Vehicle management
Vehicle management: one registry for every car, van and truck
Fleet Hero, the fleet management app of Office Hero, keeps each vehicle's identity, specifications, group, tracker, insurance and history together. Add vehicles from the VIN or a spreadsheet, then search the list by plate, make, model or VIN and filter it by status, group or fuel type.
Included in every Fleet Hero package, from €10.80 per vehicle per month with the SIM and mobile data.
01How it works
Everything about a vehicle, kept in one place
From the first VIN to the day a vehicle is retired, its record stays in the registry that maps, alerts and reports read from.
Adding vehicles
Add a vehicle from its VIN and the built-in catalogue
Type or paste the VIN and Office Hero's own decoder reads the make and vehicle type, plus the model and model year where the VIN encodes them. It runs on our servers, and the VIN is not sent to a third party. The form then offers the catalogue for cars, vans, trucks, buses and motorcycles, down to submodel, trim and colour.
- Each decoded value is labelled certain, likely or suggestion only, and you review it before it is used
- A check-digit test, a hint when the keyboard is set to Cyrillic and a warning for duplicate VINs
- Trailers have no catalogue, so their make and model are typed in
Vehicle page
One page per vehicle, with everything that belongs to it
Each vehicle has an overview of what it is doing now and tabs for specifications, diagnostics, fuel, service, issues, alerts, reminders, insurance, assignments and route history. Add a fill-up, a service, an issue, a reminder or a policy from its tab.
- A status block with mileage, fuel, AdBlue, warning lamps and fault codes, as far as the tracker reports them
- The linked tracker with its IMEI, status, last contact and firmware
- Sync data: where the tracker reads the VIN or odometer, compare it with the record and apply only the fields you tick
Groups
Groups the rest of Fleet Hero uses
Put vehicles in coloured groups, such as delivery vans or a regional depot. The same groups filter the vehicle list and the live map, narrow reports and alert rules, and decide which vehicles a user may see.
- Each group shows its colour and how many vehicles it holds
- Archive a group without deleting its vehicles
CSV import
Import an existing fleet in one step
Paste the rows of a CSV file to create up to 500 vehicles at a time. Only the number plate is required. Rows with errors are listed with the field to fix, and the good rows are created anyway.
- Optional columns: VIN, make, model, year, colour, fuel type, tank capacity, country, vehicle type and odometer
- The first row must use Fleet Hero's column names, such as license_plate and vin; columns with other names are ignored
Equipment register
Trailers, tools and machines next to the vehicles
Keep equipment that is not a vehicle in the same app, with its number, category, status, acquisition date and cost, location and notes. The register does not place equipment on the map; a trailer that needs a live position is added as a vehicle with its own tracker.
- Statuses: active, in repair, retired, sold and lost
- Your own equipment types, such as tools, trailers or laptops
02Also included
Smaller things that save time every week
Full specifications
Engine size and code, power, gearbox, drive, body type, axles, emission standard, seats, doors, kerb weight and gross vehicle weight.
Vehicle health score
A score from 0 to 100 per vehicle, from open defects, overdue services, recent fuel anomalies and an odometer with no recent readings.
Odometer history
A trend chart of each vehicle's odometer, with readings you can add by hand.
A tracker on every vehicle
Link a Teltonika GPS tracker to a vehicle, and its positions and readings belong to that vehicle.
Who sees which vehicles
Limit a user to listed vehicles or vehicle groups; their lists say how many are hidden.
Quick search
Press Ctrl+K or ⌘K and type a plate, a driver's name or a tracker's IMEI to open it directly.
Your own fields
Extra fields, such as a cost centre, in the vehicle form, the list columns and the filters.
Custom fields are set up for your company by the Office Hero team; you cannot define them yourself yet.
VIN scan with the phone camera
In the Office Hero Manager app, scan the VIN label and the decoder fills in the vehicle; the image is never kept.
Coming soon
03In figures
The catalogue behind the vehicle form
Counts as the catalogue ships; they change slightly with updates.
- 5 vehicle types, from cars to buses
- 513 brands
- 6,918 models
- 77,857 trims
- 500 vehicles per CSV import
04Questions
Questions about vehicle management
Not answered here? Write to [email protected]. A person from our team in Skopje replies, Monday to Friday, 09:00–17:00 CET.
Can we import our current vehicle list?
Yes. Paste up to 500 rows of a CSV file per import, with Fleet Hero's column names in the first row. Only the number plate is required, and a row with an error does not stop the others.
Is the VIN sent to an outside service?
No. The VIN decoder is Office Hero's own and runs on our servers. It labels each value it reads by how certain it is.
Can we manage vehicles that have no GPS tracker?
Yes. The registry, insurance, service history and fill-ups work without a tracker. The live position, the status block and the readings from the vehicle need one.
Can we see trailers and equipment on the map?
Items in the equipment register are not shown on the map. A trailer with its own tracker can be added as a vehicle and then appears on the live map.
What happens when we sell or retire a vehicle?
Set its status to retired. It no longer counts as active and its history stays in Fleet Hero. Once the tracker has been moved, it can be linked to another vehicle.
Which package includes vehicle management?
All of them. The vehicle registry is part of Essentials, at €10.80 per vehicle per month with the SIM and mobile data included, and of every package above it.
See your own fleet in Fleet Hero
Bring a few VINs or a vehicle list to the demo, and we will show you your fleet in the registry.