# Vehicles, warranties & recalls

The vehicle is the permanent record in Fleetlane. Claims, recalls and coverage all hang off it, and its history builds up over its life. This page covers what the vehicle record holds, how configurable builds are defined, how coverage appears, and how recall campaigns move from a list of affected vehicles to claims.

## The vehicle record

Each vehicle has one record, opened from Vehicles. Its detail page is organised into sections:

- **Overview**: VIN, internal and external vehicle numbers, model, registration number and date, in-service date, mileage, status, selling dealership and the salesperson.
- **Warranty coverage**: the warranty coverage that applies to the vehicle (see below).
- **Service schedule**: applicable maintenance definitions and their linked service records.
- **Recalls**: outstanding recall obligations for this vehicle, including ended campaigns whose work remains outstanding.
- **Claims**: the claims on this vehicle that the user is allowed to see.
- **Partners**: current and past owners, each with the dates they owned the vehicle, plus other linked business partners.
- **Notes and custom fields**: your own vehicle text categories and fields.
- **Configuration**: the build the vehicle was sold with.
- **Attachments**, **Discussion**, **ERP documents** and **Activity**, subject to the section access configured for your role.

Vehicle statuses are yours to define in Settings › Vehicle Statuses. Each time a vehicle's status changes, Fleetlane stores a numbered version of the vehicle record. Which roles see or edit each section is set per role, as described in [Access & field control](https://docs.fleetlane.app/functionalities/access-field-control/).

## Vehicle configurator

Where your models come with option catalogues, you define them in Settings › Vehicle Configurator.

- **Option groups** are reusable lists of options, such as paint, trim or towing package, that more than one model can share.
- **Definitions** attach option groups to one or more vehicle models. For each group you set whether a choice is required and which options are offered. For each option you set whether it is available by default, its material reference, a price adjustment and a currency.
- **Rules** make options depend on each other. A rule has conditions, combined with ALL or ANY, and effects: set options as available or unavailable, require an option, or default an option. Rules apply in the order you list them.

Definitions are revised, not overwritten. Each save creates a new revision. If two people edit the same definition, the second save is refused rather than silently replacing the first. An option that a definition uses cannot be renamed or removed from its group.

On the vehicle, Fleetlane stores the chosen options along with a snapshot of the definition revision they came from. If you later change the catalogue, existing vehicles keep the build they were sold with. When a choice triggers a rule that changes another selection, the configurator shows what changed.

## Warranty coverage

Coverage profiles are defined per vehicle model. Each profile carries a validity period, a time limit and a distance limit, and states whether it covers parts, labour or both.

On the vehicle, Coverage lists every profile valid today for the vehicle's model:

| Column                         | Shows                                                               |
| ------------------------------ | ------------------------------------------------------------------- |
| Coverage                       | The profile and its description                                     |
| Covers                         | Parts, labour, or both                                              |
| Time limit / Time used         | The profile's duration against time since the in-service date       |
| Distance limit / Distance used | The profile's distance limit against the vehicle's recorded mileage |

## Recall campaigns

Recall campaigns are under Recalls, visible to roles with campaign access.

**Setting up a campaign.** A campaign has a campaign ID, a description, a type, a status, start and end dates, and a claim template. The template decides the claim type, header and lines of every claim the campaign creates. A campaign cannot be created without one.

**Affected vehicles.** You assign vehicles to the campaign. Assigning the same vehicle twice has no effect. The campaign page shows how many vehicles are assigned, completed and pending, and how many days the campaign has left.

**Creating claims.** There are two ways:

- **In bulk.** Generate claims creates a claim from the campaign template for every assigned vehicle. Vehicles that already have a claim for the campaign are skipped, so running it again only fills the gaps.
- **One at a time.** A dealer opens the vehicle, sees the campaign under Recalls, and chooses Create claim.

Either way, Fleetlane checks that the vehicle is on the campaign, that the template and claim type match the campaign, and that the claim type allows creation from a campaign. Only one claim can exist per vehicle per campaign.

```mermaid
flowchart LR
  A["Campaign<br/>with claim template"] --> B["Affected vehicles<br/>assigned"]
  B --> C1["Generate claims<br/>in bulk"]
  B --> C2["Dealer creates claim<br/>from the vehicle"]
  C1 --> D["One claim per vehicle<br/>per campaign"]
  C2 --> D
  D --> E["Vehicle marked<br/>complete"]
```

**Completion.** A recall stays open on a vehicle until the vehicle is marked complete on the campaign. The end date does not close it: a vehicle that was never brought in is still affected, so it keeps showing on the vehicle and in the pending count.

Campaigns have their own discussion, so questions about a recall stay with the campaign.

For step-by-step work, use [the vehicle guide](https://docs.fleetlane.app/guides/vehicle-record/),
[service logging](https://docs.fleetlane.app/guides/service-record/) and [recall work](https://docs.fleetlane.app/guides/recall-work/).
The working guides were source-reviewed on 1 October 2026; live tenant
verification remains pending.