Track and manage the vehicles in your field service team. Each vehicle record doubles as a login account for the BeanRails technician mobile app.
Licences
Each vehicle record consumes one technician licence under the Professional Plan. Visit the BeanRails website for current pricing details.
At the top of the Vehicles page, four cards show your current usage:
| Card | What it shows |
|---|---|
| Total Licenses | Total vehicle slots on your plan |
| Unused Licenses | Slots still available to create new vehicles |
| Active | Vehicles with Active status |
| Inactive | Vehicles with Inactive status |
Click the Active or Inactive card to filter the table by that status.
Licence alerts
- No unused licences — an info banner appears when all slots are filled. You cannot create new vehicles until a licence is freed or more are purchased.
- Licence exceeded — a warning banner appears if the number of vehicles exceeds your licence count. Some drivers will be automatically disabled until the count is back within the limit.
Purchasing more licences
To add more vehicle licences, click Add Licences in the alert banner. This opens a pre-filled email to sales@beanrails.com. The BeanRails team will adjust your plan and update your licence count.
Adding a Vehicle
- Go to Fleet → Vehicles
- Click + Add Vehicle
- Fill in the Vehicle Fields tab:
| Field | Required | Notes |
|---|---|---|
| User Name | Yes | Used as the login username in the mobile app |
| Display Name | Yes | Shown as the driver name in the mobile app |
| No | Optional contact email for the vehicle/driver | |
| Mobile No. | No | Optional contact number |
| Vehicle Type | Yes | Car, Truck, Motorcycle, or Van |
| Status | Yes | Active or Inactive (see Status) |
| Capacity | No | Numeric capacity value |
| Notes | No | Free-form notes — e.g. plate number, vehicle colour, insurance details |
- Click Save
After saving, a one-time password is displayed in a pop-up. Copy it immediately — it is never shown again. Share it with the driver so they can log in to the mobile app.
Warning
The password is shown only once at creation. If you lose it, use Reset Password to generate a new one.
Vehicle Status
| Status | Effect |
|---|---|
| Active | Vehicle can log in to the mobile app and submit jobs |
| Inactive | Vehicle cannot submit jobs from the mobile app |
Editing a Vehicle
Click on any vehicle row to open the edit modal. It contains four tabs:
Vehicle Fields
Edit any of the fields entered at creation (User Name, Display Name, Email, Mobile No., Vehicle Type, Status, Capacity, Notes).
Supplies
Manage the inventory items stocked in this vehicle.
- Add an inventory item and set its quantity in stock
- Remove items that are no longer carried
- Changes are reflected immediately in inventory tracking
Supply Transactions
Read-only log showing all inventory movements for this vehicle:
| Column | Description |
|---|---|
| Inventory Name | Item that was transacted |
| Transaction Type | Type of movement (e.g. replenishment, use) |
| Quantity | Amount added or removed |
| Transaction Date | When the transaction occurred |
Device Info
Read-only panel populated automatically when the driver logs in from the mobile app:
| Field | Description |
|---|---|
| Vehicle OS | Operating system and version (e.g. iOS 17.2) |
| Last Known Address | Most recent GPS location with a View on Map link |
| Last Login At | Timestamp of the most recent mobile login |
| Last Connected At | Timestamp of the most recent device connection |
| Created At | When the vehicle record was created |
Resetting a Password
If a driver forgets their password or you need to revoke access:
- In the Vehicles table, click the key icon next to the vehicle
- Confirm the reset
- A new 8-character password is generated and displayed once
- Share the new password with the driver
Tip
Resetting the password also clears the stored device OS information, effectively unlinking the previous device session.
Mobile App Login
Vehicles log in to the BeanRails technician mobile app using their username and password credentials (set when the vehicle is created or after a password reset).
On the mobile login screen the driver enters:
- Username — the User Name set on the vehicle record
- Password — the password generated at creation or after the last reset
Once logged in, the mobile app authenticates all requests with a secure token that refreshes automatically in the background.
Check-Ins
The Check-Ins tab records each driver's daily attendance — when they checked in to start their work day and checked out at the end. GPS coordinates are captured at both events and reverse-geocoded to a readable address.
Filtering check-ins
| Filter | Options |
|---|---|
| Date range | Today, Yesterday, This Month, Last Month, Custom Range |
| Vehicle | Filter by a specific vehicle |
Check-in columns
| Column | Description |
|---|---|
| Vehicle | Driver / vehicle name |
| Check-In At | Timestamp when the driver checked in |
| Check-Out At | Timestamp when the driver checked out |
| Last Known Location | GPS-derived address at time of check-in. Click View on Map to see the location. |
| Remarks | System-generated note — shown as Auto Checked Out when the system automatically checks out a driver at end of day |
Auto end-of-day checkout
If a driver forgets to check out, the system automatically checks them out at the end of the day based on your team's timezone. These records show Auto Checked Out in the Remarks column.
You can export check-in records using the Export button.
Deleting a Vehicle
Click the trash icon next to a vehicle to delete it. The vehicle is removed from the list immediately. Deleted vehicles no longer appear in the dashboard, but historical records (jobs, check-ins, transactions) that referenced the vehicle are preserved.