Fleet Assets

Fleet → Fleet Assets (/operations/fleet/assets). The compliance paperwork for every vehicle: Registrations, Insurance and Certificates, one tab each. What is about to run out is listed on Expiries.

Finding records

• Vehicle narrows every tab to one vehicle; Include decommissioned adds vehicles taken off the fleet. Click Apply.
• Each row shows the vehicle, the main details, Issued, Expires and a status: Expired, Due in N days (or Due today), Current, or No expiry.
• “Due” starts 30 days before the expiry. Each certificate type has its own warning period — 14 days for a fire extinguisher check or spill kit.
• A tab shows the 1,000 latest records. If there are more, it says so; choose a vehicle to narrow it, or use Export CSV, which has every record.
• iDrv4 next to a vehicle means the record was imported. Edits made here stay in Onyx.

The same records appear on each vehicle’s own page, under Assets & Certificates.

Adding and editing

Add registration, Add insurance or Add certificate opens the form; Edit on a row opens it filled in. Operations and Admin accounts only.

• Registration: Plate, State, Receipt no, Amount, Issued, Expires (required), Notes. The plate is saved in capitals without spaces.
• Insurance: Insurer, Policy no, Policy, Premium, Receipt no, Starts, Expires (required), Notes.
• Certificate: Type (required), Serial / number, Issued by, Issued, Expires, Last checked, Reference no, Cost, Notes. Every type on the list needs an expiry date.
• An expiry before the issue date is refused, and the form says which field is wrong.
• Types under No longer offered stay on old records, but cannot be chosen for a new one.

The certificate types are a fixed list: dangerous goods licence, speed limiter, roadworthy, turntable, kingpin, park brake alarm, fire extinguisher check, spill kit, NHVAS mass and maintenance management, permit, and other. There is no screen to add a type.

Attaching the paperwork

Attach scan / paperwork takes PDF, Word or photos, up to 10 MB each. Files are stored privately and listed under Files; click one to download it. If a file fails, the record is still saved — choose the file again and click Save to retry. It will not create a second record.

How this sets the dates dispatch checks

Dispatch reads two dates from the vehicle itself: its registration expiry and its DG licence. Once a vehicle has records here, those dates follow the records:

• Saving a registration sets the vehicle’s registration expiry to the latest expiry among its registration records.
• Saving a Dangerous goods licence certificate sets the vehicle’s DG licence number and expiry from its latest DG certificate. A certificate saved without a number keeps the number already on the vehicle.
• The form shows a note when the save will change one of these dates.
• On Fleet Overview → Edit, a date that follows records is read-only, with a link back here.

Until a vehicle has its first record, the dates typed on Fleet Overview still apply. Deleting the last record never clears a date.

To renew, add a new record rather than editing the old one, so the history is kept. The Renew button on Expiries does this, pre-filled.

Deleting

Admin accounts only. A record is evidence that a vehicle was compliant on a date, so correct mistakes with Edit. Delete asks you to press again. It removes the record’s files too, and the vehicle’s date is recalculated from the records left.

Export CSV

Export CSV on each tab downloads that tab’s records for the chosen vehicle, ready for Excel.

⚠️ If the page says Fleet assets are being set up, this database is waiting for an update. Until then, keep the rego and DG licence dates up to date on Fleet Overview, and Expiries still lists them.