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# How to create & update vehicle documents

## Create a new vehicle document
1. Go to **Fleet > Documents** and click **+ Add new document** (bottom left).
2. Under **Document Info**, fill in:
   * **Vehicle Regno** (required) — pick the vehicle from the dropdown or start typing the Rego.
   * **Title** (required) — e.g. Vehicle Registration, CTP Insurance, Roadworthy.
   * **Notify before end date, days** — how many days before expiry you want a reminder (e.g. 30).
3. Under **Create document record**, set the dates:
   * **Issue date** (required) — choose from the calendar and click **Done**.
   * **Expiration date** (required) — or tick **No Expiry** for documents that never expire.
4. Optional: enter the **Cost, AUD**, a **Note**, and click **+ Add file** to attach a scan or PDF.
5. Click **Create document record**. The button turns blue once all required fields are filled.

   ![](https://storage.crisp.chat/users/helpdesk/website/-/4/3/d/8/43d837e8d5f88000/02-screenshot_15h849p.png)
   A **Saved successfully** message appears and the page switches to **Edit document**. The document status (e.g. Expiring soon) and the first record now show.

   ![](https://storage.crisp.chat/users/helpdesk/website/-/4/3/d/8/43d837e8d5f88000/03-screenshot_1ms1jhj.png)

## Update an existing document
### Open the document
From **Fleet > Documents** (or the vehicle's **Documents** tab), click the **pencil icon** in the Edit column.

![](https://storage.crisp.chat/users/helpdesk/website/-/4/3/d/8/43d837e8d5f88000/04-screenshot_1kjgmwq.png)

### Renew it (add a new record)
Use this when a document is renewed — the old record stays in the history.
1. Under **Add document record**, choose the new **Issue date** and **Expiration date**.
2. Enter the **Cost, AUD**, a **Note** and attach the new file if you have one.
3. Click **Add document record**.

   ![](https://storage.crisp.chat/users/helpdesk/website/-/4/3/d/8/43d837e8d5f88000/05-screenshot_1ooewiu.png)
   The new record appears at the top of **Document records**. The document's dates and status update to match the latest record (here, from Expiring soon to **Active**).

   ![](https://storage.crisp.chat/users/helpdesk/website/-/4/3/d/8/43d837e8d5f88000/06-screenshot_1bzf9wp.png)

   Correct an existing record
To fix a typo in dates, cost or notes, click the **pencil icon** on that row in **Document records**. Change the fields in the **Edit record** pop-up, add a file if needed, and click **Edit record**.

![](https://storage.crisp.chat/users/helpdesk/website/-/4/3/d/8/43d837e8d5f88000/07-screenshot_ev9rot.png)

### Change the title or reminder
Edit **Title** or **Notify before end date, days** under Document Info and click **Save document info**. The vehicle rego is locked once saved; click **Duplicate** (top right) to start a copy of the document instead.
## Tips
* **Status meanings:** Active = valid; Expiring soon = inside the notify window; Expired = past the expiration date. Remaining days shows the countdown.
* **Always renew with a new record** rather than editing the old one — it keeps the cost and file history for audits.
* **Create button greyed out?** A required field (marked \*) is empty, or the Expiration date is missing and No Expiry isn't ticked.
* **Archive vs delete:** archiving hides a document but keeps it under Show archived; deleting removes it permanently.