Vehicles

The Vehicles page is where you manage the fleet used to transport passengers on tours. Set up vehicle types (Bus, Minivan, Boat, etc.), register the individual vehicles in each type, link them to tour templates and tours, and then assign vehicles to passengers on a tour.

Key capabilities

• Maintain a catalogue of vehicle types and the individual vehicles under each type
• Set a vehicle's capacity, name, and description
• Toggle vehicles between active and inactive without deleting them
• Attach vehicles to tour templates and individual tours
• Assign vehicles to passengers on a booking — for one passenger at a time, in bulk, or together with co-passengers
• View and download the passenger list per vehicle from a tour

User roles

Role	Description	Key actions
Company Admin	Staff using the Vaylo Admin Panel	Create and manage vehicle types and vehicles, attach them to tours, assign them to passengers

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Vehicle types

Vehicle types are the categories you sort individual vehicles into — for example, Bus, Minivan, Boat.

Creating a vehicle type

1. Navigate to Tour Administration → Vehicles → Vehicle types.
2. Click Create vehicle type.
3. Enter a Name for the type.
4. Click Save.

Managing existing vehicle types

The Vehicle types page lists every type in the system. Use it to rename a type or toggle whether it is active.

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Vehicles

Each individual vehicle belongs to a vehicle type and is created from the Vehicles list.

Creating a vehicle

1. Navigate to Tour Administration → Vehicles.
2. Click Create vehicle.
3. Fill in the details:
   • Name — how the vehicle is shown across the admin (for example, Bus 14 — Volvo 9700).
   • Vehicle type — pick one of the types you created in Vehicle types.
   • Capacity — the maximum number of passengers the vehicle can carry.
   • Description — anything else worth recording about the vehicle.
4. Click Save.

Updating a vehicle

Open any vehicle from the Vehicles list to edit its name, type, capacity, or description.

Active and inactive

The Vehicles list has an Active / Inactive / All filter and a status toggle on each row. Use inactive for vehicles that are temporarily out of service so they stop appearing in tour and booking dropdowns without being deleted.

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Adding vehicles to a tour

Vehicles can be attached to a tour at two levels: the tour template and the individual tour.

1. Open the tour template (or tour) in Tour Administration → Tour Templates / All Tours.
2. In the Vehicles field, pick one or more vehicles from the multi-select dropdown. The dropdown lists every active vehicle.
3. Save the tour template / tour.

note

Vehicles set on a tour are what later show up in the passenger-level vehicle dropdown on the booking — and in the Assign Vehicle flow described below. If a vehicle is not on the tour, it cannot be assigned to a passenger on that tour.

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Assigning vehicles to passengers

Once a tour has vehicles attached, you can assign those vehicles to the passengers on its bookings. There are two places to do that:

• From the passenger detail in the booking (one passenger at a time).
• From the Vehicles tab on the tour itself, which lets you assign a vehicle to a single passenger, to many at once, or to a passenger plus their co-passengers in one action — described next.

The Assign Vehicle button (Tour → Vehicles tab)

1. Open the tour in Tour Administration → All Tours.
2. Open the Vehicles tab. You will see the vehicles already attached to the tour and a list of passengers on the tour's bookings.
3. Click Assign Vehicle at the top of the tab.
4. In the Vehicle to Assign dropdown, pick the vehicle you want to assign. Only vehicles attached to the tour appear here.
5. Choose how to apply the change under Assign this Change to:
   • Selected Only — assigns the vehicle to the passengers you have ticked in the list.
   • All Unassigned Passengers — assigns the vehicle to every passenger on the tour who does not yet have one.
6. (Optional) Tick Assign Co-Passengers Also if you want the main passenger's co-passengers to share the vehicle. This is the fastest way to keep a family or travelling party together.
7. Click Save (or Assign, depending on the build) to apply the change.

caution

If a passenger you are assigning to already has a different vehicle on this tour, the new assignment replaces the old one. You do not need to clear the old vehicle first.

tip

If you cannot see any options in the Vehicle to Assign dropdown, no vehicles are attached to the tour yet. Go back to the tour's Basics and add vehicles in the multi-select first.

Example flow

A practical run-through:

1. Create a tour, Bangkok Tour, without assigning vehicles.
2. Add a booking with a primary passenger and one co-passenger.
3. Open the tour's Vehicles tab and click Assign Vehicle.
4. Pick a vehicle from Vehicle to Assign.
5. Choose Selected Only for a specific pair of passengers, or All Unassigned Passengers to seat everyone who is missing a vehicle.
6. Tick Assign Co-Passengers Also so the co-passenger is seated with the primary passenger.
7. Save. Anyone who already had a vehicle assigned is moved to the newly chosen one.

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Viewing and downloading the passenger list per vehicle

From the tour details page, the Vehicles section shows each vehicle on the tour together with the passengers currently assigned to it. Use this view to confirm who is in which vehicle and to download a passenger list per vehicle — useful for the driver, the guide, or the depot.

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Where vehicles appear elsewhere

Place	What you see
Tour Templates → Basics → Vehicles	Multi-select of vehicles to attach to the template
All Tours → Basics → Vehicles	Multi-select of vehicles attached to a specific tour
All Tours → Vehicles tab	Per-vehicle passenger list, plus Assign Vehicle
Bookings → Passenger details → Vehicle dropdown	Per-passenger vehicle pick, limited to vehicles attached to that tour