Create & Edit Vehicles

Abstract

Creating and maintaining accurate vehicle profiles in the Motive Dashboard is essential for compliance, precise tracking, and efficient operations. This article explains how to add, edit, and manage vehicle profiles and their settings to support smooth and effective fleet management.

Overview

Accurate vehicle management supports ELD compliance, streamlines dispatching, and improves operational performance. The Motive platform makes it easy for authorized users to manage all vehicle data in one place.

• Support ELD compliance: Ensure vehicle profiles are complete and accurate to meet ELD requirements.
• Enable precise tracking: Correct vehicle information allows for real-time tracking and reliable reporting.
• Optimize operations: Centralized control of vehicle settings and device assignments improves efficiency across your fleet.
• Generate accurate reports: Well-maintained vehicle data ensures accuracy in IFTA reporting, utilization tracking, and other key insights.

Vehicle management basics

Managing accurate vehicle profiles in the Motive Dashboard ensures ELD compliance and efficient fleet operations. A complete profile ensures driving time is attributed correctly and HOS logs are accurate. Centralized vehicle management also supports dispatching, in-platform communication, and safety performance tracking. These tasks are typically performed by users with admin access or fleet users with the necessary permissions.

Creating a new vehicle profile

Adding a new vehicle to your fleet is a straightforward process. Authorized users can add vehicles individually or import multiple vehicles at once.

To add a single vehicle:

1. Log in to the Motive Dashboard and click the Admin icon in the bottom-left menu.
2. From the Organization menu on the left, select Vehicles.
3. Click the + Add Vehicle button in the top-right corner.
4. In the General section, enter the vehicle’s VIN. The VIN decoder will attempt to auto-fill fields like year, make, model, and fuel type.
5. Fill in any remaining required fields, such as license plate number and issuing state, and odometer, and select an Inspection Form.
6. Under Vehicle Gateway Assignment, click + Assign Vehicle Gateway and choose the serial number of the installed device.
7. In the Vehicle Regulation Mode section, select Regulated (CMV) for vehicles subject to hours of service rules, or Unregulated (non-CMV) for exempt vehicles.
8. If applicable, assign an AI Omnicam or other devices in the Devices section.
9. Configure vehicle-specific settings, such as idling duration preferences.
10. Click Save to create the vehicle profile.

To bulk import multiple vehicles:

1. From the Vehicles page (Admin > Organization > Vehicles), click Import Vehicles.
2. Download the provided CSV template.
3. Fill out the template with information for each vehicle you want to add.
4. Upload the completed CSV file and click Import. The system will create profiles for all valid entries.

Edit an existing vehicle profile

You can update vehicle details at any time in the Motive Dashboard.

To edit a single vehicle profile:

1. Navigate to Admin > Organization > Vehicles.
2. Find the vehicle you want to edit. Click the Options button in its row and select Edit Vehicle.
3. On the Edit Vehicle page, update the relevant fields under General, Devices, or Settings.
4. Click Save to apply your changes.

To bulk edit multiple vehicle profiles:

1. In the Vehicles page, use the checkboxes to select the vehicles you want to update.
2. Click the Edit button at the top of the list.
3. In the dialog box, select the setting you want to change and enter the new value.
4. Click Save to update all selected profiles.

Reassign a Vehicle Gateway

To move a Vehicle Gateway to a different vehicle:

• In the Motive Dashboard, go to Admin > Organization > Vehicles.
• Find the vehicle currently assigned to the Gateway and click Options > Edit Vehicle.
• In the Vehicle Gateway Assignment section, click Remove to unassign the device.
• Navigate to the profile of the new vehicle and click + Assign Vehicle Gateway.
• Select the appropriate serial number and click Save.

Advanced settings

Speed settings

Set vehicle-specific speed rules, such as enabling trucking speed limits, to improve the accuracy of speeding alerts.

Lifetime engine hours

Update a vehicle’s lifetime engine hours in its profile to support accurate maintenance and utilization reporting.

Engine Immobilizer

If a vehicle is equipped with an Engine Immobilizer, you can assign and manage it in the Devices section of the vehicle profile.

Vehicle overrides for safety

Customize safety settings for individual vehicles when needed. For example, you can override fleet-wide thresholds for unsafe behavior detection based on unique operating conditions.

Troubleshoot common vehicle issues

Maintaining accurate vehicle profiles helps prevent compliance issues and supports efficient operations. Below are some common issues and troubleshooting tips.

VIN decoding errors

• If the VIN decoder doesn’t auto-fill the vehicle’s details:
  • Double-check that the VIN is entered correctly.
  • Manually enter the year, make, model, and fuel type if the VIN is correct.

Vehicle Gateway assignment issues

• If the Vehicle Gateway isn’t transmitting data:
  • Confirm that the Gateway is correctly installed and powered on.
  • Verify that the correct Gateway serial number is assigned to the vehicle in the Motive Dashboard.
  • If issues persist, consult the Vehicle Gateway troubleshooting guide.

Data synchronization problems

• If odometer readings or other data seem incorrect:
  • Ensure that the Vehicle Gateway has a stable connection.
  • Verify that the Motive Driver App is up to date and syncing properly.

Vehicle management best practices

• To ensure smooth and effective fleet management, follow these best practices:

Regularly audit vehicle profiles

• Review profiles frequently to ensure fields like license plate numbers and assigned devices are current.

Use groups for organization

• Group vehicles by location, use case, or operational unit to simplify reporting and bulk edits.

Maintain accurate odometer readings

• Update odometer readings regularly to ensure proper maintenance schedules and accurate IFTA reporting.

FAQs

Troubleshooting

• Not Connecting to Vehicle
• Not Recording