Manage vehicles and rental cars

User guide index

Personal vehicles belong to their account owner. Trip assignments and rental cars belong to the trip. Accepted Owners and Planners manage trip transportation; accepted Members can view it. Flights have their own guide.

Keep your personal vehicles

1. Open My Vehicles in your personal navigation.
2. Add a vehicle with its name, type, specifications and dimensions where known. Length and height use feet and inches; leave both blank for an unknown dimension.
3. Save, then edit details as needed.
4. Deactivate a vehicle when it should no longer be offered for new assignments. Reactivate it if needed later.

Only you can edit your permanent vehicles. Deactivation preserves existing trip assignments.

Assign vehicles to a trip

1. Open the trip's transportation or Vehicles section and choose the add-vehicle action.
2. Select an eligible active vehicle from the choices grouped by member, then choose its member assignment.
3. For a trailer or towed vehicle, select its towing vehicle from the same trip.
4. Save and check the cards showing vehicles, members and connected rigs.

The picker explains unavailable choices, including vehicles already assigned or people without eligible linked accounts. A linked pending invitee's vehicle may be selectable, but this does not grant that person trip access. To remove a towing vehicle, first detach or reassign its dependent vehicles. Trip assignments do not let a Planner edit someone else's permanent vehicle record.

Plan a rental car

1. Open Transportation and choose the rental-car add action.
2. Enter the company, vehicle category and notes where known. Choose a traveling trip member as driver if appropriate; guests without accounts can be drivers.
3. Enter pickup and return locations independently, with each location's local date, time and time zone when known. Same as pickup copies location details, not the return date or time.
4. Select the appropriate status and save. Planned rentals can omit schedules. Reserved and PickedUp require both endpoint schedules; Reserved also requires a company. Status does not advance automatically with time.
5. If useful, use Find coordinates explicitly and check the result. Maps and coordinate lookup depend on site configuration.

Multiple rentals can overlap or cover only part of a trip, including one-way rentals. Unknown times are not assumed to be midnight. Return must be after pickup when compared in their respective time zones; repeated daylight-saving times require a valid explicit offset.

Keep rental booking details

1. In the reservation editor, select an eligible unlinked rental to link its booking. A rental needs a pickup date before it can be linked.
2. Store confirmation number, cost, currency, contact details and booking URL on the reservation. Pickup and return schedules and locations belong to the rental; changing its schedule updates the linked booking's schedule.
3. Alternatively, paste a new rental confirmation through the reservation text-import workflow. Review extracted company, schedules, locations and warnings before approving creation of a Planned rental and linked reservation.
4. After importing, explicitly assign the driver and correct the rental status. Driver wording in a confirmation is retained in notes rather than guessed as a member match.

A rental can have one linked reservation. Importing a modification or cancellation is not an update workflow; review and edit the existing records yourself. See reservations.

Review changes and removal

1. Check pickup and return in Trip Days and Navigator on their saved local dates. Out-of-range rentals remain visible with warnings.
2. After shifting, resizing or rearranging plans, review any NeedsReview rental against its supplier confirmation. Rental schedules do not move with daily plans.
3. Mark the rental reviewed when satisfied, and separately review its linked reservation. Acknowledging review does not remove a current out-of-range warning.
4. To cancel or remove a rental, review the confirmation. Cancellation changes the ViaMore rental only. Removal retains its reservation and unlinks it.

Contact the supplier to change or cancel the actual booking. Cancelling a rental in ViaMore does not automatically cancel its linked reservation. Use the task editor for reminders; rental reminders are not created automatically.

Manage vehicle images

In My Vehicles, save a vehicle, then choose Manage Image on its editor. The dialog shows the current image (or a placeholder) and lets you upload a JPEG, PNG, or WebP within the displayed size limit, generate an AI image, regenerate an AI image, or clear it. Each vehicle has one current image. Images fit the available space without cropping the vehicle.

Save vehicle changes before generating. Generation uses saved type, year, make, model, optional color, drive type, and outside dimensions. Nicknames, license plates, and account information are excluded from the description. Generate an illustrative image using your saved vehicle details. Actual appearance and equipment may vary. AI images carry an AI-generated label. Uploading a replacement or clearing the image removes that label.

Your AI allowance and monthly image limit apply. Generation saves and applies the image immediately; while it runs, conflicting image actions are disabled. If an operation fails, the existing image is kept. If another tab changes the image, reload it before trying again. Only the vehicle owner can manage its image. Images remain private to the owner, including when the vehicle is assigned to a shared trip; the owner can see the same image on that trip.