Your first 15 minutes: a setup checklist

You don’t need to set up everything on day one. Movcar accumulates value over time — the more you log, the more useful the reports and reminders become. But there’s a minimum that makes the platform actually do work for you. This is that minimum, in 15 focused minutes.

The 5-step setup

Step 1 — Add your first vehicle

From the left-hand menu: My Fleet → Vehicles → + Add.

The only field you actually have to fill in is Model. Everything else is either optional or auto-filled with a sensible default. See How to add a new vehicle for the full walkthrough.

If you have many vehicles to add: My Fleet → Vehicles → Import data lets you bulk-import from Excel. See How to import vehicles from Excel.

Step 2 — Upload its documents

Click on your new vehicle to open its detail page, then go to My Fleet → Documents → + Add. Required:

• Vehicle — the one you just created.
• Type — Registration, Insurance, Leasing contract, etc.
• Expiry date — Movcar will remind you before it expires.

Once you upload the registration certificate, you get automatic technical-inspection reminders. Upload the insurance to get MTPL/CASCO renewal reminders. See How to add a document.

Step 3 — Add at least one driver

Open My Fleet → Drivers → + Add.

At minimum: first name, last name, email. Email is important — it’s how the driver gets their mobile-app connection code.

If the driver should appear on the driver list of a specific vehicle, also set:

• Vehicle on the driver’s profile, OR
• Vehicle Driver on the vehicle’s profile

Both work. See How to add a new driver.

Step 4 — Connect the driver to the mobile app

This is the most-skipped step that gives the most ongoing value. Once a driver pairs the Movcar mobile app to their account, they log:

• Refuellings (one tap from the petrol station)
• Mileage
• Vehicle handovers
• Claims and incidents

Without the app, you (the admin) end up manually entering everything. With the app, the data flows in automatically.

To connect: My Fleet → Drivers → ✏️ edit the driver → generate / send App Connection Code. The driver downloads the Movcar app from the App Store or Google Play, opens it, and enters the code. Done.

See How to connect a driver to the Movcar mobile app.

Step 5 — Create one Service Plan

Even one plan turns Movcar from a logbook into a reminder system.

Open Service → Service Plans → + Add. Try:

• Operation: Oil Change
• Repeat based on: Both (depending which will occur earlier)
• Mileage interval: 10,000 km
• Time interval: 1 year
• Vehicles: All

Click Save. Now go to Service → Status Overview — you’ll see one row per vehicle with how long until each car’s next oil change. Add more plans (brake fluid, air filter, technical inspection) the same way over time.

See How to create a service plan and How to read the Status Overview dashboard.

What to do not in the first 15 minutes

Resist the urge to import everything on day one. Some things are better left until you’ve used Movcar for a week or two:

• Historical data (years of past refuellings, mileage). Import them later in batch — it’s an evening’s work, not a day-one priority.
• Fancy reports. Don’t set up every report in week 1. Let data accumulate, then explore.
• All your team members. Add just one or two trusted users first. Roll out more once you’ve got the workflow figured out.

What’s next?

• Add a new vehicle — if you skipped Step 1
• Add a new driver — if you skipped Step 3
• Connect a driver to the mobile app — the highest-value setup step
• Create a service plan — turn logs into reminders
• A quick tour of the admin panel — if you’d like a visual orientation first