Table of Contents
NOTE: If your users utilize Fleetio Go in Spanish, Notifications will not be translated and will appear in English. Learn more in Fleetio Go in Spanish for Administrators.
Confirm your email address in order to receive both essential and configured notifications. Essential communications, such as system updates or account information, are sent to unconfirmed emails, but you won't receive reminders or notifications until the email address is confirmed.
If your email address is unconfirmed, there will be a notification banner reminding you to do so, along with a link to resend a confirmation email, if necessary.
To set up your notification preferences, go to your Profile Menu and select Notification Settings.
TIP: You can also manage your notification settings in Fleetio Go. See Manage Your Fleetio Go Notifications to learn more.
How You Get Notified
Fleetio offers two ways to receive notifications: Email notifications and push notifications through the Mobile App.
By default, both notification types are switched on for new accounts. If you do not enable notifications in this section, it will override any other selections for notifications. For example, if you switch mobile app notifications off, but the mobile app notification checkbox is selected for Vehicle Assigned to Me, you will not receive mobile app notifications. This applies to email notifications as well.
TIP: Learn more about Notifications Overview article.
IMPORTANT: You will continue to receive emails about Saved Reports, Inspection Workflows you have been added to, or essential system communications like password reset and new user invitation emails, even if you do not have email notifications enabled.
What You Get Notified About
Select the record type on the left to customize specific watching and notification settings. All changes save in real-time as you make changes.
Collaboration
This setting applies to notifications that specifically @mention you. Notifications for ALL comments are managed in each individual record type.
Comment Mention
When another user @mentions you in a comment on a record, you can choose to be notified by email and/or push notification.
Watching Records
Fleetio lets you "watch" specific record types, such as Vehicles, Issues, Work Orders, or Fuel Entries. Watchers receive notifications when new activity occurs on the record, such as new comments, status changes, and more.
TIP: Learn more about Watching in Watching a Record in Fleetio.
Watched Vehicle Notifications
When you create a new vehicle, you will automatically start watching it. Check the vehicles you're currently watching by selecting Manage or click Unwatch All if you no longer want to watch any vehicles.
TIP: You can also view vehicles you are Watching by selecting Watched Vehicles under the Vehicle menu. Learn more in the Watching a Vehicle article.
Vehicle Watching Rules
Automatically watch new vehicles
When enabled, you will automatically be added as a watcher to new Vehicles added to Fleetio (that you can access).
Automatically watch new records
When enabled, you will automatically watch new records like Issues, Work Orders, or Fuel Entries associated with your watched Vehicles.
NOTE: If you only want to receive notifications when associated records are created, but don't want to watch them, keep this setting disabled. You can manually watch the records individually by clicking the Watch button on the Details Page.
NOTE: Automatic record watching is only available for Vehicles, not Tools.
Automatically watch/unwatch existing reminders
When enabled, you will automatically be added as a watcher to existing Service Reminders and Vehicle Renewal Reminders for the Vehicles you are watching. Once you unwatch the Vehicle, you will be removed from all reminders.
Watched Vehicle Groups
You will automatically watch or unwatch vehicles as they enter or leave these groups. Click the +Add Group button to add a new Vehicle Group.
Vehicle Notifications
| Vehicle Assignment Commented | Receive a notification when vehicle assignment comments are added by other users. |
| Vehicle Assigned to Me | Receive a notification when a vehicle is assigned to you by other users. |
| Vehicle Commented | Receive a notification when vehicle comments are added by other users. |
| Vehicle Fault | Receive a notification when a Fault or Diagnostic Trouble Code (DTC) alert is received via API or an integrated telematics/GPS tracking device. * Available on vehicles mapped to a GPS device |
| Vehicle Recall | Receive a notification when Fleetio detects a recall on a vehicle you're watching. |
| Vehicle Status Changed | Receive a notification when a vehicle status is changed by other users. |
| Vehicle Watch | Receive a notification when you start watching a vehicle. |
| Vehicle Unwatch | Receive a notification when you stop watching a vehicle. |
| Voided Fuel Entries | Receive a notification whenever fuel entries are automatically voided. |
Watched Issue Notifications
You will automatically start watching an Issue whenever you create, update, or are assigned to an Issue. Choose to stop watching an Issue if you do not want to receive updates about it.
TIP: Learn more in the Watching in Fleetio article.
| Issue Created | Receive a notification when another user creates an Issue on a Vehicle that you are watching. |
| Issue Assigned to Me | Receive a notification when another user assigns an Issue to you. |
| Issue Commented | Receive a notification when issue comments are added by other users. |
| Issue Resolved | Receive a notification when another user resolves an Issue you're watching with a Service Entry or Work Order. |
| Issue Closed | Receive a notification when another user closes an Issue you're watching. |
| Overdue Issues Summary | Receive a summary email of all Overdue issues you are watching. Email will be sent each day at 7:00 a.m. |
Watched Fuel Entry Notifications
Receive alerts for Fuel Entries you watch.
| Vendor Location Alert | This occurs when a vehicle is too far away from the vendor location at the time of a Fuel Entry. You will only receive notifications for this type of alert if you have a fuel card AND a telematics integration. Set the distance threshold for this alert in your Fuel Settings. |
| Missing GPS Location Alert | This occurs when Fleetio can't pull GPS location data during a fuel transaction. You will only receive notifications for this type of alert if you have a fuel card AND a telematics integration. |
| Capacity Alert | Receive an alert when the volume of fuel purchased is greater than the listed fuel capacity on the asset. Fuel capacity is added to Fleetio by either decoding the VIN or updating it manually in the Vehicle Details. |
| Fuel Entry Commented | Receive a notification when fuel entry comments are added by other users. |
Watched Service Entry Notifications
You will automatically start watching a Service Entry whenever you create or update one. Stop watching a specific Service Entry if you do not want to receive updates about it.
| Service Entry Commented | Receive a notification when service entry comments are added by other users. |
Watched Expense Entry Notifications
Receive Expense Entry notifications when a comment is added to an Expense Entry you are watching.
| Expense Entry Commented | When expense entry comments are added by other users. |
Watched Work Order Notifications
You will automatically start watching a Work Order whenever you create, update, or are assigned to a Work Order. Stop watching a specific Work Order if you do not want to receive updates about it.
TIP: Learn more in the Watching in Fleetio article.
| Work Order Created | When a work order is created by other users on vehicles you are watching. With this setting enabled, you do not automatically watch the work order |
| Work Order Assigned to Me | Receive a notification when another user assigns a Work Order to you. |
| Work Order Commented | Receive a notification when work order comments are added by other users. |
| Work Order Status Changed | Receive a notification whenever another user changes the status on a Work Order you watch. |
| Work Order Scheduled At Reminder | Receive a reminder notification for upcoming scheduled Work Orders. |
Watched Tool Notifications
If you have Tools enabled in Fleetio, this section covers notifications for Tools you're watching.
| Tool Comment | Receive a notification when a user adds a comment to a Tool record. |
| Tool Status Changed | Receive a notification when another user changes the Tool status. |
| Tool Linked Vehicle Changed | Receive a notification when a vehicle is linked to, or unlinked from, a Tool. |
| Tool Assignment Changed | Receive a notification when a contact is assigned or unassigned by other users. |
| Tool Assigned to You | Receive a notification when another user assigns Tools to you. |
| Tool Watch | Receive a notification when you start watching a Tool. |
| Tool Unwatch | Receive a notification when you stop watching a Tool. |
Watched Service Reminder Notifications
Receive notifications for Service Reminders created by others, and when reminders you are watching become "Due Soon" and "Overdue."
| Service Reminders Created | When a Service Reminder is created by others. |
| Service Reminder Commented | Receive a notification when service reminder comments are added by other users. |
| Service Reminder Due Soon | Receive one notification per Due Soon you are watching. Notifications will send at 7:00 am after a reminder becomes Due Soon and then weekly until the reminder is resolved. |
| Service Reminder Overdue | Receive one notification per Overdue you are watching. Notifications will send at 7:00 am after a reminder becomes Overdue and then weekly until the reminder is resolved. |
| Vehicle Summary | Receive a vehicle summary email of all Overdue and Due Soon Service Reminders you are watching. One email will be sent per Vehicle on Mondays at 7:00 am. |
Watched Contact Renewal Reminder Notifications
Receive notifications for Contact Renewal Reminders created by others, and when reminders you are watching become "Due Soon" and "Overdue."
| Contact Renewal Reminder Created | When a Contact Renewal Reminder is created by others. |
| Contact Renewal Reminder Commented | When contact renewal reminders are added by other users. |
| Contact Renewal Reminder Due Soon | Receive one notification per Due Soon you are watching. Notifications will send at 7:00 am after a reminder becomes Due Soon and then weekly until the reminder is resolved. |
| Contact Renewal Reminder Overdue | Receive one notification per Overdue you are watching. Notifications will send at 7:00 am after a reminder becomes Overdue and then weekly until the reminder is resolved. |
Watched Vehicle Renewal Reminder Notifications
Receive notifications for Vehicle Renewal Reminders created by others, and when reminders you are watching become "Due Soon" and "Overdue."
| Vehicle Renewal Reminder Created | When a Contact Renewal Reminder is created by others. |
| Vehicle Renewal Reminder Commented | When vehicle renewal reminder comments are added by other users. |
| Vehicle Renewal Reminder Due Soon | Receive one notification per Due Soon you are watching. Notifications will send at 7:00 am after a reminder becomes Due Soon and then weekly until the reminder is resolved. |
| Vehicle Renewal Reminder Overdue | Receive one notification per Overdue you are watching. Notifications will send at 7:00 am after a reminder becomes Overdue and then weekly until the reminder is resolved. |
Watched Inspection Notifications
Receive inspection reminder notifications, and when inspections become "Due Soon" and "Overdue."
| Vehicle Inspection Reminder | A reminder notification is sent to the assigned operator of a vehicle up to seven days before an inspection due date. Reminders for inspections that are completed on a daily basis can only be set for the day the inspection is due. |
| Due Soon Inspections | Receive a summary email at 7:00 a.m. in your configured time zone of all inspections due that day for vehicles you're watching. |
| Overdue Inspections | Receive a summary email at 7:00 a.m. in your configured time zone of all overdue inspections for vehicles you're watching. |
Watched Vendor Notifications
Receive notifications via email and/or push notifications when a user comments on a vendor you watch.
| Vendor Commented | Receive a notification when vendor comments are added by other users. |
Watched Purchase Order Notifications
Receive notifications when a user comments on a Purchase Order you are watching, when a Purchase Order is Pending Approval or when a Purchase Order Status has changed.
| Purchase Order Commented | When purchase order comments are added by other users. |
| Purchase Order Pending Approval | When a Purchase Order has been submitted for approval (available to the Account Owner, Administrators, and Regular Users who are assigned Approve Purchase Orders permission by Role). |
| Purchase Order Status Changed | When a Purchase Order you created or submitted has been approved or rejected (available to Regular Users who are assigned Create/Update Purchase Orders permission by Role). |
Watched Parts Notifications
| Part Commented | Receive a notification when part comments are added by other users. |
| Inventory Alerts | Receive a notification when the quantity of a part reaches its reorder point, as well as a daily summary email with parts that are low or out of stock. |
Integration Notifications
| New Fuel Cards | Receive a notification whenever a new Fuel Card is added to your account. This is only available to Account Owners and Administrators. |
| Rate & Review Shops | Receive an email to review a shop or send a link to another user when a Repair Order is marked as complete. This available to Account Owners and Administrators for Fleetio accounts using Maintenance Shop Network. This is enabled by default. If sending the link to another user, that user must have notifications enabled. |
| Telematics Weekly Digest Email | A snapshot of your telematics device health and usage. One email will be sent on Mondays at 7:00 am. |
Manage Other Users' Notification Settings
PERMISSIONS: Account Owners and Administrators with permission to Manage Users and Roles can manage other Users' Notification Settings.
To manage notification settings for other users, select either the Contact List or User Management from the Contacts & Users section in the Sidebar Navigation.
Then, click the More Actions Button for the contact or user, and select Notification Settings.
OR
From the Contact Details, click the More Actions Button next to Edit and select Notification Settings.
Bulk Manage User Notification Settings
If you want to change the same notification setting for several users, you can bulk edit settings. This only applies for Regular Users, not Account Owners or Administrators. Any bulk changes will overwrite the existing settings for selected users.
PERMISSIONS: Account Owners and Administrators with permission to Manage Users can bulk manage User Notification Settings for Regular Users.
To bulk manage notification settings:
- Go to your Account Menu and select User Management.
- Use the User Type filter to filter by Regular User. You cannot bulk manage Administrator or Account Owner roles.
- Select the checkboxes for the users you want to change.
- Select Actions > Update Notification Settings.
- Adjust the notification settings, and select Update Notification Settings.
