Assign vehicle models in bulk

How-to guide Who can do this: Tenant Owner, Tenant Admin

Give many vehicles the same catalog model in one action, so they get a maintenance schedule, without assigning a model whose fuel the vehicles do not use.

Before you start#

• You need to be a Tenant Owner or Tenant Admin: the page needs permission to edit vehicles.
• Open Vehicles and click Assign models, or click Assign models on the banner of the Fleet Maintenance dashboard that counts vehicles with no model. The page is Assign vehicle models.
• The catalog model you want must exist and be active; only active models are offered. See Vehicle models catalog.

Steps#

1. Find the vehicles. By default the list shows your active vehicles that have no model yet. Use Search and the filters to narrow it, for example Model (set it to all vehicles to change vehicles that already have a model), Model as recorded, Current brand / model, Observed fuel, Department, Tags or Status, then click Apply filters.
2. Select the vehicles, in one of three ways:
   • tick vehicles one by one, or tick the checkbox in the table header to select the whole page;
   • click a group in the Groups by model as recorded panel to select every vehicle with that recorded make and model that also matches your other filters. The panel shows the 50 largest groups;
   • after selecting the whole page, click Select all N matching vehicles to select every vehicle that matches the filters, across all pages.
3. In the bar at the bottom of the screen, which appears once vehicles are selected, click Choose model and pick the catalog model. Each option shows brand, model, year (or any year), powertrain and fuel grades, and Has maintenance schedule when the model has one. Type in the search box to find it.
4. Click Preview. The Confirm model assignment page counts the vehicles that Will be updated, those with a Fuel mismatch (excluded unless ticked) and those Already on this model (unchanged), and lists the mismatched vehicles.
5. Check the fuel mismatches. They are left out unless you tick a vehicle's checkbox, or the header checkbox to include them all. Include one only when you are sure the vehicle's refuel history is wrong, not the model.
6. Click Apply. Back returns to an empty selection, so you start again.

What happens next#

• The page reports "X updated, Y skipped (fuel mismatch), Z schedules created".
• Only the vehicles' model changes; no other vehicle setting is touched.
• Each updated vehicle gets an entry in the audit log.
• The maintenance schedule follows the new model at once: a vehicle that had another model has its old items retired, with their history kept, and the new model's items created. An inactive vehicle gets its new items only once it is active again, and a model without a schedule creates none. See Vehicle maintenance status.
• From now on, stations that check the fuel grade accept only the model's grades for these vehicles.
• A vehicle on full-tank refuels with no per-fill limit of its own is now capped at the model's tank capacity.

Rules and limits#

• Observed fuel is worked out from the vehicle's completed refuels: Diesel, Petrol, Mixed (both) or None (no petrol or diesel refuels).
• A vehicle is a fuel mismatch when it has been refuelled with a fuel family the model does not take. A Mixed vehicle needs a model that takes both; a vehicle with no refuels is never a mismatch.
• A model with no fuel grades mismatches every vehicle that has a refuel history.
• The mismatch check is repeated when you click Apply, so a vehicle that became a mismatch in the meantime is left out and counted as skipped.
• Vehicles already on the chosen model are left unchanged and counted neither as updated nor as skipped.
• Inactive vehicles are hidden by default; set Status to show them, and they can then be assigned.
• Everything is applied together: if anything fails, no vehicle changes.

If something goes wrong#

Related#

• Vehicle models catalog
• Vehicle maintenance status