In Ideagen Safety, vehicles are managed through the Transport Register.
This article explains how to add key information for new vehicles, including any required certifications and maintenance schedules.

You’ll learn how to:

• Access the Transport Register

• Start the process of adding a new vehicle

• Complete the vehicle information form

• Add information in the Details tab

• Enter certification details in the Certification tab

• Record maintenance requirements in the Maintenance tab

📋 Add a Vehicle – Transport Register

In Ideagen Safety, vehicles are recorded in the Transport Register, located under Assets in the Menu bar.

The Transport Register displays key summary information for all registered company and contractor company vehicles.

➕ Add a Vehicle – Add Item

To add a vehicle owned by a Contractor Company, first select the Contractor Transport Register.

If the vehicle is owned by the Organisation, make sure you’re viewing the Company Transport Register, then click Add.

📝 Add a Vehicle – The Short Form

A short form will load to collect the minimum information required to add a vehicle to the register.

Note: Fields marked with an asterisk (*) are mandatory.

Complete the form by filling in all mandatory and relevant fields.

Select the Site or Sites the vehicle relates to by searching or browsing the organization structure.

📝 Add a Vehicle – The Short Form (Continued)

Select the Department the vehicle relates to, if applicable.
Note: The Department field may not appear depending on your settings.

If you’re adding a Contractor Company Vehicle, select the Company it belongs to.

Enter a description of the vehicle and its registration

📝 Add a Vehicle – The Short Form (Continued)

If the vehicle will be assigned to a specific driver, select the Person Type the driver belongs to, then enter their name in the adjacent field.

Enter the name of the person at your organisation responsible for the vehicle.

Finally, select the Category the vehicle belongs to. The available options depend on your organization’s Vault Settings.

Once all information is entered, click Save.

📑 Add a Vehicle – Additional Tabs

The vehicle has now been saved, revealing additional fields across several new tabs.

Many of these tabs store details that can be added later.

In this guide, we’ll cover how to add key information in the Details tab, record any applicable certifications, and schedule maintenance events.

📋 Add a Vehicle – Details Tab

The Details tab stores basic information about the vehicle, including how and where it was obtained, plus warranty details.

To add a photo, click the + button and select the file from your computer. Vault will save a copy.

Enter the Make (manufacturer), purchase date, and model name or number.

⏳ Add a Vehicle – Life Cycle

If the vehicle has a life cycle, enter the details in the Life Cycle section. You can enter one, multiple, or no expiry criteria:

• A fixed date

• A distance limit (if the vehicle expires after a certain mileage)

• An hours limit (if the vehicle expires after a certain running time)

The actual distance and hours used are recorded in the Mileage tab.

Ideagen Safety will consider the vehicle expired when the first of these criteria is met.

⚠️ Add a Vehicle – Life Cycle Warning

To receive a warning as the expiry approaches, enter the date, distance, or hours that should trigger the alert.

You can also add any additional notes about the vehicle in the free-text Notes field.

📄 Add a Vehicle – Certification Tab

If there are any certifications to record for the vehicle at this stage, click the Certifications tab.

Select the certification type from the list.
Note: Available options depend on settings enabled by your organisation. For help, visit the Support Portal.

Click Add to record the certification details.

➕ Add a Vehicle – Add Certification

Enter the certification date.
Ideagen Safety will automatically calculate and display the expiry date below.

Select whether the vehicle passed or failed the certification.

If the certification expires after a certain mileage or number of hours, enter those values in the corresponding fields.

➕ Add a Vehicle – Add Certification (Continued)

Enter any cost associated with the certification.

To attach relevant files, such as a digital copy of the certificate, click Attach File and select the file from your computer.
Ideagen Safety will store a copy.

Click Save to finish.

➕ Add a Vehicle – Add Certification (Continued)

The certification details are now saved and displayed in the register for the selected certification type.

Click Save Certification and repeat this process for any other certifications you wish to record at this stage.

🛠️ Add a Vehicle – Maintenance Tab

If the vehicle will require regular maintenance, click the Maintenance tab.

Click the Add button.

Select the maintenance frequency and enter a description of the maintenance task.

To add a due date for the first maintenance event, click Add.

🛠️ Add a Vehicle – Maintenance Tab (Continued)

Enter the purchase date as the initial maintenance date.

The due date for the next maintenance event will be automatically calculated and displayed.

Optionally, enter a maximum mileage or number of usage hours. If entered, Ideagen Safety will consider the maintenance event overdue once either limit is reached — regardless of the date.

Add any relevant notes in the Notes field, and attach any files if needed.
Click Save to complete the entry.

🛠️ Add a Vehicle – Maintenance Tab (Continued)

Repeat this process for any additional maintenance events you'd like to schedule at this stage.

Each time certification is renewed, or maintenance is completed, it should be recorded in this tab.

For more help, visit the Support Portal.

📝 Add a Vehicle – Custom Text Fields Tab

Your organisation may require additional information about the vehicle to be entered under the Custom Text Fields tab.

Refer to your internal procedures or your Vault administrator for guidance on how to complete these fields.

Once all required details are entered, click Save to return to the Transport Register.

The vehicle details are now saved.

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