The Vehicle Register is a module within Assure that provides an online record of an organisation's fleet. Users can store vehicle details (such as Vehicle Registration Number, Type of Vehicle, and Vehicle Status), set scheduled review dates, assign Actions to users, run reports, and export records. The Vehicle Incident module (a sub-module within the Incident area of Assure) allows users to record incidents involving one or more vehicles. Vehicle details can be copied directly from a Vehicle Register record into a Vehicle Incident form. Attachments such as images of vehicle damage can be uploaded against Vehicle Incident records, and the Incident dashboard can be used to create charts based on Vehicle Incident data. This article spans the Vehicle Register module and the Vehicle Incident sub-module. Cross-module links exist with the Claims Management module (Vehicle Incident records can be linked to Claims Management records) and the Project Details module (Vehicle Incident records can be associated with a Project Reference).
Vehicle Register
Locate the Vehicle Register in your Module list
The Vehicle Register (an online record used to maintain details of all vehicles in an organisation's fleet) allows users to keep a centralised record of every vehicle. Fields available include:
- Vehicle Registration Number
- Type of Vehicle
- Vehicle Status
When a user opens the Vehicle Register, vehicles are displayed in a list view. The list view includes summary vehicle details to help identify records quickly. Users can apply filters and sort functions to locate specific vehicles. For example, a filter can be applied to display all vehicles that have had an MOT in the past year.
Vehicle Register Form
The Vehicle Register form captures full vehicle details across multiple sections . The form allows users to record information such as service history dates and vehicle condition. To register a new vehicle click New Record in the top right of the Vehicle Register list view.
Setting a Review Date
Users can set a Review Date against a Vehicle Register record, for example 6 months or 1 year in the future. This ensures all vehicle information remains current and allows users to update details such as the last service date at regular intervals.
To set a review date:
- Click the Three Dots icon on your chosen record.
2. Select Reviews
3. Click Add
4. Fill in the fields, such as a date or any relevant comments in the form, then click Save and close
Creating Actions Against Vehicle Records
Users can create Actions (tasks assigned to users for completion and tracking) against a vehicle record. Examples include arranging the next vehicle service. The process works as follows:
- An Action is created on the Vehicle Register record and assigned to a user.
- The assigned user must mark the Action as complete in the system once the task is done.
- If the Action is not completed by the due date, Assure can send automated notifications to the user's manager alerting them of the overdue task.
Vehicle Incident
The Vehicle Incident module (a sub-module within Incident used to record incidents involving one or more vehicles) allows users to capture incidents that involve any of the organisation's vehicles.
When recording a Vehicle Incident, the user can use the associated Vehicle Register record to copy vehicle details directly into the Vehicle Incident form, removing the need to re-enter data manually.
- Find the Vehicle Incident sub-module in your module list
2. Select New Record
- When editing the record, in the Insured Vehicle Details section, enable the Select Insured Vehicle from Register option
3. Click the Cogwheel button to begin linking
4. Click Select
5. Locate the chosen vehicle on the record
6. The details will automatically be filled to match the registered vehicle. Once ready, click Save Record.
Cross-Module Implications
Claims Management: A Vehicle Incident record can be linked to a new or existing Claims Management record. This is done by editing the Claims Management record and selecting the Vehicle Incident reference using the menu cog on the relevant linking field. Full details are available in the dedicated Claims Management linking article.
Project Details: A Vehicle Incident record can be associated with a Project Details record using the Project Reference field. This field is not visible by default and must be enabled via Caption Maintenance. Full details are available in the dedicated Project Details linking article.
AI Metadata
- Product Area: Vehicle Register, Vehicle Incident, Incident Module
- User Role: EHS Manager, Safety Officer, Fleet Manager, System Administrator
- Tags: Vehicle Register, Vehicle Incident, fleet management, vehicle record, Actions, review date, export, report, Incident dashboard, Claims Management, Project Details
- Version/Region: All Assure versions; all regions
- Important synonyms: Vehicle Register (fleet register, vehicle record list); Vehicle Incident (vehicle accident, fleet incident); Actions (tasks, follow-up actions); Review Date (scheduled review); Export List (bulk export); Incident Dashboard (reporting dashboard)
- Suggested embedding keywords: vehicle register Assure, vehicle incident module, fleet management Assure, vehicle record actions, vehicle incident attachments, vehicle incident dashboard, export vehicle list, vehicle incident claims management, vehicle incident report
- Relevant modules and cross-module implications: This article covers two modules: Vehicle Register (Incident > Vehicle Register) and Vehicle Incident (Incident > Vehicle Incident). Cross-module implications: (1) Vehicle Incident records can be linked to Claims Management records; (2) Vehicle Incident records support a Project Reference field that links to Project Details records; (3) Vehicle Incident data can be visualised using the Incident Dashboard.