Vehicles

The Vehicles module manages every vehicle arriving at your event: registrations, drivers, vehicle passes, per-team quotas, an approval workflow, and a dedicated Entry Gate screen for on-site arrival tracking.

Key concepts

Vehicles move through a simple workflow: Pending → Approved → Arrived (or Rejected).

Setting up

1. Vehicle Settings

Vehicles → Settings holds event-level configuration:

• Vehicle Types — the list offered on vehicle forms (defaults include Car, Box Truck, Standard Artic, nightliner variants, and more — edit to suit your event).
• Info Page Content — the vehicles information page shown in the team portal, editable right here (the same page as in Settings → Pages).

2. Vehicle Pass Types

Also under Settings, create your pass types with New Pass Type. Each pass type controls:

• Name, optional contact email, and Max Available (0 = unlimited).
• Auto-approve and Quick add behaviour.
• An approved email template.
• Date collection — either Manual Date Input (a date range) or Event Date (pick from event dates, optionally restricted to specific dates), plus Also collect time for a shared arrival time.
• Which fields to ask for: driver details, vehicle type, notes/comments.
• Whether “I don’t know yet” is allowed for the registration (stored as TBC until known).
• Lightweight custom fields (one label per line) for anything extra you need to capture.

3. Allocations

Vehicles → Allocations → Add Allocation sets the planned quota per team and pass type, with Allocation and Used columns for planning. One allocation exists per team + pass type — edit the row to change the amount.

Note: allocations are currently for planning and reporting. They don’t block a team from requesting more vehicles than allocated, so keep an eye on the Used column.

Registering vehicles

Vehicles can be added from three places:

• Admin — Vehicle List → New Vehicle: registration, vehicle type, team, pass type, a driver picked from the event’s accreditation people, and dates/arrival time as configured on the pass type. There’s also a Bulk Upload from spreadsheet.
• Team Portal: teams submit their own vehicle requests with the same fields (and their own bulk upload).
• Entry Gate — Quick Add: gate staff can create and admit a vehicle in one step (see below).

New vehicles start as Pending.

Approvals

Vehicles → Approvals lists all pending vehicles. Approve or reject per row, or select several and use Approve Selected / Reject Selected. Approved vehicles become eligible for arrival; rejected vehicles never appear at the gate.

The Entry Gate

The Entry Gate is a dedicated, standalone screen designed for gate staff — it opens via a secure shared link from the Vehicle List, so gate crews don’t need dashboard logins.

• Today’s Arrivals shows only vehicles scheduled for the current day; All Vehicles shows the full register.
• The scan/search box accepts registration plates, team names, driver names, pass types, vehicle IDs — or a scanned QR code from the vehicle’s pass, which jumps straight to that vehicle’s card.
• Each card shows the operational essentials: registration plate, ETA, pass type, driver, team, and arrival state.
• For an approved vehicle, press Mark Arrived — this is final, giving you a reliable arrival log.
• Quick Add creates a vehicle directly in the Arrived state for unannounced arrivals the gate operator chooses to admit: registration, departure postcode, driver name and phone, pass type, team, and pass number.
• Export All downloads the current view as CSV.

Quick reference