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.

Haynes Pro identification on the vehicle record

The top of the vehicle record shows whether the vehicle is identified for Haynes Pro service data. You do not need a work order.

1. If it is not identified, the header says “Service data: not identified”.
   • If your role includes Identify vehicles for HaynesPro, click Identify vehicle, pick the variant and click Confirm identity. Not sure which one? Click Not sure? Ask a technician instead.
   • If it does not, click Ask a technician to identify it.
2. While a request is open, the header shows its progress, for example “Waiting on a technician” or “{name} is on it”, with Cancel request. See Asking a technician to identify a vehicle.
3. Once identified, the header shows the identity with Re-identify, and a line saying who identified it: “Identified by {name} - {when}” or “Matched automatically - {when}”.

See quoted work not yet done

When a vehicle has open quotes, a card headed Quoted work not yet done sits under the vehicle header, above the owner and service history. It is there so the work a customer put off is in front of you when the car comes back.

1. The card lists the current owner’s open quotes for this vehicle, newest first, 25 to a page. A quote counts as open while it is a draft, sent, viewed, accepted or expired.
2. Each row shows what was quoted, the customer’s name, the quote number, the total, the status and the expiry. An expired quote adds price needs checking in amber. An accepted quote adds Accepted, not booked.
3. Click Show closed quotes to see converted, rejected, voided and replaced quotes.
4. Click Quotes for previous keepers to see quotes raised for an earlier owner of the car. Each row reads “Quoted for {name}”. They never count as this car’s open work.
5. Click a row to open the quote.

If the vehicle has no open quotes but has closed ones, a single line replaces the card, e.g. “No quoted work outstanding - 3 closed, 1 for a previous keeper”. Click it to expand the lists. A vehicle with no quotes at all shows nothing.

The card needs finance.quotes.view. Owner, Manager and Service Advisor have it by default. Technicians can open a vehicle record but do not see the card. The same quote lists appear on the customer record’s Quotes tab. See The customer record.

Record the VIN

The vehicle panel has a VIN row. When a VIN is recorded it shows in groups of four, with Copy VIN. When it is not, the row says Not recorded.

1. Click Capture from phone (or Re-capture to replace a VIN).
2. Scan the QR code with any phone, photograph the VIN plate or the V5C, and save the VIN from the phone or the computer.

A recorded VIN gives Haynes Pro identification closer candidates. See Capturing a VIN from your phone. You can still type a VIN in Edit Vehicle.

Check or change reminder eligibility

The vehicle’s detail page has a Reminder eligibility card. It shows whether this vehicle gets MOT and service reminders: Eligible for reminders, Eligible for reminders (set by staff) or Not eligible for reminders. A line underneath says why, for example “Last booking or visit: [date].”, “Booked in for [date].”, “Not seen since your reminder activation date ([date]). A booking or a job turns reminders back on.” or “Marked sold on [date].”

Users with the vehicles.manage permission can change it:

1. Click Turn off reminders for this vehicle (or Mark as sold, scrapped or replaced). The dialog asks “Why should this vehicle stop getting reminders?”. Pick Sold, Scrapped, Replaced or Other. Other needs a note of up to 200 characters, which shows on the vehicle.
2. Click Turn off reminders. The MOT reminder and Service reminder cards then read “Held back: this vehicle is off for reminders (see Reminder eligibility).”
3. To keep reminders going whatever the visit history, for example for a lease or fleet car, click Turn on for this vehicle.
4. To go back to the normal rule, click Back to automatic. Reminders then follow your activation date.

A booking or a job for this vehicle by the same customer switches a marked vehicle’s reminders back on. Changing the vehicle’s owner clears a sold, scrapped or replaced mark. Technicians see the card but cannot change it. See Which vehicles get reminders.

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.
An electric or hybrid vehicle has no fuel type	It was added before late September 2026, when some screens and bookings dropped the fuel type from the registration lookup. Or a customer booked it online or in the portal and the lookup gave a fuel type Torqueflow does not recognise.	Open the vehicle, edit it and pick the fuel type.
A hybrid shows as Hybrid but it plugs in	The DVLA does not say whether a hybrid is a plug-in.	Edit the vehicle and choose Plug-in hybrid. The nightly DVLA refresh keeps your choice.
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.
• Fuel type is picked up from the registration lookup for every fuel, including electric and hybrid, whichever screen you add the vehicle from. Since late September 2026 that includes vehicles created by a booking: online, in the customer portal, by the AI receptionist and in the scheduler. A booking a customer makes online or in the portal only saves a fuel type Torqueflow recognises, and leaves the field blank otherwise. It is chosen from a fixed list: Petrol, Diesel, Electric, Hybrid, Plug-in hybrid, LPG, CNG, Hydrogen and Other. Some diesels are listed by the DVLA as “heavy oil”. Torqueflow records them as Diesel.
• On the vehicle record, anyone with Identify vehicles for HaynesPro can identify the vehicle for Haynes Pro service data, with no work order needed. Staff without it can ask a technician to do it. See Roles and Permissions.
• Technicians cannot open the Vehicle Directory, but they can open a single vehicle record. They reach it from Open vehicle on an open request on the My Jobs board.
• Amber MOT status means the MOT expires within 30 days. This gives you time to contact the customer and book the work in.
• A returning customer can ask the AI “when’s my MOT due?” and get the date back, drawn from the same synced MOT data shown here. The AI only shares this once it has confirmed who it is speaking to.