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Adding Vehicles & Assigning Devices

Download Adding Vehicles & Assigning Devices PDF

To start tracking a vehicle in IndusTrack, you’ll need to add it to the system and assign a GPS device.

Step 1: Go to Vehicle Setup

  • From the main menu, go to Settings > Vehicle Tracking > Vehicles.
  • Click the Actions button and choose + Add New.

Step 2: Fill Out Vehicle Details

In the Add Vehicle window, fill in the following sections. Fields marked with (*) are required.

General Info

  • Vehicle ID* – Enter a unique ID (letters/numbers). Each ID must be unique and can’t be reused, even for deactivated vehicles.
  • Vehicle Name – Give the vehicle a recognizable name.
  • Vehicle Type* – Choose from the dropdown. This also sets the vehicle icon on the map.
  • Assign Device – Select the GPS device installed in the vehicle. Use the last 8 digits of the device’s ESN (found on a white sticker). Use the search bar if needed.

Fuel & Usage Details

These details help generate accurate fuel and idling reports:

  • Average MPG – Enter the vehicle’s average miles per gallon.
  • Gallons/HR at Idle – Enter how much fuel it uses per hour while idling.
  • Vehicle Weight – Enter in pounds.
  • Fuel Type – Choose from the dropdown.
  • Fuel Tank Capacity – In gallons.
  • Include in IFTA Reports – Check this box if your company needs IFTA reporting.

Operating Info

To track accurate mileage and engine hours, enter:

  • Current Mileage – Click the pencil icon to enter the current odometer reading.
  • Current Engine Hours – Click the pencil icon to enter current hours.
  • Year, Make, Model, VIN – Enter vehicle details as shown on the registration.

Note: If this is not set, the mileage and engine hours on the reports will differ from the odometer on the vehicle. It will simply state the number of miles and engine hours since the device was installed on the vehicle. 

Registration Info

Used for setting reminders and alerts for renewals:

  • Plate Number – Enter the license plate number.
  • Registration State – Select the state of registration.
  • Registration Renewal – Enter the expiration date (MM/DD/YYYY) or use the date picker. This will be the reference date of the Registration Reminders and Alerts.
  • Vehicle Cost Per Hour – This is the cost used on estimates and invoices for this vehicle in the Asset section.
  • Vehicle Rate Per Hour – This is used on estimates/invoices on the asset section.

Step 3: Save the Vehicle

  • Click Save. The vehicle will be added to the Active Vehicles list.

What’s Next?

You can now:

  • Assign the vehicle to a Vehicle Group
  • Assign it to a Field Employee