Adding cars, rates and compliance

Your Vehicles tab: add a car to the fleet, read its MOT and tax from the DVLA, set its rate card, and keep the insurance, service and ULEZ details only you can know.

The Vehicles tab, headed "Your fleet", is where your cars live. It is worth doing properly early: a saved car autocompletes on every booking, brings its own price and deposit with it, shows up on the availability calendar, and is what the Fleet attention queue on your Today screen is actually watching.

Adding one car

1. Go to the Vehicles tab.
2. Put the registration in. If DVLA lookups are available, tap DVLA check and KeyProof pulls the make, colour and year and reads the car's MOT and tax straight off the DVLA record. It fills the vehicle name in for you, and tells you what it found.
3. Check the vehicle name. This is the label you will pick on a booking, so make it the one you say out loud: "BMW M4 · LX26 ABC".
4. Tick Prestige if this is a high-value car. See below for what that changes.
5. Add vehicle.

If the DVLA has no record for that registration, KeyProof says so rather than guessing, and you enter the car by hand. Where DVLA lookups are not switched on, the registration is still saved and shown as a plate, and MOT and tax stay blank until they are available.

Adding a whole fleet at once

"Add several cars at once" takes a paste or a .csv file: registrations, one per line, is enough. It then shows you exactly what will be created, row by row, with a verdict on each one, and only then offers the button that writes anything. Duplicates of cars you already have are flagged before they are added, and one import handles up to 100 cars.

After they are in, a single grid lets you fill in make, model, year, daily rate and prestige across all of them, tabbing across and down, with a bulk daily rate so a firm that prices in two bands types each number once instead of twenty times.

What each car card shows

• The plate and the vehicle name, with "prestige" alongside it where you have marked it.
• How the car has worked this month: days out, and the revenue recorded against it.
• The DVLA line, once the car has been checked: MOT valid or the status the DVLA gave, a warning when the MOT falls due in the next 14 days, taxed or the status the DVLA gave, and how long ago it was checked.
• The compliance strip: MOT, Insurance, Tax, Service and ULEZ, each green when it is clear, amber when it falls in the next 30 days, red when it has passed, and neutral when you have not set it. Neutral means not set, never a failure.
• Its saved rates, when you have set them.
• An occasional rate nudge, worked out from this month's hires on that car: booked 85% of the month or more suggests the rate could go up, and a car that has not been out at all this month suggests promoting it or reviewing the rate. It stays quiet when there is nothing real to say.

Above the list, once any car has been checked with the DVLA, the badge sums the fleet up: how many vehicles, how many are road legal, and how many need attention. A search box appears once you are running more than eight cars.

The rate card

Open More on a car and choose Pricing. Three figures, all optional:

• Daily rate. Set it and a new booking for this car quotes its own hire price from the rate and the number of days.
• Weekly rate. Applied to whole weeks on hires of seven days or more, so a long hire is not priced as seven separate days.
• Default deposit. Dropped into the deposit field on every new booking for this car.

Every one of these is a starting figure, never a lock. The quote on a booking is always yours to type over. Leave a field blank and it clears to not set, which is honest: a car with no rate simply asks you for the price. See Create a booking.

Compliance: two halves, and the split is the point

Open More and choose Compliance and you get two sections rather than one form. That is deliberate, and it is the reason the record stands up when somebody argues with it.

Read from the DVLA, at the top: MOT status and expiry, tax status and expiry, and when it was last checked. There is no box to type in. The only way these move is the Check with DVLA button sitting under them, which re-reads the DVLA record for that registration.

An operator typing an MOT date would be asserting a fact the DVLA might disagree with, inside the one product whose whole pitch is evidence that holds up in an insurer's hands. So KeyProof refuses it outright and says why, rather than accepting the date and quietly dropping it. What you show an insurer is what the DVLA record says, not what somebody remembered.

Yours to keep up to date, underneath: insurance expiry, the insurer and policy number, the next service date, and whether the car is ULEZ compliant. No public service can tell KeyProof any of these, so you are the only source, and the sheet says so. Leave anything blank if you do not track it yet: blank reads as not set, never as a guessed date.

Two things stop the DVLA half working: the car has no registration saved, in which case add one and the check can read it, or DVLA lookups are not switched on yet, in which case MOT and tax stay blank rather than being invented. The sheet tells you which of the two it is.

Prestige cars

Marking a car prestige changes how every hire on it runs: the named nine-shot condition set at handover and again at return, four extra terms the renter has to tick before signing, and a higher default deposit on the booking. No tick box on the booking is needed. Marking cars prestige is allowed on every plan and does not change what you pay. To get the same treatment on a car you have not marked prestige, see Premium verification on one booking.

Service log, documents and costs

The rest of More is the car's paperwork. Service log records what was done, when, at what mileage and cost. Documents keeps your own copies of the V5C, the insurance certificate and the MOT certificate, as an image or a PDF. Expense logs a running cost against this car. All three are added here, per car, and read back across the whole fleet on the Maintenance tab. See Service log, documents and renewals.

A car's evidence history

History on a car lists every hire it has been out on: the reference, the dates, the renter, the status, whether a dispute was raised, how many handover and return photos exist, and a link straight into that hire's record. It is the quickest way to answer "what has this car been through", which is exactly the question an insurer asks about a repeat problem.

Removing a car

Removing is owner only. The car comes off your fleet list along with its saved rates, compliance dates and documents. Bookings that used it keep their records exactly as they are, because a hire's record is not allowed to change after the fact.

Your plan sets how many cars it covers, and that limit is a guide rather than a shutter: go over it and nothing switches off, you are simply nudged to move up. See Your plan, price and billing.