Overview
Vehicles are the trucks and tankers that service providers use to pump out grease traps. Tracking vehicles in SwiftComply FOG lets you associate pump outs with specific vehicles, link vehicles to provider permits, schedule vehicle inspections, and maintain a complete record of your hauling fleet.
This feature requires the vehicles feature flag to be enabled for your organization.
Navigation
Click Vehicles in the sidebar.
📝 Note: The Vehicles sidebar item is only visible if the vehicles feature is enabled for your organization.
Vehicle fields
Field | Required | Notes |
Provider | Yes | The provider/hauler company that owns this vehicle |
Number | Yes | Vehicle identification number assigned by the provider (not the VIN) |
Status | Yes | Active or Inactive |
Make | Yes | Vehicle make (selected from a dropdown) |
Model | No | Vehicle model |
Year | No | Model year (selected from a dropdown) |
Capacity Size | Yes | Tank capacity (numeric value) |
Capacity Unit | Yes | Gallons or Liters |
License Plate | Yes | License plate number |
License Plate State | Yes | State that issued the plate (selected from a dropdown) |
VIN | Yes | Vehicle Identification Number |
Provider Permit | No | Optionally link to a provider permit |
Provider Specified ID | No | The provider's own internal identifier for this vehicle |
Custom Properties | Varies | Available if configured by your organization |
Adding a vehicle
Click Vehicles in the sidebar.
Click Add Vehicle.
Select the Provider that owns this vehicle.
Enter the Number (the provider's vehicle number).
Set the Status to Active.
Select the Make from the dropdown.
Enter the Model and Year if known.
Enter the Capacity Size and select the Capacity Unit.
Enter the License Plate and select the License Plate State.
Enter the VIN.
Fill in any Custom Properties if configured.
Click Save.
What happens next
The vehicle is available for selection when creating pump out records. It appears in the Vehicles list and on the associated provider's detail page. If you linked a provider permit, the permit information displays on the vehicle record.
Editing a vehicle
Click Vehicles in the sidebar.
Click on the vehicle you want to edit.
Click Edit.
Update the fields as needed.
Click Save.
Cloning a vehicle
If you need to add a vehicle with similar details to an existing one:
Click Vehicles in the sidebar.
Click on the vehicle you want to clone.
Click Actions.
Click Clone.
The system creates a new vehicle form pre-filled with the original vehicle's data.
Update the unique fields (Number, License Plate, VIN).
Click Save.
Deleting a vehicle
Click Vehicles in the sidebar.
Click on the vehicle you want to delete.
Click Actions.
Click Delete.
Confirm the deletion.
📝 Note: Vehicles linked to pump out records may have their association nullified rather than blocking the deletion. The pump out records are preserved but lose the vehicle reference.
Vehicle inspections
Vehicles can be inspected using the same inspection system as establishments. Vehicle inspections let you track the condition and compliance of hauling equipment.
Scheduling a vehicle inspection
Navigate to the vehicle's detail page.
Find the Inspections section.
Click Schedule Inspection (or the scheduling action).
Select the inspection template.
Set the inspection date.
Click Schedule Inspection.
Completing a vehicle inspection
Vehicle inspections follow the same workflow as establishment inspections. The inspector opens the scheduled inspection, fills in the inspection form, and closes the inspection with an inspection compliance status.
Searching for vehicles
The vehicles list supports searching by:
Search Field | Description |
Number | Vehicle number |
License Plate | License plate number |
VIN | Vehicle Identification Number |
Provider Name | Filter by provider company |
Year | Model year |
Capacity Size | Tank capacity |
Make | Vehicle make |
Status | Active or Inactive |
Custom Properties | Filter by custom property values |
Last Inspection Date | Filter by date range of the last inspection |
Exporting vehicles
Click Vehicles in the sidebar.
Click Export.
Select the fields to include.
Click Export to download the CSV file.
FAQ
Why don't I see Vehicles in my sidebar?
The vehicles feature flag must be enabled for your organization. Contact your SwiftComply administrator to enable it.
What is the difference between the vehicle Number and the VIN?
The Number is the provider's internal identifier for the vehicle (e.g., "Truck 5" or "V-102"). The VIN is the manufacturer's 17-character Vehicle Identification Number stamped on the vehicle.
Can one vehicle be shared between multiple providers?
No. Each vehicle belongs to a single provider. If a vehicle changes ownership, you would need to update the provider association or create a new vehicle record.
How do vehicle inspections relate to establishment inspections?
Vehicle inspections use the same inspection framework (templates, compliance statuses, scheduling) as establishment inspections. The difference is the inspectionable target -- one inspects a vehicle, the other inspects an establishment or GCD.
What does the Provider Permit field do?
Linking a provider permit to a vehicle associates the vehicle with the provider's current permit. This is useful for tracking whether vehicles are operating under a valid permit. The system displays the permit's effective date, expiration date, and number on the vehicle record.