Add a vehicle to
Fleet Management System
To make vehicle management easier for car and motorbike rental companies, we made the process of adding a new vehicle simple and fast. The system uses artificial intelligence: it can recognize the vehicle plate number, make, model and main specifications.
Note: button names may differ in different language versions. In this guide for the rental business CRM, the screenshots show the interface in English.
Step 1.
Open the Fleet section
Go to the “Fleet” tab in the bottom menu. This is where all vehicles from your rental service will be displayed.
To add a new vehicle, click “Add new vehicle” if the list is still empty. If you already have vehicles in the list, click “+” in the top right corner.
Step 2.
Start adding a new vehicle
The “Add New Vehicle” window will open. Smart vehicle recognition can help fill in most fields automatically, so we recommend clicking “Start” for faster vehicle setup.
You can also add the vehicle manually.
Note: AI vehicle recognition is approximately 90% accurate. In some cases, you may need to check and correct the data manually.
Step 3.
Add a photo of the licence plate number
Take a photo of the car or motorbike licence plate number. You can also upload an image from the gallery.
If the vehicle does not have a plate number, skip this step.
Step 4.
Add vehicle photos
Take photos of the vehicle or upload images from the gallery.
We recommend adding at least 6 photos. This improves recognition accuracy and makes the vehicle card more attractive to renters.
After uploading the photos, click “Save and continue”.
Note: upload good-quality photos. It is recommended to include both exterior and interior photos.
Step 5.
Check the recognized vehicle data
Check the vehicle data after recognition.
If the system recognized any details incorrectly, edit them manually. The production year must be entered manually.
After checking the information, click “Save and continue”. At this stage, a vehicle draft will be created.
Step 6.
Complete the main vehicle details
On the vehicle draft page, check and complete the main sections of the vehicle card.
In the “General info” tab, enter or check: body type, make, model, production year, plate number and color.
In the “Specifications” tab, enter or check: steering side, number of seats, number of doors, transmission type, fuel type, fuel consumption per 100 km and range on a full tank.
After editing each section, click “Save”.
Note: do not close the draft page. Continue to the next step and add pricing.
Step 7.
Create a price template
On the draft page, open the “Prices” section.
To edit prices, click “Select price template”.
When using the app for the first time, the system will ask you to create a new price template. Click “+ New price template”.
Enter the template name, for example “Economy cars”, then click “Apply”.
Next, enter standard daily prices depending on the rental duration.
If you use one flat daily rate, enter the same daily price in all fields.
After filling in the prices, click “Create price template”. The full price editing functionality will open. We will review these settings in the next step.
Step 8.
Add seasonal prices
On the price template page, you can create seasonal prices.
To add a season, click “+ New season”. Select the required date range and click “Confirm”.
Then enter the season name, for example “Low season”, and click “Apply”.
After creating the season, change the price coefficient and click “Save”. The system will show the recalculated prices for this period below.
After working with the prices, click the back arrow in the top left corner of the screen.
Note: a more detailed guide to working with prices will be provided in the next article.
Step 9.
Select the price template and set rental conditions
After returning to the “Prices” section, select the price template you created or choose one of the existing templates.
Then enter the deposit amount in the “Safety deposit” field and set the minimum rental period in days.
After filling in the data, click “Save”.
Note: at this stage, the vehicle is ready for publishing. You can click “Publish” to make it active, or fill in additional vehicle details in the “Additional available” section if needed.
Step 10.
Add extra options if needed
The system allows you to add extra services and rental options.
To choose them, open the “Extra options” section. Extra options will be described in more detail in a separate article.
You can also link the vehicle to its owner if the vehicle is taken under sublease. Sublease management will be explained in a separate guide.
Done
The vehicle is ready for publishing
When all required vehicle fields are completed, the publishing button becomes active.
To publish the vehicle, click “Publish”.
Note: after publishing, the vehicle becomes available for rent. If the vehicle is already occupied, create a booking so that other users cannot book it for the same period. Booking management will be described in a separate article.
