Vehicle Popup
How to add, change and view a vehicle in its popup: its details, key dates and drivers, its MOT status, selling it, and its Off the Road, Mileage and Checks tabs.
The vehicle popup is where a van or car is added, changed and looked at. New Vehicle on Work > Vehicles opens it as Create Vehicle. Clicking a vehicle opens it to view, and Edit there opens Edit Vehicle. A reminder in the notifications bell, or a date on the Dashboard or in the Vehicles overview, opens it at the tab it's about. Adding and changing vehicles is for people whose role can manage vehicles.
Business Tab
With more than one business selected, a new vehicle starts on Business: choose the business it belongs to. Its drivers come from that business's people, so choosing another business clears any drivers you'd picked. Once it's saved, a vehicle stays in its business.
Vehicle Tab
- Name: What your team calls it, such as Van 1. It's the only thing a vehicle needs, and it's how the vehicle is named on worksheets, the Planner, expenses and reports.
- Registration: The number plate, such as AB12 CDE. It's optional, but no two vehicles in a business can have the same one. Look up, beside it, fills in the vehicle's details from the number plate, and once it's saved Work Planner keeps its MOT up to date. Changing the registration clears the MOT status found for the old one. See Registration Lookup.
- Type: Van or Car, which sets the vehicle's icon. Vans and cars have the same HMRC mileage rates.
- Colour: As the hint says, it's shown beside the vehicle on worksheets and the Planner. It also colours its icon while it has no photo.
- Make, Model, Fuel and Year: What the vehicle is, such as a 2019 diesel Ford Transit Custom. The make, model and fuel show under its name on the list. Fuel can be Petrol, Diesel, Electric, Hybrid, Gas or Other, or left as Not set.
- How business mileage is claimed: How you claim for the vehicle's business use at tax time. Running costs, which it starts on, claims its fuel, insurance, repairs and the rest as expenses. HMRC mileage rate claims a flat rate for each business mile instead, and, as the hint says, HMRC expects you to keep using it for as long as you use this vehicle. The Vehicles Report works out the claim either way. Ask your accountant if you're not sure which to use.
- Its mileage reads in: Miles or Kilometres, whichever the odometer shows. Readings are typed in as the odometer shows them and kept in miles.
- Photo: One photo of the vehicle, a JPG, PNG or WebP up to 10MB. It shows on the list and at the top of the popup.
- Notes: Anything else worth keeping with the vehicle, such as where its spare key is.
Key Dates Tab
Add the dates you want reminding about. Each one is optional, and each you add is reminded about a month, a week and a day before, on the day, and once it's overdue. See Vehicle Reminders.
- MOT due: When the next MOT is due, or a new vehicle's first one. Once the vehicle has its registration, Work Planner keeps the date up to date from the DVSA, replacing the one you typed whenever the DVSA has an MOT date for it.
- Road tax due: When the road tax runs out. Work Planner doesn't look road tax up yet, so put this date in yourself.
- Insurance renewal, Service due and Breakdown cover renewal: When each needs renewing or booking. Work Planner never changes these itself.
When you renew something, put the new date in here, and the old date's reminders go. When you view the vehicle, its Key Dates tab lists all five, each with its date and how far off it is, such as MOT in 162d or Tax 3d overdue, or Not set.
Drivers Tab
- Who drives it: The people in the business who take this vehicle out. As the hint says, their worksheets go out in it: a new worksheet given to one of them starts on this vehicle, and jobs they mark done away from a worksheet count towards it.
- Moving someone: Each person drives one vehicle in each business. Someone who drives another vehicle has it beside their name, such as drives Van 2, and choosing them moves them to this one.
- No drivers: A vehicle doesn't need a driver. A worksheet can still be put in it by hand.
You can also choose who drives what from each person's row on the Team Screen. A sold vehicle has no drivers, and its Drivers tab says to put it back in use first.
Saving the Vehicle
- Create or Update: Saves the vehicle. Cancel closes the popup without saving.
- Something to put right: Such as a missing name, or a number plate another of the business's vehicles already has. The popup opens the tab it's on and marks it.
- The photo: Uploaded once the vehicle is saved. If it can't be uploaded, the vehicle is still saved and Work Planner says so, so you can add the photo again from Edit.
Viewing a Vehicle
Clicking a vehicle opens it to view, on its Details tab. The top shows its photo or icon, its name and number plate, its make, model, fuel and year, and its three soonest key dates. A sold vehicle says when it was sold. The tabs are Details, Key Dates, Off the Road, Mileage and Checks. If your role can manage vehicles, Edit, Mark as sold and Delete sit beside them, with Put back in use in place of Mark as sold for a sold vehicle.
Details Tab
For a vehicle in use, the tab starts with its tax and MOT, as the DVSA has them. Underneath are its business, when you have more than one, its type, its drivers, how its business mileage is claimed, its colour and its notes.
- The status line: Such as MOT valid until 12 Mar 2027 · Checked 21 Oct 2026. It can also say First MOT due by a date for a new vehicle, No MOT details held, or, in red, No valid MOT. Without a registration it says Add its registration to check its tax and MOT, and if no vehicle has the number plate, No vehicle found with this registration. Road tax isn't looked up yet, so the line gives the MOT only.
- Refresh: For people whose role can manage vehicles, checks the vehicle with the DVSA again now. It can be checked again every five minutes.
- Safety recall: If the DVSA says the vehicle has a safety recall that hasn't been done, a warning says so, with a link to check what it's for and get it done.
- For guidance only: The note underneath says the tax and MOT information comes from the DVLA and DVSA, for guidance only, and contains public sector information licensed under the Open Government Licence v3.0.
What's checked, and when, is in Registration Lookup.
Off the Road Tab
The days the vehicle is booked off the road, such as for its MOT, a service or a repair, soonest first. A booking that has started says Off the road now, and the ones that have gone by are kept under Gone by. While it's booked off the road, the Planner names it on each of those days, such as Off the road: Van 2 (MOT), the Dashboard's Vehicle Dates lists it that week, and Add to Worksheet warns you if you pick it for work on one of those days. Nothing stops the vehicle being used: the booking is there so you can plan around it.
- Book off the road: For people whose role can manage vehicles. It asks for the First day, which starts as today, the Last day, which follows the first day until you change it, so a one-day booking only needs the first, Why, which is MOT, Service, Repair or Other, and a Note if you like, such as which garage it's going to.
- The rules: A booking can be up to a year long, and it can't overlap another booking for the same vehicle. A sold vehicle can't be booked.
- Changing or cancelling: The pencil beside a booking changes it, and the bin cancels it once you confirm, so the vehicle shows as on the road again for those days.
Everyone whose role can see vehicles sees the bookings, here, on the Planner and on the Dashboard.
Mileage Tab
The vehicle's mileage log for a tax year: its business, private and total miles, and every reading in it, from the start and end of each day, entered by hand, or from its MOT tests. Days missing a reading are flagged. People whose role can manage vehicles can add a reading or put one right, but MOT readings, which come from the DVSA, stay as they are. See Vehicle Mileage.
Checks Tab
The problems the vehicle's daily checks found that haven't been fixed yet, those that made it unsafe to drive first, and every check it's had, with what was noted and any photos. People whose role can manage vehicles mark a problem as fixed from here. See Daily Vehicle Checks.
Marking a Vehicle as Sold
Mark as sold asks for the date it was sold, which starts as today and can't be a day still to come. A sold vehicle stays in your reports and keeps its history, but it isn't offered for worksheets or expenses, gets no reminders, isn't checked with the DVSA any more, and nobody drives it. Everything the notifications bell said about it goes too. You'll find it on Work > Vehicles under Sold or All vehicles.
Put back in use undoes it once you confirm: the vehicle is offered for worksheets and expenses again, and its reminders start again. Give it its drivers again from Edit.
Deleting a Vehicle
Delete removes the vehicle for good once you confirm, but only while nothing is recorded against it. Once it has been on a worksheet, had an expense, charge or payment put down to it, or had its mileage or a check recorded, Work Planner won't delete it. Mark it as sold instead, so your reports keep it.
Related articles
- Vehicles: The list of your vehicles, and the overview of their dates.
- Registration Lookup: Filling the details in from the number plate, and the overnight MOT check.
- Vehicle Reminders: What happens with the key dates you add.
- Daily Vehicle Checks: The checks on the Checks tab, and how they're done.
- Vehicle Mileage: The readings on the Mileage tab, and how business miles are worked out.
- Team Screen: Choosing who drives which vehicle from each person's row.