User Guide: Vehicle on Niti Urbanice (For Juristic Persons)

This guide walks the juristic person team through the Vehicle feature on Urbanice, step by step — from opening the menu and setting parking rights, to approving requests, editing records, and viewing community-wide statistics. It's designed for staff who are new to the feature or want to refresh their memory on the workflow.

Accessing the Vehicle Menu

1. Log in to Niti Urbanice on the juristic person side.
2. In the left-hand menu, select "Directory".
3. On the Registry page, you'll see several sub-tabs: Residents, Tenants, Committee, Juristic Person, and "Vehicles" — select this tab.

Once opened, you'll see summary figures at the top: total number of vehicles, broken down by car and motorcycle, along with the fuel-type breakdown (gasoline/internal combustion, electric/plug-in hybrid, hybrid, other).

Setting Vehicle Registration Rights

Before allowing residents to register their vehicles, it's recommended that the juristic person configure the registration rules first.

1. On the Vehicle page, click the "Settings" button at the top-right of the list.
2. A "Vehicle Settings" window will open — use the toggle at the top-right to enable or disable the vehicle registration system.
3. Under the "Registration / Project Access Rights" tab, configure the following:
   • Cars: choose "Unlimited" or "Limited" and specify the number of vehicles allowed per unit.
   • Motorcycles: choose "Unlimited" or "Limited" and specify the number allowed per unit.
   • If you want the car and motorcycle quotas to be counted together, check "Combine rights for both cars and motorcycles".
4. Set the "Registration Approval Condition" — choose either "Automatically approve registration" or "Require approval by the juristic person" (manual review and approval for every request).
5. Click "Save" to confirm your settings.

💡 Tip: If your project has limited parking space, it's recommended to set a "Limited" quota per unit and require manual approval by the juristic person, for tighter control over the total number of vehicles on-site.

Setting Registration Information Requirements

In addition to registration rights, the juristic person can also configure the details and supporting documents required for registration under the "Registration Information" tab.

1. Click the "Registration Information" tab in the Vehicle Settings window.
2. Under "Vehicle Details", you can check "Require vehicle photo" to make it mandatory for residents to attach a photo of the vehicle every time they register.
3. Under "Vehicle Registration Documents", choose which documents to display on the registration form and whether each one is required. The available options are:
   • Copy of the vehicle registration book, or a substitute document (for temporary red-plate vehicles)
   • Copy of the registrant's national ID card
   • Copy of the unit ownership document (Aor Chor 2)
   • Copy of the house registration
4. To add documents beyond the standard list, click "+ Add Document Item" under "Custom Documents", name the document, and choose whether it should be a required field or optional.
5. Click "Save" to confirm your settings.

Bulk-Importing Vehicle Data (For Existing Records)

If your project already has vehicle registration data on hand — for example, migrating from another system — you don't need to enter each record manually. Use the import feature instead.

1. On the Vehicle page, click the "Import File" button at the top-right of the list.
2. Click "Download File" to get the sample import template (supports .xlsx files up to 6 MB).
3. Fill in the vehicle data in the sample file according to the required format.
4. Return to the same window, click "Upload", and select your completed file.
5. Click "Import" to confirm. The system will automatically add all the vehicle records to the registry.

Reviewing and Approving Registration Requests

Once a resident submits a vehicle registration request through the app, the juristic person can review and approve it as follows.

1. On the Vehicle page, use the "Pending Approval / Incomplete Information" filter tab to see requests awaiting action.
2. Click on a request to open the "Vehicle Details" window, which shows the status, submission date, and approval date (displayed in DD/MM/YYYY format).
3. Review the attached documents submitted by the resident, including: a copy of the vehicle registration book (or substitute documents for temporary red-plate vehicles), a copy of the registrant's ID card, a copy of the unit ownership document, and a copy of the house registration.
4. Verify that the vehicle details and registrant details are complete.
5. You can click "Add Sticker" to issue a parking sticker for the resident to display once the vehicle is approved.

Editing Vehicle Information (After Approval)

The system only allows editing of vehicle records that are already "Approved." If you find that a resident's information is incomplete or needs correction, here's how to update it.

1. On the Vehicle page, go to the "All Vehicles" tab.
2. Click the arrow next to a unit number to expand and view its vehicle records, then select the vehicle you want to edit.
3. An "Edit Information" window will open, letting you update registrant details such as unit number, registrant name, resident status, and re-upload a copy of the vehicle registration book if needed.
4. Update the vehicle details as needed — vehicle photo, vehicle type, fuel type, license plate, province, make, model, and year.
5. Click "Save Changes" to confirm the update.

⚠️ Note: Records still in "Pending Approval / Incomplete Information" status cannot be edited yet. The request must be approved first before you can go back and edit its details.

Searching for a Vehicle Quickly

When you need to check something urgently — for example, security reports an unfamiliar vehicle, or there's a question about parking rights — you can search the registry immediately.

1. In the "Search Type" field, choose a search criterion, such as "License Plate".
2. Type your search term into the "Enter Search Term" field.
3. The system will instantly filter matching records, showing the unit number and the number of vehicles registered to that unit.

Viewing Community-Wide Vehicle Statistics

If you need summary data for planning purposes — such as parking space allocation or EV charging points — you can view it from the overview page.

1. In the summary figures at the top of the Vehicle page, click "View More".
2. A "Vehicle Overview" window will open, showing the total number of vehicles along with the fuel-type breakdown.
3. Below that, the data is split into two sections — "Total Cars" and "Total Motorcycles" — each further broken down by fuel type, giving you a detailed view of the community's vehicle profile.

Summary of Steps

1. Go to Registry > Vehicle
2. Set up registration rights and approval conditions before enabling
3. Import existing data (if any) via .xlsx file
4. Review documents and approve resident registration requests
5. Edit approved vehicle records from the "All Vehicles" tab
6. Search for a license plate instantly when needed
7. View vehicle statistics to support planning decisions

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If you have any further questions about vehicle registration, please reach out to your project's juristic person, or contact The Living OS (LOS) team directly.

Contact us
Phone: 02-481-5234
Line: @thelivingos
Email: info@thelivingos.com