How to Use the Cars Organizer

This organizer is intended for office managers, fleet managers, or any similar employee responsible for company cars and information about them.

Company Fleet Overview

You can record detailed information about each vehicle’s maintenance, condition, and history (including repairs). This organizer helps manage important dates for regular checks and overall management. It is not limited to cars; you can also record details for trucks, trailers, motorcycles, and their parts.

For each vehicle (car, truck, semi-trailer, motorcycle, or other types), you can maintain the following information:

• Comprehensive Fleet Overview: Detailed information for each vehicle.
  
• Vehicle Details: Brand, type, and equipment of each vehicle.
• Purchase Information: Purchase price or lease price.
• Insurance Information: Details of vehicle insurance.
• Maintenance and Repairs: Records of maintenance, repairs, incidents, and accidents.
• Inspection and Expiry Dates: Technical inspection dates, tire change dates, expiry date of the first aid kit, etc.
• User Information: Details of who uses the vehicle.

How to Transfer and Assign a Vehicle to an Employee

Aptien allows you to get the management of cars and their assignment to employees under control. You'll see which employee has which vehicle assigned.

1. As the transferring person, open the vehicle register
2. Find the specific car you want to transfer
3. You will see a "Transfer to Employee" button
4. Select the employee to whom you are transferring the vehicle
5. The employee takes over the car and optionally confirms it on the display with their signature
6. The employee sees everything on their personal page

How to Track Vehicle Inspection Due Dates

1. Set up using Activity Plans
2. Go to the Activity Plans tab
3. Select or enter the due date for the "Vehicle Inspection" activity

How to Track Tire Change Deadlines

1. Set up using Activity Plans
2. Go to the Activity Plans tab
3. Select or enter a date for the activity

How to Track Warranty Inspections and Deadlines

1. On the vehicle's card, go to the "Details" tab and select the "Warranty Period" field.
2. Click on the watchdog icon and set up a reminder for the expiration date.
3. Enter "+Set up new watch"
4. Set how many days in advance you want to be informed
5. If you want to monitor all records in the asset register, select "On all records"
6. Select who should receive the notification (e.g., you, the facility manager).