Vehicles — License Plate, Parking Spot, and Guest Tracking

The Vehicles module registers the vehicles of complex residents and external visitors by license plate. It is used to ensure parking arrangement, easily detect foreign/suspicious vehicles, and track parking spots belonging to residents. It is a fundamental management tool for security.

Where to open?

From the left menu, Management → Vehicles. All existing records are listed in the card grid; at the upper right is the New Vehicle button.

1. Add a new vehicle

Press the New Vehicle button. The modal opens:

Basic information

• License Plate — required; automatically converted to uppercase as you type and shown in a monospaced font. Format: "34 ABC 1234". You can write with or without spaces.
• Vehicle Type — required; 6 options:
  • 🚗 Car — private passenger vehicles (most common).
  • 🏍️ Motorcycle
  • 🚴 Bicycle
  • 🚐 Pickup
  • 🔧 Service Vehicle — maintenance/plumbing/delivery vehicles (usually not a resident).
  • ⏱️ Guest — temporary (e.g., visitor vehicles, new tenant's vehicle). The "Guest End Date" field automatically appears when this type is selected.

Vehicle details

• Brand — Toyota, Ford, Hyundai, etc. (optional).
• Model — Corolla, Focus, i20, etc. (optional).
• Color — White, Black, Red, etc. Useful for visual identification (especially when the plate cannot be read).

Owner information

There are two fields, use as needed:

• Owner Name — free text (e.g., "Guest — Mr. Ahmet" or "Environmental Service"). Automatically filled if the Resident below is selected.
• Resident (optional) — if it is a resident/staff registered in the system, search by typing and select from the list. If linked to a resident, the vehicle also appears in that resident's record; the phone is directly accessible for communication.

Parking spot

• Parking Spot — optional; the area where the vehicle parks (e.g., "B1 - 25" / "Open area 7" / "Garage ground floor"). Practical if the complex parking is numbered.

Guest End Date

When Type = Guest is selected, this field appears:

• Guest End Date — required; after this date, the vehicle is hidden from the system or shown as "expired guest" in reports.
• You can set 1 week for a new tenant's vehicle, 1-2 days for a visitor.

2. Card list with plate search

There are filters on the list:

• Search — text in plate or owner name.
• Plate — partial plate search (e.g., "34" → all Istanbul plates).
• Type — show only one type (e.g., only guest vehicles).
• Block / Unit — see vehicles belonging to a specific unit.
• Owner (Account) — see a specific resident's vehicles.

3. Edit and Delete

Click on a card → from the drop-down menu, Edit or Delete:

• Edit — The New Vehicle modal opens with current values.
• Delete — The card is moved to the archive (does not completely disappear from the system). Record preserved for former owners.

4. When the guest vehicle time expires

When the "Guest End Date" of guest vehicles passes, the system automatically warns on the card (e.g., "Expired guest vehicle"). Two options:

• Extend again — write a new end date from Edit.
• Delete — the vehicle is no longer kept in the record.

5. Vehicle visibility by resident

A vehicle linked to a resident appears in the resident's own panel, and they can confirm the information. This feature ensures "correct person, correct vehicle" matching.

Practical suggestions

• Add each resident's vehicle at complex opening — a small form is requested from the unit, plate + brand + color information is collected and entered into the system.
• Categorize service vehicles separately — add regulars like environmental, cargo, market service with the "Service Vehicle" type; you distinguish from foreigners.
• Digitize parking spots — if the parking is numbered, also write each vehicle's parking spot; if there is a dispute, the record becomes a reference.
• Give short duration for guest vehicles — guest vehicles longer than 7 days are generally not real guests; instead of keeping them permanently in "Guest," registering with real information is more correct.

Next step

To manage the complex's fixed assets (generator, elevator motor, common area furniture) as inventory, go to the last article — the Fixed Assets module.