Best Vehicle Management System Using PHP

Vehicle Management System

A simple project on Vehicle Management System (VMS) developed using PHP, MySQL, HTML, CSS, and Bootstrap.
This system is designed to help car rental business owners manage their vehicles, drivers, trips, and related expenses efficiently.
Developed as a web-based application, it serves as an excellent learning project for students exploring PHP and database-driven web development.

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Overview

Project Description

The Vehicle Management System (VMS) is a practical and functional project that simulates how real-world car rental businesses manage their daily operations. It offers a centralized platform where administrators can record and monitor vehicle details, assign drivers, track trip histories, and maintain expense reports.

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This project’s main aim is to reduce manual record-keeping and improve business efficiency by automating common vehicle management operations. It provides clear interfaces for adding, updating, and viewing data related to cars, drivers, and trips.

Built using PHP as the backend and MySQL as the database, this system stores all records safely, ensuring quick data retrieval. The use of Bootstrap and CSS gives it a responsive and user-friendly design that works well on any device.

Available Features

The Vehicle Management System includes the following main features:

1. Admin Login Panel
   The admin can log in securely to access and manage all modules.
2. Vehicle Management
   Allows the admin to add, update, and delete vehicle details such as model, number, and registration data.
3. Driver Management
   Admin can add driver information, assign vehicles to them, and manage their contact details and shift timings.
4. Trip Management
   Enables creating, viewing, and maintaining trip records including start and end points, distance, and assigned drivers.
5. Expense Management
   Admin can track and record expenses such as fuel, maintenance, and other operational costs.
6. User Registration & Password Change
   A secure registration system for admin with password change functionality.
7. Dashboard Overview
   Provides an overall summary of vehicles, trips, drivers, and expenses.
8. Logout System
   Secure logout mechanism to ensure data privacy after each session.

Folder Structure

The project structure is clean and modular:

Vehicle_Management_System/
│
├── add-driver.php
├── manage-driver.php
├── manage-vehicles.php
├── manage-trip.php
├── add-expense.php
├── expense-list.php
├── dashboard.php
├── index.php
├── logout.php
├── carrental.sql
├── includes/
│   ├── config.php
│   └── header.php
├── css/
│   ├── style.css
│   ├── bootstrap.min.css
│   └── font-awesome.min.css
└── js/
    └── nicEdit.js

Each file serves a specific function — ensuring the system is organized and easy to understand for students learning backend integration.

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Installation Guide (Using VS Code)

Follow these simple steps to set up and run the Vehicle Management System locally on your computer using XAMPP and VS Code.

Step 1: Install Prerequisites

Make sure you have the following installed:

• XAMPP (for Apache and MySQL)
• VS Code (for code editing)
• Web Browser (Chrome or Edge)

Step 2: Extract the Project

Unzip the project folder and rename it to vehicle_management_system.

Move it to the htdocs directory inside your XAMPP installation folder:

C:\xampp\htdocs\vehicle_management_system

Step 3: Open in VS Code

Open VS Code, then click:

File → Open Folder → vehicle_management_system

This will load the project files in the VS Code explorer.

Step 4: Start XAMPP Services

Open the XAMPP Control Panel and start both services:

Apache → Start  
MySQL → Start

Step 5: Create the Database

1. Open your browser and go to: http://localhost/phpmyadmin/
2. Create a new database named: carrental
3. Import the provided SQL file: carrental.sql This file contains all the required tables and sample data.

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Step 6: Configure Database Connection

Open the file located at:

includes/config.php

Make sure the database credentials match your local setup:

<?php
$dbuser = 'root';
$dbpass = '';
$dbname = 'carrental';
$host = 'localhost';
try {
  $dbh = new PDO("mysql:host=$host;dbname=$dbname", $dbuser, $dbpass);
} catch (PDOException $e) {
  exit("Error: " . $e->getMessage());
}
?>

Step 7: Run the Project

Finally, open your web browser and enter:

http://localhost/vehicle_management_system/

You should see the login page of the Vehicle Management System.

Usage

The Vehicle Management System primarily operates under the Admin role. Below is an overview of how it is used:

1. Admin Login

Admins log in using their credentials to access all modules of the system.
This ensures that only authorized users can manage sensitive data such as driver details and expenses.

2. Managing Vehicles

Admins can add new vehicles by entering details such as vehicle name, model, number, and registration data.
Each entry can be edited or deleted later from the Manage Vehicles section.

3. Managing Drivers

The admin can register new drivers, assign them to specific vehicles, and maintain their contact numbers and work shifts.
This feature helps in tracking driver assignments efficiently.

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4. Managing Trips

Admins can create and record trip data by specifying vehicle ID, driver, trip route, distance, and duration.
The Trip Management section lists all trips and allows viewing or updating trip details.

5. Managing Expenses

Expenses related to vehicles (like fuel, maintenance, or repair) can be added in the Add Expense module.
This helps car rental businesses analyze their overall spending and plan budgets accordingly.

6. Dashboard Overview

The dashboard gives a quick summary of total vehicles, drivers, trips, and expenses.
It helps admins monitor overall performance and activity from one place.

Why This Project Is Useful for Students

The Vehicle Management System project is ideal for students pursuing web development or database management courses.
It provides hands-on experience with:

• Backend development using PHP and MySQL
• Frontend designing using Bootstrap and CSS
• CRUD operations (Create, Read, Update, Delete)
• Session handling and authentication
• Database integration and configuration

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Students can learn how a real-world business management application is structured and how various modules interact with a central database.
It also enhances practical understanding of managing user roles, building dashboards, and working with relational data models.

In real life, this system can be adapted for:

• Car rental companies
• Corporate vehicle tracking
• Travel agencies managing fleets
• Logistics and transportation management

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By understanding this project, students can strengthen their skills in web app development, database design, and backend logic, preparing them for larger-scale industry projects.