Add a vehicle

Every vehicle you dispatch is on the Vehicles tab, with its status, its usual driver, its papers and what it earned and cost this month. Its papers’ expiry dates are what Kila watches for you.

Steps

1. Tap Add vehicle

   Open Sell › Bookings and dispatch and the Vehicles tab: a fleet officer opens straight on it. Tap Add vehicle.

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2. Name it

   Give it a Name you will know it by on the board, such as Bike 6, Honda Ace 125, its Registration and its Type.

3. Choose its depot

   Choose the Depot it works from. Add its Load (kg) or Seats, its Odometer (km), and the Usual driver if it has one: Kila fills in that driver when someone dispatches it.

4. Enter its papers

   Type the dates the Licence expires, the Insurance expires and the Inspection expires. With a GPS tracker, add its Tracker id: “Opens the vehicle on your tracking provider.”

5. Tap Save

   Kila shows:

   Saved

   Bike 6, Honda Ace 125 added to the fleet.

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6. Check its papers

   The Papers column names any paper due within 30 days, such as insurance in 20d, or one that has expired: inspection expired. In date means nothing is due.

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Papers coming due

Kila keeps the dates for you:

• The owner’s home page lists the papers next due on Vehicles out, available, in maintenance, such as 3-tonne Isuzu NQR inspection with the day it expired.
• Licences, permits and returns due has them with the business’s other licences, such as 3-tonne Isuzu NQR (KCX 905J) inspection, and so does Customers and services › Compliance.
• Kila sends the owner a notification as a paper comes due, such as Van 2, Toyota Probox (Nairobi) (KDC 771F) insurance expires in 6 days, on the days set in Settings as Remind before papers expire (days): 30, 7 and 1 days before at Swift Haul Logistics.

When a paper is renewed, tap Edit on the vehicle, type the new date and tap Save: “Bike 6, Honda Ace 125 saved.” Its Papers say In date again.

A vehicle off the road

• Maintenance takes an available vehicle off the road: “Bike 6, Honda Ace 125 is in maintenance.” Nobody can dispatch it until you tap Available.
• Retire takes it out of the fleet for good. Kila asks first: “Its history and costs stay.”

What if

The registration is already in the fleet

Kila shows:

That did not go through

A vehicle with registration KMHC 418D is already in the fleet.

That vehicle is already on the Vehicles tab: open it with Edit instead.

The Usual driver list is empty

Only the people who dispatch, such as the dispatcher, a branch manager or the owner, see the drivers’ list when they add a vehicle. A fleet officer saves it without a driver; the dispatcher chooses the driver when they dispatch it.

Related

• Record a vehicle’s running cost: fuel, repairs and fees, against each vehicle.
• Dispatch a booking: give a booking a vehicle.
• Fleet officer: the vehicles, their papers and their costs.

Next: record what the vehicle costs to run, so its margin shows on the Vehicles tab.