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With Fleetio's Maintenance Shop Network, you may Configure Approval Policies for Auto Integrate for your Repair Orders in the Auto Integrate system, bypassing the need for a complicated or time-consuming approval process. Any Repair Order that does NOT meet the criteria for auto-approval will require manual approval.
Fleetio routes repair order approval notifications based on each user’s Maximum Approval Limit. Users who do not have a high enough approval limit can optionally receive an informational notification that the repair order needs approval, but that they cannot take action.
Choose to receive notifications by Email or by Text.
IMPORTANT: Messages will originate from a standard 10-digit U.S. phone number (205) 502-4009. There is no additional charge to initiate a text message, but standard message rates MAY apply for recipients, including International charges if the recipient is outside the U.S. Check with your recipient's carrier to confirm. Individual Users can opt out of text messages directly. If they have, their name will show a warning on the Notification Policy screen.
PERMISSIONS: Account Owners and Administrators can set up and manage Maintenance Shop Network. Learn more in User Management Overview.
Notifications may be sent by Email or by Text and are sent for the following scenarios:
- A new Repair Order has been auto-approved (Email only)
- A new Repair Order needs approval (Email or Text)
- A Repair Order needs approval, but no eligible approver is assigned (Email only)
- A Repair Order has been re-submitted for approval (Email or Text)
- A Repair Order has been approved (Email only)
- A Repair Order has been canceled (Email only)
- No Action Needed as total exceeds user approval limit (Email only)
If the Approval Status is Needs Approval, No Eligible Approver Assigned, or Re-submitted for Approval, further action is required before the Shop can proceed with any work. Repair Orders that need approval will also show up on the Home Screen in Fleetio Go. Tap View to go to Auto Integrate on your mobile device.
TIP: Be sure your Auto Integrate User has the appropriate User Roles & Permissions for manual approval.
Set Up Notification Subscriptions
If you would like to set up Notification Subscriptions through the API, reference the Repair Orders Notification Policies documentation on the Developer Portal.
To set up a notification subscription in the web app:
- Navigate to your Account Menu and select Settings. Settings may also be accessed in your Fleetio Dashboard via the Settings tab within Shop Payments.
- In the Settings sidebar, click Repair Order Notifications in the Marketplace section.
- Click the Add Subscription button.
NOTE: If you have Subaccounts enabled, you will have an additional account selection dropdown menu within each Marketplace section in Account Settings. Toggle between each account to add or edit Repair Order Notifications, Billing Account Notifications, and Auto Approval Limits.
- Add a name for your subscription (a). A subscription name is not required and unnamed subscriptions will show as [No Name].
- Choose the Notification Frequency (b). This can be set to default or a custom frequency.
- Add users and notification type (c).
- Next, add vehicles groups (d), and click Save Subscription when you are finished.
NOTE: When creating a Repair Order Notification Subscription, Parent Groups will automatically be selected when adding Subgroups. You may remove Parent Groups by first Saving your Subscription, then Editing the Subscription to remove the unwanted Parent Group. See Groups and Subgroups for more information.
Edit or Delete Notification Subscriptions
To change or remove an existing Notification Subscription or User:
- Click Subscriptions or Users.
- Click the More Actions Button for the subscription or user in question and select Edit or Delete.
You can also delete multiple Subscriptions or Users via bulk actions.
TIP: Quickly view a User's details by hovering over the user name in each Subscription tab.
Repair Order Email Notifications
Subscribed Users on a Notification Policy will receive email notifications in the following scenarios:
- A new Repair Order has been auto-approved
- A new Repair Order needs approval
- A new Repair Order needs approval, but no eligible approver is assigned
- A Repair Order has been resubmitted for approval
- A Repair Order has been approved
- A Repair Order has been canceled
- A Repair Order needs approval, but no action is needed as the total exceeds the user approval limit
The body of the email includes Line Item detail so that you can quickly view the status of each individual item on the Repair Order:
If the Repair Order Approval Status is Needs Approval or Re-submitted for Approval, further action is required before the Shop can proceed with any work.
For a more in-depth review, the email also includes a quick link to View in Auto Integrate so that you can navigate directly to the RO within Auto Integrate.
NOTE: Repair Order notifications with Needs Approval or Re-submitted for Approval status will be sent once upon initial shop submission, then again every 10 minutes (3 times). Subsequent messages will be sent after 1 hour, 4 hours, 12 hours, and 24 hours, then again every 24 hours for 1 month.
New RO Auto Approved
NOTE: Every night, Fleetio sends valid meter readings to Auto Integrate. If Auto Integrate determines that the odometer reading is incorrect (e.g. equal to or lower than the previous reading) auto-approvals will be disabled and the Repair Order will not get auto-approved. Auto Integrate allows a tolerance of up to 50 mi/km from the previous reading. For readings that exceed this tolerance, you will receive the email below alerting you that a New RO Needs Manual Approval.
New RO Needs Approval
NOTE: Fleetio compares the value for the odometer the shop has entered against the value that was sent to Auto Integrate. If the value reported by Auto Integrate is less than the value that Fleetio has sent (outside of a 50 mi/km threshold), the status will be set to Void and the following note will display: "Voided meters can affect auto-approvals, resulting in the need for manual approval."
No Eligible Approver is Assigned
RO Resubmitted for Approval
RO Approved
RO Canceled
No Action Needed
Repair Orders Needing Approval in Fleetio Go
After you have set up notification policies, if there are any Repair Orders Pending Approval, these will also display in Fleetio Go on the Home screen.
Tap on the RO's Needing Approval section, which will open the Repair Order in Auto Integrate.
Maintenance Billing Account Notifications
Maintenance Billing Account (and subaccount) holders with Corporate Billing, A Division of SouthState Bank N.A. ("cbCharge") may receive three types of Billing Account Notifications. These can also be configured in the Marketplace section in Account Settings. By default, the Owner of the account is the only recipient of these email notifications, but you can add additional recipients by clicking the Add User (a) button. You can also delete users via bulk actions (b) or the more actions button (c).
The three types of Billing Account Notifications are:
- Approaching Limit - your current Maintenance Billing Account balance is greater than 80% of your total credit line
- Account Suspended - you have exceeded the credit limit of your Maintenance Billing Account
- Account Reenabled - your current account balance is now within your credit limit and your account has been reenabled
Approaching Limit
Account Suspended
Account Reenabled
