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Summary

The Vehicles screen in the RAY admin portal is the register of vehicles owned by the organization’s users, for example residents’ cars for parking or access control. Each vehicle belongs to one user (the Vehicle Owner) and has a type, make, model, color and plate number, plus an optional name, year, photo and documents. A user’s vehicles are also listed in the Vehicles tab of the user’s detail page.

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Where to find the Vehicles screen

  • Menu: Directory → Vehicles (Arabic: الدليل ← المركبات)
  • Clicking a vehicle opens the vehicle’s detail page.
  • Export is in the ⋮ (more) menu at the top of the Vehicles list.

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Who can access the Vehicles screen

The Vehicles menu entry is shown only to users with an Admin role that includes the vehicles feature. See Roles and permissions.

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Vehicles list columns

The list can be filtered by Vehicle Owner, Plate Number, Name, Type, Make, Model, Year and Color.

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Vehicle fields

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How to add a vehicle

  1. Open Directory → Vehicles.
  2. Click Add.
  3. Choose the Vehicle Owner.
  4. Choose the Type and enter the Make, Model, Color and Plate Number.
  5. Click Save.
The portal opens the new vehicle’s detail page, where the Name, Year, photo and documents can be added.

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How to edit a vehicle

  1. Open Directory → Vehicles and click the vehicle.
  2. Change the Plate Number, Name, Type, Make, Model, Year or Color directly on the vehicle detail page, or add, replace or remove the photo.
  3. Save the change.

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Vehicle detail page

The vehicle detail page is titled with the vehicle type and owner, for example “Car - Sara Ali”. It shows the vehicle fields, the photo, Created at and Last Modified at, and a Documents tab.

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How to add documents to a vehicle

  1. Open the vehicle from Directory → Vehicles.
  2. In the Documents tab, upload one or more files.
Accepted files are images (JPG, JPEG, PNG, GIF, WEBP), PDF, video (MP4, MOV, WEBM, M4V, 3GP), audio (MP3, WAV, OGG, M4A), Word, Excel, PowerPoint, CSV and TXT. A document can be deleted from the same tab.

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Common questions about Vehicles

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Why can’t I see the Vehicles menu?

The Vehicles menu is hidden when none of your roles is an Admin role with the vehicles feature. Ask an administrator with access to Administration → Roles & Permissions to add that feature to your role.

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How do I find all vehicles of one user?

Filter the Vehicles list by Vehicle Owner, or open the user under Directory → Users and open the Vehicles tab.

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How do I find who owns a plate number?

Filter the Vehicles list by Plate Number. The Vehicle Owner column shows the owner.

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Can I change the owner of a vehicle?

No. The Vehicle Owner is read-only after the vehicle is added. Add the vehicle again for the new owner.

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Why does a vehicle show “Deleted User” as the owner?

The owner’s user account was deleted. The vehicle stays in the list.
  • Users: the owners of vehicles.
  • User detail tabs: a user’s Vehicles tab.
  • Pets: the pet register, which works the same way.