Settings Overview

TIP: Learn more in the  Account Settings training video.

This Table of Contents provides quick links to various sections in Fleetio's Account Settings. Scroll down for an overview of each section below, or click the links for full articles with further details and explanation.

General Settings

Feature Settings

Trips

Dashboard

Vehicles

Inspections

  • Inspection Settings

Maintenance 

Reminders

Parts

  • Part Locations
  • Part Categories
  • Part Manufacturers
  • Inventory Adjustment Reasons

Purchase Orders

  • Purchase Order Settings
  • Purchase Order Statuses

General Settings Overview

Here, you can update your  Account Settings (including your Account Name, Logo and Address), Regional Settings (including your Currency, Date and Time Format, and Time Zone), Default Units (including Meters, Fuel, and Imperial versus Metric System) and Tax Settings.

If your User has the appropriate Permissions, 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 credit card details.

If your Fleet is segmented by geographic location or company department, you can organize your Vehicles and Contacts into Groups &  Subgroups.

Feature Settings Overview

Feature Settings is where you can create Custom Fields and Labels and define your Measurement Units

Custom Fields allow you to save and report on information which isn't included in Fleetio's pre-defined data fields. They are available in a variety of different Record Types, from Vehicles to Contacts and much more.

Labels are a handy way to add an extra level of prioritization and categorization in the Fleetio system. Labels can be used for anything from identifying the area of the vehicle receiving service to setting the priority of the service being done. For best results, establish a policy for creating and applying Labels to ensure consistency among your Users.

Measurement Units in the Fleetio Advanced Plan are used for managing Parts and Inventory. Fleetio will add these measurement units automatically through various data imports

Vehicle Settings Overview

Next, you'll want to configure all of the information related to your vehicles, including Vehicle StatusesVehicle TypesFuel Types, and External Vehicle IDs. Fleetio does provide some pre-populated data for most of these options, so you'll only need to customize these if your information varies. Fleetio will also update these fields automatically through a Vehicle data import.

Inspections Settings Overview

In this section, the Proximity Threshold indicates the percentage of items that, if done from the same location, will trigger a Location Exception alert. The Distance Threshold triggers a Location Exception alert when the submission location of at least one inspection item is further than this distance from the other items. Learn more in the Location Exceptions article.

Maintenance Settings Overview

In Maintenance Settings, configure 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 Work Order, you can toggle 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.

Toggle Hide Work Orders? to ON if you are not planning to use the Work Orders or Parts Modules. This will remove them from your menu and they will no longer be accessible to your team.

Establish the start of your Work Order numbering, either picking up where you left off in a previous system, or beginning at the next in sequence for your operations.

Customize Work Order Statuses to correspond to the different statuses or stages of your internal work order processes. This provides work flow monitoring and visibility into maintenance progress.

Reminders

Fleetio provides three types of Reminders to help you stay on track: Service, Vehicle and Contact.

Service Reminder Settings offers a toggle for Forecast Service Reminders? which you may switch ON in order to use Fleetio's calculated dates and meter values for Service Reminders. Learn more in the Service Reminder Forecasting article. 

Vehicle Renewal Types is where you establish the various renewal activities for your equipment, including Insurance, DOT Inspection, Registration and more. Fleetio comes with a pre-populated list of the most common Vehicle Renewal Types and you may add, edit or delete based on your organization's requirements.

Contact Renewal Types allow for the various events, licenses or industry certifications that your employees must complete by a certain date - driver's license renewals, contract renewals, health certifications and more. Fleetio comes with a pre-populated list of the most common Contact Renewal Types and you may add, edit or delete based on your organization's requirements.

Parts Settings Overview

If you plan to use Fleetio's Parts & Inventory Module, you can configure Parts Settings to include:

  • Parts Locations: Physical locations where you store parts, such as warehouses or parts closets
  • Part Categories: Categories that you use internally to manage your parts
  • Part Manufacturers: The different companies who manufacture your parts
  • Inventory Adjustment Reasons: Reasons to reflect why your employees may increase or decrease inventory quantity levels

Purchase Orders Settings Overview

If you plan to use Fleetio's Purchase Orders Module, you can configure Purchase Order Settings and Purchase Order Statuses

Purchase Order Settings allow you to establish the start of your Purchase Order numbering system and toggle ON or OFF the option to Automatically Close Fully Received POs.

Fleetio has eight pre-defined Purchase Order Statuses. Although it is not possible to add or remove Purchase Order Statuses, these can be renamed to more closely match your internal processes.

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