Configure Account Settings
Fleetio provides a robust list of account settings, which makes it easy to customize your account to suit your fleet management needs. You'll find all of your account settings by clicking your organization's name, and then clicking Account Settings.
Fleetio makes it easy to customize your account to suit your fleet management needs. Just select Account Settings to get started.
Here, you can update your Account Settings (including your Account Name, Logo, Address, and Industry type), Regional Settings (including your Currency type, Date and Time Format, and Time Zone), Default Units (including Usage meter, Fuel volume, and System of Measurement) and Tax Settings. Read our Account Settings article for more information on configuring each of these options.
This is also where you'll manage your Subscription and Billing information, so you can upgrade your plan, change your Account Owner, manage your billing communications, and add or update your on-file credit card details.
Is your Fleet segmented into groups, by geographic location or distinct departments within your company? If so, you can organize your vehicles and contacts into the same groups and subgroups, after you've set them up under Groups & Subgroups. If you want to require that vehicles and contacts be part of a group or subgroup, be sure to flip the Require Group? flag to ON.
Under Account Settings, you'll also find the Feature Settings, which is where you'll be able to create Custom Fields and Labels and define your Measurement Units.
If you've got information to track in Fleetio, but can't find a field for it on any of the Record Types, you can add Custom Fields to save this information and easily report on it. Remember, though - custom fields only store information. They can't calculate formulas or pull data from other parts of the Fleetio system.
Labels are a handy way to add an extra level of prioritization and categorization to the work you need to do on your vehicles. Labels can be used for anything from identifying the area of the vehicle receiving service to setting the priority of the service being done. Read more about creating and managing labels, including setting a policy for adding them "on the fly" in our Managing Labels article.
If you are on the Advanced Plan, and are using Fleetio's Parts & Inventory functionality, you'll want to create all of your measurement units (the way that you will purchase and use your parts on Work Orders). Note, though, that if you are importing a parts list to Fleetio, and have included measurement units and symbols in your import document, Fleetio will add these measurement units automatically.
Next, you'll want to configure all of the information related to your vehicles, including Vehicle Statuses, Vehicle Types, Fuel Types, and External Vehicle IDs. Fleetio does provide some pre-populate data for most of these options, so you'll only need to customize these if your information is different. Also keep in mind that if you're doing a vehicle import, you can update these fields on the import file to do a quick mass update to Fleetio.
Here, there are two Inspections Settings you may want to check out. Update the Proximity Threshold to indicate the percentage of items that, if done from the same location, will trigger a Location Exception alert. Update the Distance Threshold to trigger a Location Exception alert when the submission location of at least one (1) inspection item is further than this distance from the other items. You can learn more about Location Exceptions here.
In the Maintenance Settings, tell Fleetio a little information about the information you want to collect on Service Entries and Work Orders.
If you want your team to capture a meter reading each time they save a Service Entry or completed Work Order, you'll want to set Require a Meter Reading? to ON. However, there may be instances when a meter reading isn't available or necessary, so you can exclude those Vehicle Types from this requirement by selecting those Vehicle Types from the Excluded Vehicle Types list.
Set the Hide Work Orders? flag to ON if are not planning to use Work Orders and Parts. This will remove them from your menu and they will no longer be accessible to your team.
If you're transferring to Fleetio from another Work Order solution, you may want to Fleetio to number your next Work Order based on the number you left off from previously, instead of starting at 1. If so, enter that number in the Next Work Order Number field.
From here, you can also add and configure Service Tasks, which in Fleetio, are preventative maintenance (PM) tasks and other services you perform on a vehicle on a recurring basis. Fleetio provides a pre-populated list of common service tasks, which you can edit and add your own. If you've got more than a few Service Tasks to add, you may want to do a Service Task Import.
Customize your Work Order Statuses to match the different statuses / stages of your internal work order processes, so that you have visibility into the progress of the work being done on each vehicle.
Fleetio provides three types of Reminders, to help you stay on track with vehicle service, and vehicle and driver renewals.
In the Service Reminder Settings, flip Forecast Service Reminders? to ON if you want to use Fleetio's calculated forecast dates and values for service reminders. Learn more about Service Reminder Forecasting here.
Add all of the various renewals activities (Insurance, DOT Inspection, Registration, etc) for your fleet using Vehicle Renewal Types, then use these to create Vehicle Renewal Reminders in Fleetio. Fleetio comes with a pre-populated list of the most common Vehicle Renewal Types, which you can edit, based on your organization's requirements.
Add all of the various events and activities that your employees must complete by a certain date (license renewals, contract renewals, certifications, etc) in the Contact Renewal Types, then use these to create Contact Renewal Reminders in Fleetio. Fleetio comes with a pre-populated list of the most common Contact Renewal Types, which you can edit, based on your organization's requirements.
If you plan to use Fleetio's Parts & Inventory, you'll want to take some time to configure your Parts Settings, including:
- Parts Locations: The physical locations where you store parts, such as warehouses or parts closets.
- Part Categories: The categories that you use internally to manage your parts.
- Part Manufacturers: The different companies who manufacture your parts. You can use these to provide a more detailed description of the part.
- Inventory Adjustment Reasons: Add or edit the list of adjustment reasons to reflect why your employees may increase or decrease inventory quantity levels.
If you plan to use Fleetio's Purchase Orders, you'll want to take some time to configure your Purchase Order Settings and Purchase Order Statuses.
Purchase Order Settings contains sIf you're transferring to Fleetio from another Purchase Order solution, you may want to Fleetio to number your next Purchase Order based on the number you left off from previously, instead of starting at 1. If so, enter that number in the Next Purchase Order Number field.
Fleetio has eight (8) pre-defined Purchase Order Statuses. You can't add or remove any of these statuses, but you can rename them, to more closely match your internal processes.