Set up a commercial vehicle file (registration, insurance, CVIP, maintenance)

What marking a unit "commercial" does

Marking a unit as a Commercial vehicle (NSC) turns on the document checklist a regulated truck or trailer must satisfy. Until the required documents are on file, the unit's page shows a red File incomplete badge and a banner listing what is missing. Light units like pickups or shop tools stay simple: leave the box unchecked and nothing changes for them.

Step 1: Add or open the unit

Open Equipment in the side nav. Click Add Equipment for a new unit, or click an existing row to open its file. Fill in the unit number, name, category (Vehicle or Trailer for commercial units), tracking mode (Mileage for trucks, Hours for some equipment), current meter, and licence plate.

Step 2: Turn on the commercial flag

On the Add Equipment form, tick Commercial vehicle (NSC) before saving. For a unit that already exists, open its file, go to the Overview tab, click Edit Equipment, tick Commercial vehicle (NSC), and save. The file now tracks the required documents and shows its completeness state at the top.

Step 3: Upload the required documents

A commercial unit must have all of these on file:

• Registration
• Insurance
• CVIP inspection (the Commercial Vehicle Inspection Program certificate)
• A maintenance record (covered in Step 4)

Open the unit, go to the Documents tab, and click Add Document for each one:

1. Title, for example "2026 Registration". 2. Document type: pick the matching type (Registration, Insurance, or CVIP inspection). This is the link that ticks the item off the checklist, so choose the correct type. 3. Issued date and Expiry date (required). For CVIP, the expiry date is the inspection due date. 4. Reminder lead days (default 30): how far ahead of expiry to start warning. 5. Scans or photos: upload the actual PDF or photo of the document. You can attach more than one file.

Save. The checklist at the top of the Documents tab ticks each item green as you add it, and stored files are downloadable from the document list.

Step 4: Add the maintenance record

The maintenance requirement is met when the unit has at least one maintenance entry or a set-up service schedule. Do either:

• Maintenance tab, Log Maintenance: record a service or repair (with cost and attachments), or
• Service Schedule tab: set up a recurring service, for example an oil change every 5,000 km (see the equipment service article for intervals, ranges, and warnings).

How renewal dates are tracked

Registration, insurance, and CVIP each carry an expiry date. The app counts down to each date, warns managers before it lapses, and marks the file incomplete with (expired) once a date passes. CVIP behaves exactly like the others: enter its inspection due date as the expiry and you get the reminder and the countdown automatically.

Reading the file at a glance

• Header badge: green File complete or red File incomplete.
• Red banner: lists exactly what is missing, with an Upload documents button straight to the Documents tab.
• Documents tab checklist: Registration, Insurance, CVIP inspection, and Maintenance record, each shown as present, missing, or expired.

Trailers

Trailers are commercial equipment too. Mark the trailer as a Commercial vehicle (NSC) and it requires the same documents, including CVIP. A trailer has no odometer, so its service schedule tracks by date instead of meter.