Browsing the Vehicle Directory

Summary

The Vehicle Directory lists every vehicle recorded in your organisation. Each entry shows the registration, make and model, colour, year, linked customer, MOT status, and last service. You can search and sort the list to find vehicles quickly.

Prerequisites

• You are signed in to Torqueflow.
• Your account has the vehicles.access capability (Owner, Manager, or Advisor by default). Technicians cannot access this page.

Permissions

Only users with the vehicles.access capability can view the Vehicle Directory. Users without this capability are redirected to the dashboard.

Steps

1. Click Vehicles in the main navigation, or go to /vehicles directly.
2. The directory loads with vehicles listed in a table. Each row shows seven columns:
   • Registration - displayed in yellow UK-style formatting.
   • Make/Model - the vehicle’s make and model shown together.
   • Colour - a colour swatch and name. If no colour is recorded, a dash is shown.
   • Year - the year of manufacture. A dash is shown if not recorded.
   • Customer - the linked customer’s name. This is a clickable link that takes you to that customer’s record.
   • MOT Status - shown as a coloured badge:
     • Green (“Valid”) - MOT is current.
     • Amber (“Expiring”) - MOT expires within 30 days.
     • Red (“Expired”) - MOT has passed its expiry date.
     • A dash is shown if no MOT date is recorded.
   • Last Service - shown as a relative time, such as “3 days ago” or “2 months ago”. If no completed work orders exist for the vehicle, “No service” is shown.
3. To find a specific vehicle, type into the Search field at the top of the table. The search runs on the server after a short delay (300ms). It matches against registration, make, model, and customer name (first name and last name).
4. To change the sort order, click a sortable column header. Sortable columns are:
   • Registration - this is the default, A-Z.
   • Make/Model (sorted by make, then model).
   • Year (null values are pushed to the end).
   • Customer (sorted by last name, then first name).
   • Colour, MOT Status, and Last Service are not sortable.
   • Click the same column header again to reverse the sort direction.
5. The table uses server-side pagination with 50 vehicles per page. Use the Previous and Next buttons at the bottom to move between pages. The current page number and total page count are shown.
6. Click any row to open that vehicle’s detail page.

Expected Outcome

You see a searchable, sortable list of all vehicles in your organisation. Each vehicle shows its MOT status at a glance. Clicking a row takes you to the full vehicle record. Clicking a customer name takes you to that customer’s record.

If your organisation has no vehicles yet and no search is active, you see the message: “No vehicles yet - Vehicles are created when you add a work order.”

Troubleshooting

Problem	Cause	Fix
Page redirects to the dashboard	Your account does not have the vehicles.access capability.	Ask your Manager or Owner to check your role in Settings.
MOT status shows as red but the vehicle has a valid MOT	The MOT expiry date stored in Torqueflow is out of date.	Open the vehicle detail page and refresh the DVLA data, or update the MOT expiry date manually.
Search returns no results for a registration	The registration may be stored in a different format, or the vehicle has not been added yet.	Try searching without spaces (for example, “AB12CDE” instead of “AB12 CDE”).
Customer name column is blank	The vehicle record has no linked customer. This can happen if data was imported incorrectly.	Open the vehicle detail page and link it to the correct customer.
Last service shows “No service”	No completed work orders exist for that vehicle.	The last service date appears after a work order is completed for that vehicle.

Notes

• The result count is displayed above the table, showing the range and total. For example, “Showing 1-50 of 142 vehicles”.
• When a search is active, the result count updates to reflect the filtered total.
• Sort and search state is preserved in the URL. You can bookmark or share a filtered view.
• The search field does not require pressing Enter. Results update automatically after you stop typing.
• Amber MOT status means the MOT expires within 30 days. This gives you time to contact the customer and book the work in.