Accurately defining and setting up your vehicles inside FleetRunnr is essential for smooth and efficient operations.
By setting the right details and configurating settings properly—from vehicle costs, specs to advanced configurations—you ensure that every vehicle is utilized correctly, routed efficiently, and aligned with the demands of your day-to-day operations.
This article explains how to configure your vehicles details and settings.
Where are These Settings Found & Configured?
All of these settings are configured within the same window used to create a vehicle, which is also the window you’ll use when editing any vehicle’s details in the future.
First, you should access the vehicles page by doing the following:
From your portal’s Dashboard, click Fleet.
Inside the Fleet module, use the left-side navigation menu and select Vehicles to access the vehicles page.
Once you’re on that page, you can access these settings in two ways:
Vehicle creation – Click the Create Vehicle button at the top-right corner of the Vehicles page. In the window that opens on the right side of the screen, scroll down to locate these settings.
Editing an existing vehicle – Click the three horizontal dots on the far right of the vehicle you want to update. In the window that opens, scroll down to view and modify the same settings.
Understanding Vehicle Costs, Specs, & Advanced Configuration
Vehicle Costs
These fields allow you to define the fictional operational cost structure of each vehicle. FleetRunnr uses a cost-based routing engine, meaning these configured costs act as weights the system takes into account when planning and generating routes in the Planning module.
By setting cost values that reflect your operational priorities, the engine can minimize total route cost and select the most suitable and cost-effective vehicle for each route.
Here’s what each cost refers to:
Fixed Cost – A base cost incurred every time the vehicle is used, regardless of distance or time.
Per km – The cost applied for every kilometer the vehicle travels.
Per travel hour – The cost for each hour the vehicle is actively moving.
Per stop – The cost incurred for every delivery or pickup stop along the route.
Per service hour – The cost for each hour spent in active service (loading, unloading, on-site handling, etc.).
Per waiting hour – The cost applied when the vehicle is idle or waiting during a route (for example, waiting at a customer’s location).
Note:
These cost fields are only relevant when you use FleetRunnr’s Planning module to automatically generate optimized routes.
If your operation relies on manually dispatching shipments, these costs will not impact your workflow even when configured as they could be overridden manually.
Configuring one or multiple cost types is entirely subjective and depends on how your planning operations are structured. You can set only the costs that fit your operational needs.
Vehicle Specs
The Vehicle Specs section allows you to define the physical loading characteristics and capacity limits of each vehicle.
These fields are optional, and you should only configure them if you are using the
Planning module to auto-assign shipments. Setting these specs ensures that the auto-allocation process aligns with your operational capacity requirements and that the routing engine assigns shipments to the most suitable vehicles.
These specs include:
Length, Width, Height – These measurements refer specifically to the vehicle’s loading compartment, meaning the internal space where packages, parcels, or pallets are placed—not the external size of the vehicle.
Max Weight – The total weight the vehicle can safely carry at once.
Parcels Capacity – The maximum number of parcels the vehicle can hold.
Pallets Capacity – The maximum number of pallets the vehicle can transport.
Note:
If you do not use the Planning module and instead assign shipments manually, these specs have no practical effect.
Manual assignment allows you to override all capacity limits, meaning the values you enter here will not restrict or influence your workflow.
Advanced Configuration
The Advanced Configuration section lets you define additional operational attributes and assignment rules for each vehicle. All fields here are optional and should be set only when they support your internal workflows or your automated planning logic.
Maximum Active Shipments
This setting allows you to define the maximum number of shipments this vehicle can handle at once.
This is only relevant when using the Planning module to auto-assign shipments. If you manually assign shipments, this value will not restrict or influence your workflow.
Options
Vehicle Options represent the special capabilities or equipment a vehicle has—such as Cooler, Heater, Freezer, Narcotics, Lift, or POS Machine. These options directly correlate with Order Requirements.
When an order contains a specific requirement (for example, a Cooler or Freezer requirement), the Planning module will only auto-assign that shipment to a vehicle whose Options match the order’s requirements. This ensures operational accuracy and makes sure every shipment is handled by a properly equipped vehicle.
This matching logic is strictly applied only when using the Planning module for auto-assignment.
Note: If you assign shipments manually, this rule does not apply. The order’s requirements can be completely non-matching with the vehicle’s options, because manual dispatching overrides all option-based restrictions.
Tags
Tags allow you to categorize and organize vehicles flexibly. You can apply on or multiple tags per vehicle, each added by typing the tag name and pressing Enter.
Tags help you filter and segment your vehicle list, allowing you to group vehicles based on internal classifications such as usage type, region, category, or any custom label that supports your operational workflow.
Group
This setting offers a free-text field that lets you assign a vehicle to an internal group (e.g., “North Fleet,” “VIP Deliveries,” “Warehouse B”).
It’s extremely useful for operational structuring or reporting, as it allows you to quickly isolate specific groups of vehicles and analyze them based on your own internal criteria.
Driver Assignment Pool
This setting allows you to define which drivers are permitted to operate this vehicle. When a vehicle’s assignment pool is configured, the restriction applies only when drivers attempt to self-assign the vehicle by scanning its QR code through the FleetRunnr Agents app.
Consequently, drivers who are not part of the selected pool will not be able to assign the vehicle to themselves by scanning its QR code using their FleetRunnr Agents app. Only drivers who belong to the configured pool can successfully self-assign the vehicle.
Note:
This rule only affects drivers who try to assign vehicles to themselves by scanning the QR codes of these vehicles.
If you’re assigning a vehicle manually, you can still assign it to any driver, even if they’re not in the vehicle’s driver assignment pool.
The drivers available inside the Driver Assignment Pool dropdown are the drivers you previously added to your workspace.
This ensures that only authorized drivers can link themselves to specific vehicles when scanning the QR-code, especially in operations where licensing, permissions, or internal rules matter.
External ID
This option is used when integrating FleetRunnr with an external system you’re already using.
The External ID must match the vehicle’s identifier in the external platform to ensure proper data synchronization.
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