Adding a Vehicle to RouteNio takes under two minutes. The form adjusts its fields based on your fleet type - a Pilot sees tail numbers and engine cycles, not axle configurations.

Step 1 - Open the Add Form

  1. Navigate to Fleet in the left sidebar.
  2. Click Add Vehicle in the top-right corner.
  3. The smart form opens with fields specific to your fleet type.

Step 2 - Enter Identity Details

Every Vehicle needs a unique identifier. The exact fields depend on your industry:

🚛 🚌 ♻️ 🚕 ♿ 🔧 road, bus, waste, taxi, nemt, utilities

Road & Transport identity fields:

  1. Enter the Registration / Plate (e.g., ABC 123).
  2. Enter the VIN (17-character Vehicle Identification Number).
  3. Fill in Make, Model, and Year.
  4. Enter Current Odometer reading.
  5. Select Axle Configuration - Single, Tandem, or Tri-Axle (trucks).
  6. For buses: also set Seating Capacity and Accessibility features.
RouteNio App
🚛Add Vehicle - Road / TransportApp Form Preview
ABC 123
1HGBH41J…N109186
Kenworth
T610
2022
42,350
Single▾
Diesel▾
0
5,200
Fields shown are specific to your fleet type - your form will match exactly what you see in the RouteNio app.
🚛
SOPSOP: Entering VIN and Setting Odometer Service Intervals
1
Open Fleet and click Add Vehicle to open the registration form.
2
In the VIN field, enter all 17 characters exactly as stamped on the vehicle compliance plate (usually on the driver's door jamb or dashboard). RouteNio validates the VIN checksum and will flag invalid entries in red.
3
Enter the Current Odometer reading from the vehicle's dashboard right now. This reading seeds every future service interval calculation - accuracy here is critical. Do not guess or round.
4
Click Save Vehicle. Once saved, navigate to Fleet → [Your Vehicle] → Maintenance → Service Intervals.
5
Click Add Interval and configure your first trigger: e.g., "Engine Oil Change every 15,000 km". RouteNio auto-calculates the next due date from the current odometer you entered.
6
Repeat for each service type - Tyre Rotation, Brake Inspection, Annual Registration Renewal. Each interval type can have its own km and/or calendar trigger.
💡 Odometer readings sync automatically from the mobile app when drivers complete their pre-start check. No manual entry needed after the initial setup - the system stays current automatically.
⚠️ If the VIN is entered incorrectly, all compliance records and service history will be linked to the wrong identifier. Double-check against the compliance plate before saving - corrections require admin action after the fact.
✈️ aviation

Aviation identity fields:

  1. Enter the Tail Number (e.g., VH-ABC) - this is the primary identifier across all RouteNio screens.
  2. Enter the MSN (Manufacturer Serial Number) for maintenance traceability.
  3. Fill in Make / Model (e.g., Cessna 172 Skyhawk).
  4. Select Aircraft Type - Fixed Wing, Rotary Wing, or Multi-Engine.
  5. Set Maximum Takeoff Weight (MTOW) in kilograms.
  6. Enter Total Airframe Hours (TTAF) - this seeds your maintenance cycle tracking.
  7. Enter Engine Cycles and Hobbs Hours at the time of initial entry.
RouteNio App
✈️Add Aircraft FormApp Form Preview
VH-ABC
MSN-38470
Kenworth
T610
Fixed Wing▾
1,111
2,840
2
0
1,240
2022
ABC 123
Fields shown are specific to your fleet type - your form will match exactly what you see in the RouteNio app.
✈️
SOPSOP: Recording Engine Cycles and Hobbs Hours
1
Open Fleet → Add Aircraft and fill in the Tail Number, MSN, and aircraft type first.
2
Locate the aircraft's current Technical Log or Engine Log Book. Find the total Engine Cycles to date - one cycle equals one take-off and one landing sequence. Enter this number in the "Engine Cycles (at entry)" field.
3
Find the current Hobbs Meter reading - the airborne-time meter installed in the aircraft instrument panel. Enter this exactly as shown in "Hobbs Hours (at entry)". Use this as the authoritative source, not TTAF.
4
Enter Total Airframe Hours (TTAF) from the aircraft's Maintenance Release or logbook. This may differ from Hobbs Hours on older aircraft where logged time and metered time diverge over years of operation.
5
After saving, navigate to Fleet → [Tail Number] → Maintenance → Engine Limits. Click Add Limit and set your first engine life limit - for example, "Hot Section Inspection at 1,200 cycles" or "Engine Overhaul at 2,000 hours".
6
RouteNio will automatically increment Hobbs Hours after each completed flight job, based on the departure and arrival times entered by the dispatcher when closing the job.
💡 If the aircraft has two engines, enter cycles and hours for each engine separately under the Engine Limits tab after the initial aircraft record is saved.
⚠️ CASA regulations require engine cycle and airframe hour records to be accurate to the nearest whole number. If your Technical Log and Hobbs Meter disagree, use the Technical Log figure and record the discrepancy in the Aircraft Notes field for your LAME to review.
✈️Flight Log - Sample Data View (what you see in the RouteNio app)App Preview
Flight #AircraftRouteDept (UTC)PAXHobbs HrsCyclesStatus
RN-421VH-ABCYBBN→YSSY08:3042.51Completed
RN-422VH-XYZYSSY→YMLB11:1521.81Completed
RN-423VH-ABCYMLB→YBBN13:4542.11In Progress
RN-424VH-QRSYBBN→YBCG16:0060.90Pending
Sample data shown - your actual records appear here in real time.
⛴️ marine

Marine identity fields:

  1. Enter the Hull ID / HIN (Hull Identification Number).
  2. Enter the MMSI (Maritime Mobile Service Identity) if your vessel has AIS.
  3. Enter the IMO Number (7-digit International Maritime Organization number).
  4. Select Vessel Type - Ferry, Cargo, Tug, Patrol, or Leisure.
  5. Enter Gross Tonnage (GT) and Length Overall (LOA) in metres.
  6. Enter current Engine Hours - seeds your engine service interval tracking.
RouteNio App
⛴️Add Vessel FormApp Form Preview
AU-5521-EA
503001234
IMO 9234567
Vessel Name…
Ferry▾
380
42.5
1,240
Australia
Australia
Fields shown are specific to your fleet type - your form will match exactly what you see in the RouteNio app.
⛴️
SOPSOP: Vessel MMSI, Hull ID, and Engine Hour Tracking
1
Open Fleet → Add Vessel and enter the Vessel Name exactly as it appears on your Certificate of Survey.
2
Enter the Hull Identification Number (HIN) - a 12-character alphanumeric code stamped on the starboard side of the transom, at or near the waterline. This is the vessel's unique permanent identifier and cannot be changed.
3
Enter the MMSI (Maritime Mobile Service Identity) - a 9-digit number found in your vessel's VHF radio licence documents. The MMSI links the Live Map's AIS feed to this vessel record so it appears on the chart in real time. Leave blank if the vessel does not carry AIS.
4
Enter the IMO Number if applicable - mandatory for vessels over 100 GT engaged in international trade. Format must be "IMO" followed by 7 digits (e.g., IMO 9234567).
5
Enter the current Engine Hours from the mechanical hour meter on the vessel. If there are multiple engines, enter the hours of the engine with the highest reading as the primary figure.
6
After saving, navigate to Fleet → [Vessel Name] → Maintenance → Engine Service Intervals. Add your triggers - e.g., "Impeller Check every 500 hours", "Zincs every 250 hours", "Full Safety Survey every 2,000 hours".
💡 Engine hours update automatically when the vessel's job is marked Completed and the operator records engine time in the post-job prompt on the mobile app - this keeps your maintenance triggers accurate without manual data entry.
⚠️ An incorrect MMSI will cause the Live Map to either miss this vessel entirely or display it in the wrong position. Verify the MMSI against your current radio licence before saving. AIS position updates can take up to 15 minutes to appear after correction.
⛏️ 🏗️ mining, construction

Mining & Construction identity fields:

  1. Enter the Plant ID - your internal equipment number (e.g., EX-002).
  2. Fill in Make, Model, and Year.
  3. Select Equipment Type - Excavator, Dozer, Dump Truck, Crane, Drill Rig, etc.
  4. Enter Operating Hours - seeds your service interval tracking.
  5. Set the Site Assignment - which site or project this plant belongs to.
RouteNio App
⛏️Add Heavy Plant FormApp Form Preview
EX-002
Kenworth
T610
Excavator▾
2022
1,240
0
Select…▾
20
5,200
Fields shown are specific to your fleet type - your form will match exactly what you see in the RouteNio app.
⛏️Fleet Register - Heavy Plant Sample ViewApp Preview
Plant IDTypeMake / ModelSiteOp. HoursNext ServiceStatus
EX-002ExcavatorKomatsu PC490Pit 3 - Bench B4,8124,850 hrsActive
DT-007Dump TruckCat 789DPit 3 - Bench B7,2307,500 hrsActive
DZ-001DozerKomatsu D375AOverburden North3,1203,500 hrsActive
DR-003Drill RigSandvik DX800Blast Zone C2,044OverduePending
Sample data shown - your actual records appear here in real time.
🚑 medical

Medical unit identity fields:

  1. Enter the Unit ID (e.g., AMB-04) - shown to dispatchers and patients.
  2. Fill in Registration / Plate and VIN.
  3. Select Unit Type - ALS, BLS, NEMT, or Rapid Response.
  4. Set Stretcher Capacity and Wheelchair Accessible flag.
  5. Enter current Odometer reading.
RouteNio App
🚑Add Medical Unit FormApp Form Preview
EX-002
ABC 123
1HGBH41J…N109186
ALS▾
20
Yes▾
42,350
Kenworth
T610
2022
Fields shown are specific to your fleet type - your form will match exactly what you see in the RouteNio app.
❄️ cold-chain

Cold Chain identity fields:

  1. Enter the Unit ID and Registration / Plate.
  2. Select Reefer Type - Refrigerated Van, Refrigerated Truck, or Reefer Trailer.
  3. Set the Temperature Range - Frozen (−18°C), Chilled (0–4°C), or Ambient.
  4. Enter the Reefer Unit Make / Model (e.g., Carrier, ThermoKing).
  5. Set the Last Temperature Calibration Date - required for compliance records.
RouteNio App
❄️Add Reefer Unit FormApp Form Preview
EX-002
ABC 123
Refrigerated Van▾
Frozen −18°C▾
Kenworth
T610
15 Mar 2026
42,350
20
1HGBH41J…N109186
Fields shown are specific to your fleet type - your form will match exactly what you see in the RouteNio app.

Step 3 - Upload Photos & Documents

  1. Click Upload Photo to add a primary image of the Vehicle.
  2. Attach compliance documents relevant to your industry:
✈️ aviation

Aviation - required compliance documents:

DocumentWhere to UploadRenewal Trigger
Certificate of Airworthiness (CoA)Fleet → [Aircraft] → Documents → CoAExpiry date (auto-alert 30 days prior)
Registration CertificateFleet → [Aircraft] → DocumentsAnnual renewal
Maintenance ReleaseFleet → [Aircraft] → DocumentsAfter each scheduled maintenance
Insurance CertificateFleet → [Aircraft] → DocumentsAnnual renewal
Weight & Balance ReportFleet → [Aircraft] → DocumentsAfter any modification
✈️
SOPSOP: Uploading Airworthiness Certificates
1
After saving your aircraft record, navigate to Fleet → [Tail Number] → Documents.
2
Click Upload Document. In the document type dropdown, select "Certificate of Airworthiness (CoA)". Upload the PDF of the current CoA issued by CASA (or your national authority).
3
Enter the Expiry Date shown on the CoA. RouteNio will send you an automated alert 30 days before it expires - both by email and as an in-app notification.
4
Next, upload the current Maintenance Release - the document confirming the aircraft is fit for flight. Select "Maintenance Release" from the type dropdown and enter the effective date. This document must always be current for dispatch to be permitted.
5
Navigate to Compliance → Fleet Documents to see a single dashboard view of all document status across your entire fleet - CoA, registrations, insurance, and maintenance releases at a glance.
💡 RouteNio's Compliance Sentinel scans all aviation certificates nightly and flags any expiring within 30 days. You'll receive email and in-app alerts automatically - no manual calendar reminders needed.
⚠️ If the CoA is expired, RouteNio will immediately mark the aircraft as Grounded and block dispatch of any job to it. This block cannot be overridden by any user role - the renewed CoA must be uploaded first. This is a hard safety gate to protect your Air Operator Certificate.
🚛 🚌 ♻️ 🚕 ♿ 🔧 road, bus, waste, taxi, nemt, utilities

Recommended compliance documents for road assets:

  • Registration Certificate and CTP Insurance (auto-alert set to expiry date)
  • Heavy Vehicle permit (if applicable)
  • Dangerous Goods licence (if carrying DG loads)
  • Periodic Inspection Certificate
⛴️ marine

Recommended compliance documents for marine assets:

  • Certificate of Survey (AMSA/MCA - set expiry for auto-alert)
  • VHF Radio Licence (set renewal date)
  • Safety Management Certificate
  • P&I Insurance Certificate
  • EPIRB Registration
⛏️ 🏗️ mining, construction

Recommended compliance documents for heavy plant:

  • Plant registration certificate
  • High-Risk Work licence
  • Certificate of Competency
  • Insurance / plant floater
  • Last inspection report
🚑 medical

Recommended compliance documents for medical units:

  • Vehicle Registration and CTP
  • Ambulance Service Licence (state-issued)
  • ALS Equipment Certificate
  • Annual clinical equipment calibration records
❄️ cold-chain

Recommended compliance documents for reefer units:

  • Reefer calibration certificate (set expiry date for auto-alert)
  • HACCP third-party approval
  • Food Safety Supervisor licence
  • Insurance

Step 4 - Set Status & Save

  1. Set Status to Active (or Inactive if the asset is not yet in service).
  2. Review all fields.
  3. Click Save Vehicle.

The Vehicle is now live in your fleet - visible on the Dispatch Board, Live Map, and Maintenance scheduler.

💡 Next Steps

After adding your Vehicle, configure maintenance schedules and assign a Pre-Start checklist so Drivers are prompted to complete it before every shift.

Troubleshooting

IssueSolution
Duplicate identifier error (VIN / Tail Number / Hull ID)Already registered - search the Fleet list for the existing record
Asset not showing on Dispatch BoardEnsure Status is set to Active
Form fields don't match my fleet typeCheck Settings → Company → Fleet Type is correctly set
Can't upload documentsMax 10 MB per file; supported formats: PDF, JPG, PNG
Aviation CoA blocking dispatchUpload renewed certificate under Fleet → [Aircraft] → Documents → CoA
MMSI not showing on Live MapVerify MMSI matches vessel radio licence; AIS updates can take up to 15 minutes
VIN validation errorEnter all 17 characters; the 9th character must be a check digit (0–9 or X)
Odometer service intervals not calculatingConfirm you entered Current Odometer on initial save - edit the record to add it now

Last updated: 2026-03-15