Vehicle records are the center of the day-to-day workflow. Add a car when a customer brings in a new vehicle for storage, requests service, or when you need to track a vehicle in your facility inventory.

What you will accomplish: A new vehicle appears on the Cars page. Your team can assign a parking spot, link the owner, schedule events, and capture photos from that record.

There are two ways to add a car:

• With Photos — best when the car is in front of you and you want intake photos and readings saved during creation.
• Without Photos — best when you are entering vehicles from paperwork or need a record before photos are available.

Before you start

• Have the vehicle's year, make, and model ready — these are the only required fields.
• If you have the VIN, keep it handy — the system can auto-fill make, model, year, color, and trim from the VIN.
• Know which customer owns or manages the car (you can link the customer after creation too).
• If your facility uses multiple locations, know which location this car belongs to.

Choose your creation method

From the Cars page, click the Create New Car button in the top-right corner of the page header. A dialog appears with two options:

• With Photos — creates a photo session and takes you to the photo walkthrough screen where you can capture intake photos, damage documentation, and inspection images before the car record is saved. Best for vehicle intake when the car is physically in front of you.
• Without Photos — opens the quick create form right away. Best when you are entering vehicles from paperwork, importing records, or the car is not available for photos yet.

Option A: Add a car without photos

1. Click Without Photos

   After clicking Create New Car, select Without Photos. The create car form opens as a dialog.

2. Enter the VIN (optional but recommended)

   If you have the vehicle's VIN, type or paste it into the VIN field and click Autofill Info. The system decodes the VIN and automatically fills in the make, model, year, color, and trim fields. This saves time and reduces data-entry errors.

3. Fill in the required fields

   Enter the Make, Model, and Year. These three fields are required to create the record. Optionally add a Stock Number if your facility uses internal identifiers.

   

4. Select a location (multi-location facilities only)

   If your team has enabled multiple facility locations, a Location dropdown appears. Select the location where this car will be stored or serviced.

5. Click Create Car

   Click Create Car. The system saves the vehicle record and redirects you to the new car's detail page where you can continue adding details like customer, parking spot, notes, insurance, and photos.

Option B: Add a car with photos

Use With Photos when the vehicle is in front of you and you want intake photos, damage notes, and readings saved with the new record from the start.

1. Click With Photos

   After clicking Create New Car, select With Photos. The app opens a photo walkthrough screen — a step-by-step guide that tells you which photo or reading to capture next.

   Expected outcome: You leave the Cars list and see the walkthrough screen with the first step highlighted.

2. Complete the photo walkthrough

   Follow each on-screen prompt. Depending on how your admin set up intake, you may be asked to:

   • Take exterior and interior photos from specific angles

   • Document existing damage with close-up photos

   • Record a video walkthrough

   • Scan the VIN

   • Record the odometer reading

   • Check the fuel level

   • Complete a checklist of condition items

     Take your time on each step. The walkthrough will not let you skip required steps unless your facility allows it.

3. Finish the walkthrough

   When every required step is done, submit the walkthrough. The app creates the car record, attaches the photos and readings, and opens the session detail page so you can review what was captured.

   Expected outcome: The new car exists in Cars and already has photos and activity on its record.

After creating the car

Once the car record exists, open it from the Cars list and complete these recommended steps:

• Link the customer — in the Vehicle Details section, click the customer field and search for or select the owner. This connects the car to the customer's billing, portal, and communication history.
• Assign a parking spot — click Assign location at the top of the detail page to place the car on your facility map.
• Add insurance and registration — fill in the insurance company, policy number, and expiration dates so your team gets alerts before coverage lapses.
• Add notes — use the Notes section to record condition details, special handling instructions, or anything the next team member should know.
• Set the declared value — enter the car's declared value for insurance and reporting purposes.

Good car records include

Troubleshooting