Files and photos on a vehicle
Every vehicle keeps its own files: the papers you upload, and every condition photo ever taken of the car. All of it lives on the Docs tab of the vehicle.
The car's papers
- Open Vehicles, open the car and switch to the Docs tab.
- Click Add a document and pick the file - a PDF, image or Word file up to 10 MB.
- It saves against the car: the insurance certificate, rego papers, the roadworthy, purchase and repair receipts - anything you want with the vehicle when you need it.
A document is not locked once uploaded. The pencil on its row renames it - useful when a phone upload arrives as IMG_2041.jpg - and Replace file swaps the file itself, so this year's insurance certificate can take last year's place under the same name. An image opens full-size on the spot, a PDF or Word file opens or downloads, and Remove deletes a document for good.
One thing to know about insurance: Insurance is current on the vehicle is a plain yes or no, and keeping it true is on you. Fleetola holds no insurance expiry date and sends no insurance reminder - the rego expiry is the only compliance date it chases. Keep the certificate here, and put the renewal in your own calendar.
Where to find it: Vehicles → open the vehicle → Docs
One car's whole photo history
The condition photos on the same tab are the car's photo record across its whole life, in two parts. The handover and return reports are the sets captured on this car's contracts, each labelled with the renter and the date. A report stays with its contract, so if a rental changed cars mid-way its reports follow the contract to the replacement car. Open a report and tap any photo for the full-size shot. Below them sits the car's Baseline: the initial condition photos taken when the vehicle was added, how the car looked before anyone rented it.
Capturing the handover and return sets is its own guide - see Handover condition photos.
Why an old photo disappeared
You can also add a loose condition photo any time - Add condition photo - to note a new scratch or the state of the car between renters. These are the only photos retention touches: the three most recent Added photos are kept, and when a fourth lands the oldest is deleted, file and all. An old photo vanishing from that strip is the cap at work, not data loss. Nothing else is ever pruned - the baseline, every contract's handover and return sets, and your documents all stay.
Tip: A photo that might back a damage claim belongs on the contract, captured at handover or return - those sets are kept in full. The loose Added strip keeps only the latest three.
Related guides
- Add your first vehicle - Get a car into Fleetola with its rego, rates and photos.
- Service and rego reminders - Log a service, set when the next one falls due, and record a registration renewal.
- How the odometer works - Where each vehicle's odometer number comes from, and how to correct it.
- What each vehicle status means - Every status a car can hold, and how to remove one you have sold.