a reading. Without telematics: "Connect telematics to see fault codes, tyre pressure and AdBlue level. Until then health is built from documents and the workshop."

The picture and the tyres

The vehicle is drawn as a 3D view (drag to rotate, scroll to zoom, click a part) or a Schematic with Side, Tyres from above and Front. A browser that cannot draw 3D gets the schematic. The number of Axles on the vehicle decides the wheels: "Set the axle count on the vehicle card to see all its wheels." Click a wheel to see its tyre, its tread and its history, and to mount, check, move or take it off (see Tyres).

Report a defect

1. Click Report a defect. "Creates a service order for PO 5KM21 in the workshop."
2. Choose the Area and, for tyres, the Wheel.
3. Describe What is wrong?, for example "the left mirror is cracked, the brakes pull to the right".
4. Choose the Urgency: Check soon or Urgent, should not drive.
5. Click Report to the workshop. "Defect reported: S/0004/11/2026."

The service order lands in the workshop with the status Reported (kind Tyres for the tyres area, Repair otherwise) and shows under Open service orders with Open in the workshop (see The workshop).

Documents and policies

Reading a scan

1. Drop a scan or a photo on "Drop a scan or a photo here" ("Policy, registration certificate, inspection, tachograph calibration. We read the dates, you check them."), or click Add document.
2. The file goes to Files, then "Reading the document".
3. A policy opens the New policy form, anything else the document form, with the fields filled in. Fields read from the document are marked "from the document": "Check the fields marked as read from the document before saving." A value the AI is not sure of is marked to check.
4. Check, correct and save. Nothing is saved before you click save.

When the reading is not possible you type the dates: "Reading with AI is switched off in the TMS settings. Enter the dates by hand.", "The AI budget of this organization is used up. Enter the dates by hand.", "No dates were found in this file. Enter them by hand." A document about another vehicle says so: "This document is about PO 7XR48, not this vehicle." The reader takes a photo under 3.5 MB, or a scanned PDF of up to 20 pages (4.5 MB); a PDF with a text layer is read from its text. Each reading uses AI credits.

The ⋯ of Documents also has Add a policy, Add a deadline and Add a document without a scan.

Documents

"Insurance, registration, lease contract and the rest. Kept for 5 years by default; until then they cannot be deleted."

An insurance, inspection or tachograph document moves the matching deadline only forward. Deleting is for admins and only after Keep until: "This document must be kept until 11.11.2031, so it cannot be deleted yet." A deleted document goes from the card; "the file stays in Files". A file can be attached only when you may open it in Files.

Policies and contracts

"OC, AC, NNW, assistance, cargo and service contracts. An OC policy sets the vehicle insurance date."

A policy is Active, Expired, Ended or Cancelled. Only an active OC policy sets the insurance date on the vehicle card, and the date moves back only when that policy is shortened, cancelled or deleted. When a document covers several kinds: "The same document also covers: AC, assistance. Add them separately if you want to track them."

• Renew: "The new period starts the day after the current policy ends. The current policy is then marked as ended." The new one has the same length (a year when unknown). A policy is renewed once.
• Cancel the policy: "It stays in the history as cancelled. Its end date no longer counts as the vehicle insurance date."
• Delete (admins): "The policy disappears from the card and the calendar. The scan stays in Files."

Deadlines

"Inspections and checks by date or by kilometres. When one is done, the next one is set by itself."

The list shows "by 15.01.2027", "at 450 000 km", "in 2 400 km" or "300 km overdue", "every 12 months" and "Last done 15.01.2026".

Done opens Mark as done with Done on and Odometer (km): a repeating deadline moves on ("Next deadline: 15.01.2028."), a one-off one closes ("The deadline will be closed."). The next kilometres count from the odometer you type, else from the vehicle's odometer. Deadlines show in the fleet Deadlines view, and a deadline by kilometres under By odometer once it is within 2 000 km.

Handover protocols

"Who took the vehicle over, when, with what odometer and condition", with New protocol. See Equipment and handover.

Service and costs

From the top:

• Service orders: "Repairs and services of this vehicle", with New service order and Open in the workshop (see The workshop).
• Fleet costs for 30 days or 90 days: the Total in PLN, a bar per category, Kilometres (telematics) and Cost per km.
• Fuel consumption: "Last 90 days, full tank to full tank", the average against the norm (for example "33.9 l/100 km, norm 29.0, 17% above the norm"), the kilometres and litres, the norm now and a bar per segment, with Fuel norms (see Fuel).
• The vehicle's Fleet costs list with Add cost (see The workshop).
• Costs under warranty (see Damages and warranties).
• Damages and accidents, with Report a damage (see Damages and warranties).

Road cards

The monthly road cards of a truck, or the VAT mileage log of a car. A trailer's tab says: "A trailer has no road card of its own: its km and fuel are on the card of the tractor that pulls it." See Road cards and the VAT mileage log.

History

Three panes:

• Timeline: "Sets, orders, service, costs and what telematics saw, in one list", for 7 days, 30 days or 90 days. The chips Sets, Orders, Service, Costs and Telematics filter it. Telematics adds "Border crossing PL → DE", "Stop of 45 min" and "No signal".
• Sets: the set history with corrections and proposals (see Sets and switching).
• Changes: "Every change of this vehicle, who made it and when. Nothing here can be edited."

Good to know

• A vehicle's deadlines, policies and your own deadlines raise issues 30 days (or 2 000 km) before they fall due, urgent from 7 days; the issue goes to the vehicle's Guardian. Sold and inactive vehicles raise none.
• The insurance date comes from the OC policy once you keep policies: the fleet calendar shows it once, as the policy.
• The odometer you type on the card can be corrected either way. The one from telematics only moves forward.
• Removing a vehicle keeps its documents, costs and history.

Related pages

• TMS fleet and workshop: the Fleet page and adding a vehicle.
• Sets and switching.
• Tyres and Damages and warranties.
• Fuel and The workshop.
• Telematics (GPS).