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:
3. • 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:
4. • 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.

   
   

   
   
   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.

   
   

   
   

Update an existing document

Open the document

From Fleet > Documents (or the vehicle's Documents tab), click the pencil icon in the Edit column.

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.

   
   

   
   
   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).

   
   

   
   

   
   

   
   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.

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.

Updated on: 03/11/2026