Fleet and driver information managed across spreadsheets, paper files, or disconnected HR and facilities systems gives operations and compliance teams an incomplete and unreliable picture. Vehicle registration details are stored separately from driver licence information. Assignment records are maintained informally. When a compliance audit requires evidence of which driver was assigned to which vehicle, or when a licence expiry needs to be confirmed before a trip is authorized, assembling that information requires more effort than it should.
The Company Vehicle and Driver Details template for SharePoint, built with Infowise Ultimate Forms, provides a structured form for recording all the essential information about each company vehicle and its assigned driver — in a single, centralized SharePoint record that fleet managers, HR, and compliance teams can search, filter, and maintain without switching between systems.
How it works
Vehicle details
The form captures the key identifying and registration information for each company vehicle — make, model, year, registration number, colour, and any other details relevant to your fleet management requirements. Recording vehicle details in a structured format ensures that every asset in the fleet is documented consistently, making the full vehicle register searchable and manageable regardless of fleet size.
Driver information
Alongside the vehicle record, the form captures the details of the assigned driver — name, contact information, employment ID, and driver's licence details including licence number and expiry date. Capturing licence expiry as a structured date column means the fleet manager can filter the register to identify drivers whose licences are approaching expiry and take action before authorization to drive lapses.
Vehicle and driver assignment
The form links vehicle and driver records directly, creating a clear, documented assignment record that shows which driver is currently responsible for which vehicle. This assignment visibility is essential for accountability purposes — particularly in regulated environments where the organization must be able to demonstrate that every vehicle was operated by an authorized, licenced driver.
A centralized fleet register
Every completed record is stored in a standard SharePoint list. Fleet managers have a single, searchable view of all vehicles and their assigned drivers — filterable by make, model, registration, driver name, licence expiry date, or any other column — giving a complete, current picture of the fleet without consolidating information from multiple sources.
What you get
- A structured vehicle record capturing make, model, year, registration number, and colour
- Driver details including name, contact information, employment ID, and driver's licence number and expiry date
- Vehicle and driver assignment linkage creating a documented record of current fleet responsibilities
- Licence expiry date capture enabling proactive identification of drivers approaching licence renewal
- A centralized SharePoint fleet register searchable and filterable by any column
- Configurable columns to capture any additional vehicle or driver information your fleet management process requires
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
The Company Vehicle and Driver Details system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All vehicle and driver records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.
Read detailed installation instruction.
