1.On the policy details page click on ‘Add vehicle’.

Note: when a Client is logged into the MID but is inactive, after 20 minutes the system will timeout and the Client will have to log back in again. The system will prompt the Client if they wish to remain logged in, click on Continue to stay logged in for a further 20 minutes.

2. Select vehicle type from the drop-down box and enter the vehicle registration number.

Note: if adding or amending a vehicle which has a private registration number and this registration number has previously been attached to a vehicle which has been added to the MID, the MID Help Desk will need to be contacted to add this vehicle. 

3. Fill in the fields marked with an *. The system will automatically update the Make and Model of the vehicle. The Road Registered Indicator (whether the vehicle is registered with the DVLA to drive on the road) will need to be filled in manually.

Note: the system will automatically update the details of a vehicle following a check against the DVLA. If the vehicle has been registered recently, the data may not present.

4. Select the cover for the vehicle from the drop-down box and input the ‘On Date’ and the ‘Off Date’ for the vehicle. Then click ‘Add’ to add the vehicle to the MID.

Note: when returning to the vehicle schedule page after successfully adding a vehicle the new vehicle will appear at the top of the list.

1. When a vehicle cannot be found through looking up or the data is out of date, then a manual entry will be required. On the policy details page click on ‘Add vehicles’. 

2. Select vehicle type from the drop-down box and enter the vehicle registration number. If the vehicle registration is not found, click on ‘OK’ to add the vehicle manually.

Note: if adding or amending a vehicle which has a private registration number and this registration number has previously been attached to a vehicle which has been added to the MID, the MID Help Desk will need to be contacted to add this vehicle. 

3.Enter the vehicle details and click ‘Add’. 

1. On the policy details page click on the relevant vehicle registration number. 

2. Click on ‘Amend’. This will allow the vehicle details to be amended.

Note: if adding or amending a vehicle which has a private registration number and this registration number has previously been attached to a vehicle which has been added to the MID, the MID Help Desk will need to be contacted to add this vehicle.

3.Click on ‘Update vehicle’ once the amendments have been made to save any changes.

4. When amending vehicle details, if the cover type is changed to any version of ‘laid up’ an error message will appear if ‘Y’ is selected for ‘Road Registered Indicator’ and the ‘Update vehicle’ button will be greyed out until the cover type or Road Registered Indicator is amended correctly.

Note: the error message will read ‘Vehicle can not be road registered for the selected cover type’. 

1. On the policy details page click on ‘Delete’ next to the vehicle which needs to be removed. If the vehicle to be deleted is not on the current page, it can be searched for in the search box, as the entry is typed matches will appear. 

2.Enter the ‘Off Date’ in the highlighted text box, then click ‘Update’.

Note: any further date or the cover on date can be chosen as the off-cover date.

Note: vehicles can also be deleted by following the amendment process and entering the off date. 

1. The screenshot below shows the MID after logging in. Enter the policy number in the text box and click ‘View Policy’. If the policy only has 7 numbers, enter a ‘0’ after the policy prefix.

Note: if a Client only has one policy, then they will be taken straight to their policy and will not need to enter a policy number. Only a multi-policy Client will need to search for a policy. 

2. After inputting the policy number, a dialogue box will open to inform you that the search has been successful. The below screen will then show detailing the policy and vehicle information. 

3.To search for a different policy from the Policy details screen, enter the policy number in the text box in the top right hand corner of the screen and click ‘View Policy’.

4. If a policy cannot be found or a notification is received stating a policy number is invalid, this will need to be raised with the administrator. Check with the organisation administrator and then escalate to the MID Help Desk.

Note: the other possible error messages which can appear when searching are:

-          Policy cannot be accessed through MID Portal

-          Policy is no longer a current policy/is inactive

-          Policy cannot be fetched due to connectivity issues

-          Client does not have access to the policy number which they entered 

1. On the policy details page click on the ‘Split by locations’ toggle. This will allow you to filter by location; select the required location by selecting the location details from a drop-down box.

Note: split by location is an open-ended text field. Clients can use this as a tag e.g. to group vehicles registered at a specific location, or to manage a group of vehicles used by a certain Branch. This feature is open to interpretation depending on how the Client wishes to group the vehicles.

Note: the MID portal allows Clients to record vehicles against a depot, company, location, division etc. any split that is required by the business in question. By setting up location codes with personal headings the Client can then attach these to the vehicle. This becomes a mandatory field at vehicle addition/amendment. The location codes will be displayed in the vehicle schedule and will allow a user to view only one location’s vehicles. 

1. On the policy details page click on the ‘Split by locations’ toggle. Then select ‘Manage Locations’. This will take you to the Manage locations page.

2. On the Manage locations page enter the vehicle registration number in the search bar to find a location. Click on the edit icon to alter a location name. Click the dustbin icon to delete a location. 

1. On the policy details page click on the ‘Split by locations’ toggle. Then select ‘Manage Locations’.

2. Click on ‘Add new location’. Enter the location name and click ‘Add’.

Note: the MID portal allows Clients to record vehicles against a depot, company, location, division etc. any split that is required by the business in question. By setting up location codes with personal headings the Client can then attach these to the vehicle. This becomes a mandatory field at vehicle addition/amendment. The location codes will be displayed in the vehicle schedule and will allow a user to view only one locations vehicles. 

1. On the policy details page click on the arrows next to the date the vehicles need to be sorted by (‘On Date’ or ‘Off Date’). This will sort the vehicles by oldest date first, click on the arrow again to sort by newest date first. If this option is selected where the column value is not numerical i.e. Reg Number, the data will sort alphabetically.  

1. On the Policy details page the system will automatically show vehicles which are On-Cover; there will be a note detailing how many vehicles are currently On-Cover. Click on ‘Vehicle Off-Cover’ to show vehicles which are Off-Cover.

1.On the policy details page click on ‘Bulk upload’. 

2. Click on ‘Upload’. Download the templates from the ‘Download Templates’ section which is accessed once selecting upload. Drag over the relevant CSV file or click on ‘Browse’ to open File Explorer and upload the file. Then click ‘Continue’.

Note: the upload must be a CSV file and titled as the policy number. To check this the document will end with .csv. Ensure the upload format is correct before continuing with the upload. 

3. The CSV file used for the bulk upload will then be processed by the system and the data will be validated. If the majority of the data contains errors, these will be called out and the client will be prompted to correct the issues.

4. Once the vehicle template has been processed and validated the system will provide notification. Click on the arrow to continue. 

5. The system will then split the vehicles in the bulk upload into four categories. Vehicles which are new, existing vehicles where amendments have been identified, existing vehicles with no changes and any identified anomalies and errors. To progress with the bulk upload any anomalies and errors have to be rectified. Click on ‘Anomalies and Errors’ to continue.

6. On the ‘Anomalies and errors’ tab the system will list out the vehicles where any errors have been identified. These errors can be fixed either on the system, using the edit button, or the system will create an excel file of all vehicles where an error has been identified and this can be downloaded. The bulk upload cannot be submitted until either of these options have been completed.

Note: if selecting the option to download the error file rather than manually update, any vehicles included in the error file will not be included in the bulk upload.  

7. Once any errors have been manually edited or the file detailing the vehicles with errors has been downloaded, the bulk upload can be submitted. Click ‘Submit Vehicles’.

Note: if selecting the option to download the error file rather than manually update, any vehicles included in the error file will not be included in the bulk upload. 

8. The bulk upload can then be submitted. To update the policy immediately select ‘Update the policy now’ or to schedule the update for after working hours, select ‘Update the policy after 7.00 pm (BST)’.

Note: larger bulk uploads should be scheduled for after working hours, so the system is not impacted for other users. 

9. If the option to delay the upload until after working hours is chosen, the following screen will show. To cancel this scheduled upload click on ‘Discard schedule’. To change the schedule update to an immediate update click on ‘No, update the policy now’ or to cancel the update click on ‘yes, discard the update’.

Note: Whilst a bulk upload is ongoing another bulk upload cannot be started in the same policy. The CSV templates can still be downloaded. 

10. Once the upload has been completed the system will show a notification stating that the file has been processed and the vehicle data has been updated. If there are any updated errors found the system will pull these into a downloadable file; click on ‘download’ to download this file.

Note: errors must be corrected before the next file is downloaded.

Note: if the Client does not want to download the error file immediately then the file will remain downloadable in the history until a new upload is started and a new file is uploaded. 

1. On the policy details page click on ‘Compare & Amend’.

Note: this process compares the complete schedule of vehicles against those currently live on the database. Vehicles which appear for the first time will be added, any changes amend and vehicles missing from the file will be taken off cover with the previous day’s date. This method should only be used by clients uploading daily files to ensure accurate off dates for vehicles.

Note: bulk upload is the preferred process over compare and amend. Where possible use the bulk upload process instead of the compare and amend process. 

2. Click on ‘Upload’. To download the template, select the Compare and Amend template under ‘Download templates’. Drag over the relevant CSV file or click on ‘browse’ to open File Explorer and upload the file. Then click ‘Continue’. 

3. The system will then process the CSV file and validate the data. When the template is ready the system will provide notification. 

4. If no changes are detected the template upload will be completed.

Note: if changes are detected when uploading the file for compare and amend then the process to update these will be the same as the bulk upload process.

1. On the policy details page click on ‘Download’. Then click on ‘Excel’ or ‘Pdf’ depending on the required format. The schedule will then appear in your downloads.

1. On the policy details page click on ‘Print’.

Note: if filters have been applied and there are no vehicles in the filtered view the ‘Print Current View’ option will be disabled. Printing will still be permitted for the entire schedule. 

2. This will bring up the Print Screen. Select the required printer from the ‘destination’ drop-down box. Then click ‘Print’ to print.