How to add a new vehicle

Adding a vehicle is the first thing you’ll do in Movcar. The good news: it’s faster than you’d expect. There’s really only one field you have to actively fill in — everything else is either optional or auto-filled with a sensible default. This guide walks you through the form, what gets saved, and what happens after.

Before you start

Nothing on this list is mandatory, but it’s useful to have on hand:

• The vehicle’s license plate.
• The VIN (chassis number, 17 characters — found on the registration document).
• The first registration date — if you want Movcar to remind you about technical inspections.
• A photo (optional, but it makes the fleet list much easier to scan).

💡 Tip — Don’t worry about getting everything perfect now. Every field can be edited later from the vehicle’s detail view.

Step 1 — Open the Vehicles section

From the left-hand menu, click My Fleet → Vehicles. You’ll see a list of every vehicle currently in your fleet, with search, filter, import/export and the + Add button in the top-right.

Step 2 — Click “+ Add”

In the top-right corner, click the purple + Add button. The new-vehicle form opens.

The form is divided into seven sections — Photo, Model, Vehicle, Engine details, Refrigeration Unit, Owner & leasing details, Tire Parameters. Most fields are optional.

Step 3 — The only field you actually have to fill in: Model

Three fields are marked with a red asterisk (*): Model, Year, Initial vehicle mileage, and Status. But in practice, Year, Initial vehicle mileage and Status are already pre-filled with defaults (the current year, 0, and Active) — so the only field you must actively fill in is Model.

Click the Model dropdown. It opens a searchable list of every vehicle model in Movcar’s database. Start typing the make (e.g. “Tesla”) and the list filters in real time. Click your match and the model is selected. A new field — Model details — appears below it.

📌 Good to know — Movcar automatically determines the vehicle type (Cars, Trucks, Buses, etc.) from the model you pick. There’s no Type field to set yourself.

🔍 Model not in the list? Tick the Select vehicle manually checkbox below the Model field. The dropdown is replaced with plain text inputs you can fill in freehand.

Step 4 — Add the high-value optional fields

You could click Save right now and your vehicle would be created. But before you do, three optional fields are worth filling in:

⚠ Spaces in the license plate get stripped — if you type “CT TEST 01”, Movcar saves it as “CTTEST01”. Most users skip the spaces when typing.

Step 5 — Optional sections you can fill later

The rest of the form covers four optional sections:

• Engine details — fuel type, power, engine capacity, CO₂ emissions, Euro Norm.
• Refrigeration Unit — only relevant for cold-chain vehicles.
• Owner & leasing details — vehicle owner, assigned driver, leasing contract number.
• Tire Parameters — tire size, load index, speed index.

Step 6 — Save

Top-right corner, click the purple Save button. Or use Save & Add New to save this one and immediately open a fresh empty form. Movcar redirects you back to the Vehicles list. A green “Successfully created!” toast appears in the bottom-right.

If you forget the Model

If you click Save without picking a Model, Movcar refuses the save and shows two messages at once: an inline error under the Model field “The Model field is required.” plus a red toast in the bottom-right “There was a problem submitting the form.”

What you’ll see after saving

Click your new vehicle’s row to open its detail view. You’ll see every field laid out section by section, with empty fields shown as — and the Status displayed as a green ACTIVE pill. At the top-right you have four actions: Import data, Export data, Delete Item?, and the ✏️ pencil icon.

What’s next?

• Upload its documents — registration, insurance, leasing contract.
• Set the App Connection Code so a driver can pair the Movcar mobile app to this vehicle.
• Assign a driver — link a driver so refuellings, handovers, and claims they log get attributed automatically.