Every vehicle keeps its own files: the papers you upload, and its condition photos. 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
A car's four photo sets
Every car keeps four sets of condition photos, of up to eight photos each, on the same tab.
The Purchase set comes first: the photos taken when the car was added, how it looked before anyone rented it. It is never deleted and never rotates. Anyone can fill it up to eight; only the business owner can Replace it, and replacing swaps the whole set at once after a confirm.
Below it are the car's three latest photo sessions. A session is one pickup or one return, labelled with the renter and the date. When a fourth session is saved, the oldest of the three is deleted, files and all - so a car always shows its three most recent handovers and returns. A report follows its contract, so if a rental changed cars mid-way its sessions sit on the car they were taken of. Open a session and tap any photo for the full-size shot.
Capturing the pickup and return sets is its own guide - see Handover condition photos.
When an old set is kept longer
A session is held, not deleted, while its hire is unsettled: the hire is still running, money is still owed on it, the bond is still held, a damage charge is unpaid, or a card payment on it is disputed. The car can briefly show more than three sessions; the held one is marked, and it rotates out once the hire is settled. On the contract itself, a set that has rotated out says so - it was taken, and the car moved on.
Tip: Photos that might back a damage claim are kept for as long as that claim is open. Settle the hire and they follow the normal three-session rule.