Service Assessments uses AI and historical repair data to evaluate your repair orders, identifying what looks acceptable, needs review, or may be problematic. This helps your team review and approve work more quickly while calling attention to items that need closer inspection.

Service Assessments for Repair Orders  

Service Assessments for Repair Orders assigns acceptability ratings to Repair Orders from the Maintenance Shop Network and warns users of cost overruns and duplicate services to help guide approval decisions.

Service Assessments for Work Orders

Work Order Service Assessments evaluates an in-progress Work Order and returns an advisory decision, along with a short reasoning summary.

Service Assessments for Service Entries 

Service Assessments for Service Entries watches for new Service Entries and assigns a rating based on service cost acceptability and reasoning.

Enable Service Assessments

To enable Service Assessments for your account:

1. Go to your Account Menu and select Settings

2. In the settings sidebar, select AI Service Advisor under Intelligence.
3. In the Service Assessments section, toggle the feature on to access settings.
4. Select Automatic, or Manual Trigger settings.
   • Automatic: Service Advisor will apply Service Assessments automatically when services are created/updated
   • Manual: Service Assessments will run only when you click Run Assessment

View Service Assessments

Service Entries

Assessments can be found in the Summary column in the Service History index, and as a card on the Service Entry details page.

To view details of the Service Assessment, hover over the entry in the Summary column or click View Details in the Service Entry.

NOTE: If Service Assessments are set to Manual, you need to click Run assessment in the Summary Column or the details page card to view the Service Assessment.

 

In the line items, if you have Service Assessments turned on, you will notice the line items being underlined. 

Fleetio will evaluate labor time, labor rate, and parts unit cost. We will determine if this deviates from the average of your account, and what a standard stop repair time is for the labor rates. By hovering over any of these line items, you can view more information.

If Fleetio notices that the average is off, it will be highlighted in yellow, indicating this may be something you'd like to investigate further before approving.

Repair Orders that Require Review

If the Service Assessment detects inconsistencies on a Repair Order, it will assign it a Requires Review status, highlight any Line Items that need review, and indicate why it made that determination.

You can then review the information provided and decide whether or not to approve the Repair Order.

Work Order Assessments

Work Order Assessments show a decision tag, a short title and reasoning summary, a confidence level, an assessed timestamp, and a feedback control. The tag will include one of the following:

• Green ("Acceptable," "Proceed," or "Proceed with opportunities"): the work order looks fine as documented. "With opportunities" additionally calls out related maintenance worth adding while the vehicle is already in, such as suggesting spark plugs while coil packs are being replaced.
• Yellow ("Acceptable with notes" or "Review recommended"): something about the work order is worth a look before closeout, such as labor that looks high or a possible duplicate.
• Red ("Blocked"): a more serious problem was found, such as clearly duplicate work or a major mismatch between the documented work and what was billed, and the work order likely needs a fix before it proceeds.
    

You can view Work Order Assessments in the following places:

• By clicking Service and selecting Work Orders on the sidebar navigation, you can view the assessment directly in the index. By hovering over the assessment, you can view more details and view the complete assessment.

• When selecting a Work Order from the index, you will see a Service Assessment card where you can view more details.

• When a Work Order is completed and generates a Service Entry, that Work Order's assessment result carries into the resulting Service Entry's Service Assessment display rather than triggering a second, separate assessment.

How Work Order Service Assessments Work

For manual Assessments:

1. Click Service on the sidebar navigation and select Work Orders.
2. Locate and click the Work Order you'd like to run an assessment on.
3. Click Run Service Assessment.

For accounts set to automatic Service Assessment mode, the assessment will run on its own. This will happen in the following circumstances:

• When a new work order is created with labor already recorded on it
• When a work order's status changes (in either direction, not only when it moves out of a completed status)
• When the first labor line item is added to a work order that doesn't already have an assessment result. 
  • A work order needs at least one service task line item to be eligible. 
  • Only one assessment runs at a time per work order, and an automatically triggered run can start a few minutes after the triggering change rather than instantly.
• When a Work Order completes and creates a Service Entry, the Work Order's existing assessment is carried into the Service Entry's Service Assessment display instead of the system running a redundant assessment on the new Service Entry.

Service Advisor Auto-Approvals

Service Advisor Auto Approvals is an auto-approval classification that works alongside Service Assessments to automatically approve repair orders within a dollar range you specify. 

With Service Advisor Auto-Approvals, you can set a Service Advisor Approval Limit, allowing repair orders within the specified range to be auto-approved only if Service Assessments has automatically evaluated the repair order as acceptable.

Enable Auto-Approvals

To enable Service Advisor Auto-Approvals in your account:

1. Go to your Account Menu and select Settings.

2. In the settings sidebar, click AI Service Advisor under the Intelligence menu.
3. Ensure Service Assessments are enabled, and click the link to access Auto Approval Settings.

4. On the Auto Approval Limits page, you can set a Service Advisor Approval Limit.
   • Dollar Auto Approval Limit is Fleetio's standard auto-approval feature that approves a Repair Order if the total (excluding tax) is below the defined amount. Learn more about Dollar Auto Approval Limits in the Configure Approval Policies article.
   • Service Advisor Approval Limit allows you to set a secondary auto-approval range that uses Service Assessment evaluations to automatically approve repair orders that fall within that range.

5. Click Save Auto Approval Limits.

How Service Advisor Auto-Approval Works

When Service Advisor Auto Approval is active, repair orders with a total (excluding tax) that falls below the Service Advisor Approval Limit are evaluated using Service Assessments. If the Service Assessment determines that a repair order is acceptable, it is automatically approved. 

If the repair order requires review or is unacceptable, it is not auto-approved and must be reviewed manually.

View Auto-Approvals

Service Entries that have been auto-approved by the Service Advisor will be labeled as RO Auto-Approved in the Auto Integrate RO Status column in the Service History index.

The auto-approval details will also be shown on the Service Entry details page.