Manage company vehicles
Office, Approver, Admin and Owner roles can use Vehicle Management. Search by number plate, vehicle, driver or tracker to find a record.
Add or edit a vehicle
Section titled “Add or edit a vehicle”- Select Add Vehicle, or open an existing vehicle’s action menu and choose Edit.
- Enter the Number plate and a recognisable Vehicle name.
- Choose the Road use status.
- Record MOT, tax and insurance expiry dates and the next Service due date.
- Choose a Primary driver and Tracker if applicable. Add any useful Notes.
- Save the vehicle.
A tracker is optional. Choose one already available for your company if the vehicle needs location-based features. Driver and tracker choices must belong to the current company.
Saving a vehicle also attempts to refresh its MOT information. Check the saved record and any error message if the external service is unavailable.
Read the status
Section titled “Read the status”| Status | Meaning in Clockwork |
|---|---|
| OK | The recorded dates do not trigger a warning. |
| Check required | An expiry is within 30 days, or a service is due soon or overdue. |
| Do not use | The vehicle is marked this way, or its MOT, tax or insurance date is missing or overdue. |
| SORN | The road use status is set to SORN. Tax is shown as not applicable. |
These labels depend on the information in the register. Check missing or outdated dates before relying on a status.
Refresh MOT information
Section titled “Refresh MOT information”Open the vehicle’s action menu and select Refresh MOT. This checks the external MOT history service and updates the stored MOT information. Review the result and last checked information.
Tax, insurance and service dates are maintained in the vehicle form. Refresh MOT does not renew them.
Update insurance for several vehicles
Section titled “Update insurance for several vehicles”Select the vehicles, choose Update insurance, enter the shared expiry date and confirm. Leaving the date blank clears the insurance expiry for the selected vehicles.
Archive a vehicle
Section titled “Archive a vehicle”Use Archive when a vehicle should leave the active register. Confirm the vehicle’s number plate before proceeding. Archiving hides it and stops expiry reminders while retaining its existing history.
See vehicle reminders, van QR codes and Van Location Check for the related features.