The Vehicle Directory lists every vehicle registered in your community, in one table: residents' own cars and the guest vehicles they've registered for visitors. Use it to look up who a car belongs to, check whether a visitor is expected, or keep the list accurate on residents' behalf.
The Vehicle Directory requires the View Vehicle Directory permission. What you can see and do inside it depends on these Parking permissions:
View Member Vehicles: residents' own vehicles.
View Guest Vehicles: guest vehicles for current and upcoming visits.
View Past Guest Vehicles: guest vehicles whose visit has ended.
View Deleted Vehicles: registrations that have been deleted.
Add Vehicle to Community: register a vehicle for any resident or household.
Manage Vehicles: edit, delete, and restore vehicles.
View Vehicle Directory on its own opens the page but shows no vehicles. Grant at least View Member Vehicles or View Guest Vehicles alongside it. These permissions are granted one by one: turning on View Vehicle Directory doesn't turn on the ones grouped under it. You can grant them to any role from Roles & Permissions.
The directory is part of the Parking module, which is on by default. If your community turns Parking off in Preferences, the Vehicle Directory, the Household Vehicles card, and residents' own Vehicles tab all disappear.
Some options may be unavailable or appear differently depending on your level of account access.
Log in to Communitrak at https://app.communitrak.com.
In the main navigation menu, expand Parking Admin and click Vehicle Directory.
You can also open it from a household's page. The Household Vehicles card shows that household's member vehicles and any guests checked in today (upcoming and past guests aren't listed there), and View All takes you to the full directory.
Each tab shows a count, and you only see the tabs your permissions allow.
Active: everything parked in the community right now, meaning member vehicles plus guests whose visit is under way. Everyone with access to the directory sees this tab, but it only includes the member vehicles and guest vehicles your permissions let you view.
Members: residents' own vehicles.
Current Guests: guest vehicles whose check-in date has arrived and whose check-out date hasn't passed.
Upcoming Guests: guest vehicles with a check-in date in the future.
Past Guests: guest vehicles whose check-out date has passed. Visits move here on their own; nothing is deleted.
Deleted: registrations that someone has deleted, which you can restore. This includes vehicles residents removed from their own Vehicles page. Residents can't undo a removal themselves, so restoring one is up to you.
The table shows the License Plate and its state, Make & Model with the year, Color, Property & Owner, Type (Member or Guest), the guest's Dates, and Status.
Type in the search bar to find a vehicle by license plate, make, model, property address, or owner name. Results update as you type.
To narrow the list further, click the filter button next to the search bar and choose a Type (Member or Guest), Make, Color, or State. The filter button shows how many filters are on, and Clear Filters resets them.
Use Sort by to order the list by Newest, Oldest, License Plate, or Make & Model, A to Z or Z to A.
Residents normally register their own vehicles from My Household. You can add one for them here, which is useful when someone calls or emails the board instead.
Click Add Vehicle.
Under Vehicle Type, choose Member Vehicle or Guest Vehicle.
For a member vehicle, use Select Member to choose whose car it is. Each active resident who belongs to a household is listed with their property address, and you can type to search.
For a guest vehicle:
Under Select Property & Household, choose the household the guest is visiting. Only properties with an active household are listed.
Enter the Guest Name, Guest Phone, and Guest Email.
Set the Check-In Date and Check-Out Date. Check-out has to be after check-in.
Fill in the vehicle details: Vehicle Make (choose Other to type one that isn't listed), Vehicle Model, Vehicle Year, Vehicle Color, License Plate, and State. Every field is required.
Click Add Vehicle.
The vehicle appears in the directory and on the household's own Vehicles page.
Click the pencil icon in the vehicle's row.
Change the vehicle details. For a guest vehicle you can also update the guest's contact details and visit dates, which is the easiest way to handle a returning visitor.
Click Update Vehicle.
You can't change who a vehicle belongs to or switch it between member and guest. To move a vehicle to a different resident, delete it and add it again.
Click the trash icon in the vehicle's row, then click Delete to confirm. The vehicle leaves every other tab and moves to Deleted, so nothing is lost if you remove the wrong one.
To bring it back, open the Deleted tab, click the restore icon in its row, and click Restore. The vehicle returns to the same resident or household it belonged to.
A license plate can only be registered once in your community. If the same plate and state are already active, adding, editing, or restoring a vehicle with that plate is blocked until the other registration is deleted.
License plates are saved in capital letters however you type them.
A deleted vehicle has to be restored before you can edit it.
Each household can have up to 10 active vehicles, member and guest vehicles combined, and that includes the ones you add here. Adding or restoring a vehicle for a household that's already at 10 is refused until one of its registrations is deleted. Past guests still count, so clearing those out is usually the quickest fix.
Guest vehicles stay registered after their visit ends. They move to Past Guests and keep counting toward the household's 10-vehicle allowance until someone deletes them.
If your Communitrak subscription is in a read-only state, you can still browse and search the directory, but adding, editing, deleting, and restoring are turned off.
Registering a vehicle records it with your community. It doesn't reserve a parking space or issue a pass by itself.
If you have questions or need help, chat with Communitrak Support from any page using the messenger icon in the bottom-right corner.
