Vehicle Configuration Guide

Once you’ve loaded your fleet data into your Fleetio account, take some time to configure your vehicles so that all of the attributes are correct and accurate. This could include updating the meter settings, vehicle types, vehicle groups, and vehicle statuses. 

Meter Settings

Make sure that your vehicles are running in the correct meter unit. For example, if you are a fleet based in a region that uses the metric system, you’ll want to change your meter settings so that your vehicles run in Kilometers.

Fleetio allows for meter measurement units of Miles, Kilometers, or Hours.

For an individual Vehicle, click the More Actions Button on the Vehicle Details Page and select Edit Vehicle Settings.

Meter Settings can be set on this page. By default, the Secondary Meter is switched off. If your vehicles use two meters, we recommend setting the Primary Meter to Miles (or Kilometers if applicable) and the Secondary Meter to Hours.

If at any time you want to change your measurement unit settings, it's important to note that any existing meter readings will stay the same value, but the unit name will change. For example, if you have recorded a meter entry of 91,000 miles and you change the meter units to kilometers, the entry will now display as 91,000 kilometers.

Vehicle Types

Vehicle Types offer a way to group similar vehicles in Fleetio. Most lists and reports throughout Fleetio allow you to filter based on type, giving you a powerful way to categorize your vehicles and making it easier to find the group of vehicles you're looking for.

To see your current Vehicle Types:

1. Go to your Account Menu and select Settings.

2. In the Settings sidebar, click Vehicle Types in the Vehicles section.

The Vehicle Types list includes columns for the Name and how many active and/or archived vehicles are in each type (Vehicles Usage). By default, Fleetio includes a number of pre-defined Vehicle Types such as car, bus, trailer, and van.

Add/Edit a Vehicle Type

To add a new Vehicle Type:

1. Click the + Add Vehicle Type button.
2. Enter a name for the type in the pop-up.
3. (Optional) Enable the option to make the new type the Default type for new vehicles.
4. Click Save.

To edit a Vehicle Type:

1. Click the More Actions Button and select Edit.
2. Change the name or the default setting in the pop-up.
3. Click Save.

Vehicle Statuses

Status is a required field in the Vehicle record, with the default set to Active. Fleetio includes several common pre-defined Vehicle Statuses:

• Active
• Inactive
• In Shop
• Out of Service
• Sold

You may Edit or Delete these pre-defined Statuses or Add your own custom Statuses.

Update Vehicle Status

There are many ways to update Vehicle status in Fleetio. You can edit individual Vehicles to make changes or update one or multiple Vehicles quickly and easily, right from the Vehicle Index.

1. Click Vehicles in the Sidebar Navigation and select Vehicle List.
2. Click the checkboxes to multi-select one or more vehicles.
3. Click the Actions Drop-down Menu and select Update Vehicles.

4. In the Field section, click the drop-down menu (a) and select Status.
5. In the Value section, select Replace With (b) and then select the new status from the bottom drop-down menu (c).

6. When you're finished, click the Continue to Review button.
7. You'll be shown a confirmation pop-up. If everything looks good, click the Update Vehicles button.

Manage Vehicle Statuses

Add a Vehicle Status

1. Go to your Account Menu and select Settings.

2. In the Settings sidebar, click Vehicle Statuses in the Vehicles section.

The Vehicle Statuses table lists each Status by name, and the Usage column shows the number of active and archived Vehicles assigned to each status.

3. Click the + Add Vehicle Status button in the upper right corner.

4. Enter a name and choose whether to apply this Status as the Default for new Vehicles. The Default status for new Vehicles can be changed at any time.
5. (Optional) Choose a Color for the Status.

6. When you're finished, click the Save button.

Learn more about this feature in our full Vehicle Statuses guide.

Groups & Subgroups

Fleetio allows you to create a hierarchy of Groups and Subgroups. This can help you organize your Vehicles, Tools, and Contacts and manage Permissions accordingly. You can create groups however you want, such as groups for different geographic areas, company departments, or cost centers.

Groups are especially useful if you only want Users to access certain assets or want to add users as watchers to an entire set of Vehicles at once.

To manage Groups and Subgroups:

1. Go to your Account Menu and select Settings.

2. In the Settings sidebar, click Groups & Subgroups in the Organization section.

Add a Group

To create a new Group:

1. Click the + Add Group button in the top right.

2. Enter a Name for the Group.
3. Click the Save button.

Apply Groups to Vehicles

On the Vehicles Index page:

1. Select the checkboxes for the applicable records.
2. Click the Actions Drop-down Menu and select Update Vehicles.

3. Select Group in the Field drop-down menu.
4. In the Value drop-down menu, choose Replace, Add, or Remove, then choose a Group from the second drop-down.

5. Click the Continue to Review button to review your changes and save.