How ScrollEngine Introduced Vehicle Management to Strengthen Fleet Visibility and Compliance

Vehicle management means knowing every vehicle in your delivery fleet: what it is, what it can carry, who owns it and who is driving it. ScrollEngine added Vehicle Management after customers told us their vehicle details still lived in spreadsheets, notes and chats with drivers. Each vehicle now has one record in the ScrollEngine web dashboard, and the driver app reads the same records, so planners and drivers work from the same facts.

The story at a glance

• What it is: Vehicle Management, ScrollEngine's vehicle and fleet registry. This is a product story; feedback from several customers shaped it.
• The problem: vehicle details sat in spreadsheets, notes and chats, and compliance documents were collected by hand.
• The solution: one record per vehicle, with its type, registration, dimensions, capacity, cost, photos, owner and assigned driver.
• Where it lives: the ScrollEngine web dashboard (not the app view inside Shopify admin), shared with the driver app.

Why vehicles were the missing piece

As local delivery operations scale, the work behind the scenes often grows faster than the systems meant to support it. For many businesses using ScrollEngine, orders, routing and notifications were already well established. One foundational element still sat outside the system: the vehicles themselves.

Across conversations with several customers, the same pattern kept appearing. Merchants running daily deliveries struggled to track which vehicles were in use, who was using them, and whether vehicles and drivers were fully compliant. Vehicle information was scattered across spreadsheets, internal notes and informal messages with drivers. Compliance documents such as the vehicle's registration certificate (RC), insurance and driving licences were collected by hand and stored separately, which made checks slow and error-prone.

As delivery volumes grew, that fragmented approach hit its limits. Customers wanted vehicles inside the delivery workflow instead of treated as an outside check, and that feedback shaped Vehicle Management.

The operational challenges customers faced

Planning on assumptions

Before Vehicle Management, fleet visibility rested on assumptions rather than structured data. Teams often planned deliveries without a reliable view of which vehicles were active that day or what they could carry. Ownership and usage were known only informally, which led to last-minute questions once deliveries were already underway.

Gaps between the plan and the road

Routes were assigned with certain vehicles in mind, but drivers sometimes arrived with different ones. The mismatches were not always disruptive, but they added friction and uncertainty to an otherwise structured process.

Compliance checked by hand

Registration and insurance documents were usually requested over messaging apps or shared ad hoc, while driving licences were handled separately. Making sure both the vehicle and the driver met requirements took repeated manual checks, which got harder to do consistently as operations grew.

What Vehicle Management does today

ScrollEngine introduced Vehicle Management to make vehicles a core part of the delivery system: a structured, shared source of truth that supports both planning and execution.

One record per vehicle

In the ScrollEngine web dashboard, operations teams create and maintain a record for each vehicle:

• Type: from bicycles, motorcycles and three-wheelers to vans, pickup trucks, refrigerated trucks and trailers.
• Registration: the registration number and the region it is registered in.
• Size and capacity: dimensions, volume and payload weight, set by hand or linked to a reusable preset that keeps them in sync.
• Fuel and cost: the fuel type, including electric, and a running cost by day, hour or kilometre.
• Photos of the vehicle.

Ownership and drivers

• A vehicle belongs either to your business or to an individual, such as a driver who uses their own vehicle.
• Operations teams assign a driver to each vehicle from the dashboard.
• The driver app reads the same vehicle records: drivers see the vehicles they own, and a driver's current vehicle updates when they switch vehicles.

That suits operations that run a mix of owned, rented and personal vehicles.

Vehicles in planning and tracking

Because vehicles are structured data, the rest of ScrollEngine can use them:

• The live driver map filters drivers by vehicle type.
• Driver scorecards in the web dashboard filter by vehicle type.
• Automated dispatch (early access) offers each job to on-duty drivers with an idle vehicle of the right class.
• A load-fit check (early access) tests whether a load fits a vehicle, when products have dimensions.

Operations teams and drivers work from the same data, so plans reflect the vehicles that are actually on the road.

Compliance: what to keep on record for each vehicle

Compliance starts with knowing which registered vehicle ran each route, who owns it and who drove it. Here is where each record lives:

Record	Where it lives	Why it matters
Registration number	The vehicle record in ScrollEngine	Ties each delivery to a registered vehicle
Owner (business or driver)	The vehicle record in ScrollEngine	Shows who is responsible for the vehicle
Assigned driver	The vehicle record in ScrollEngine	Shows who is driving which vehicle
Vehicle photos	The vehicle record in ScrollEngine	A quick visual check of the vehicle
Insurance, registration certificate and driving licences	Your compliance files	Expiry dates need regular checks

Check insurance and licence expiry dates against the registration number and owner on each vehicle record before you assign routes. If you need those documents held alongside the vehicle in ScrollEngine, talk to us about your fleet's requirements.

The impact on day-to-day delivery operations

With vehicles inside ScrollEngine, customers gained clearer visibility into their delivery operations. Operations teams could see which vehicles were active and who was using them, which cut manual follow-ups and helped them plan deliveries with more confidence.

Above all, delivery execution became more predictable. Knowing which vehicle and driver would actually be used closed the gap between planning and reality, so routes, load planning and delivery expectations could be set more accurately.

Why vehicle management matters as deliveries scale

For many ScrollEngine customers, vehicles had been an implicit dependency rather than an explicit part of the delivery workflow. Bringing vehicles and ownership into the system moved teams away from reactive checks toward a structured, dependable process. Vehicles and drivers stopped being an outside variable and became part of the operation.

How to set up vehicle management in ScrollEngine

1. Sign in to the ScrollEngine web dashboard and open Vehicles.
2. Create a vehicle: its type, registration number, dimensions and capacity, or link it to a preset.
3. Set the owner and assign a driver, whether the vehicle belongs to your business or to the driver.
4. Invite your drivers to the driver app. See Invite drivers and install the driver app.
5. Plan routes around your real fleet. See Optimize routes for multiple drivers.

What's next

Vehicle Management was built in direct response to customer feedback and real operational problems. Centralized vehicle setup and clear ownership strengthen an essential layer of local delivery operations, so deliveries can be planned and run with more clarity and confidence as customers scale.

Vehicles connect to everything else in routes and dispatch, from the route planner to the driver app your team uses on the road.

Frequently asked questions

What is vehicle management in delivery software?

It is one place to record every delivery vehicle, with its type, registration, capacity, owner and driver, so dispatchers plan routes around the vehicles that will actually be on the road instead of a spreadsheet.

Can drivers use their own vehicles?

Yes. A vehicle in ScrollEngine can belong to your business or to an individual driver, and the driver app reads the same vehicle records, so a mixed fleet of company and personal vehicles sits in one list.

Where do I manage vehicles in ScrollEngine?

In the ScrollEngine web dashboard. Vehicle Management is not part of the app view inside Shopify admin, so sign in to the web dashboard to create and edit vehicles.

Does ScrollEngine store vehicle insurance and driving licence documents?

Each vehicle record holds its registration number, ownership, assigned driver and photos. Before you rely on ScrollEngine to hold insurance, registration certificate or licence documents, ask our team how it fits your fleet's compliance needs.

How does vehicle capacity affect route planning?

Route optimization can plan around capacity limits such as weight, item count and stops, and each vehicle record holds its dimensions and payload. A load-fit check that tests whether a load fits a vehicle is in early access.

Run your fleet from the same place as your deliveries. Install Local Delivery + Pickup Date:S from the Shopify App Store and add your first vehicle in the web dashboard.