Vehicles in Fleetio

Vehicles are the heart of Fleetio. A "Vehicle" represents any asset or unit of equipment -- moving or otherwise -- managed in Fleetio.

Examples include:

• Automobiles (cars, trucks, vans)
• Farm equipment (tractors, cultivators, backhoes)
• Trailers
• Construction equipment (excavators, loaders, graders)
• Boats and marine vessels
• Aircraft (jets, airplanes, cargo planes)
• Rail cars
• Stationary engines and generators
• Overhead cranes, both indoor and outdoor
• Material handling equipment (forklifts, pallet trucks, hydraulic lifts)

You can record various data about each asset, including:

• Basic details (year, make and model, VIN, license plate, color, etc.)
• Mapping GPS Devices (if applicable)
• Specifications (dimensions, weight and performance information)
• Engine and transmission details (engine brand, cylinders, transmission type and gear information)
• Wheel and tire details (track width, tread, wheel diameter, axle and PSI)
• Fluid details (fuel tank and oil capacity)
• Custom data via Custom Fields (which you may choose to require on the field level)
• Financial information (price, date, odometer at time of purchase, warranty info)
• Loan and/or lease details (monthly payment amount, start/end date, amount financed, interest rate)
• Vehicle-related Vendors (purchase, loan, lease, etc.), designated by Vehicle Vendor Classification

Extensive tracking details, including:

• Fuel transactions (we call them Fuel Entries in Fleetio)
• Maintenance and service records (we call them Service Entries in Fleetio)
• Preventative Maintenance (PM) schedule (we call them Service Reminders in Fleetio)
• General repairs that do not fit in the Preventative Maintenance (PM) category (we call them Issues in Fleetio)
• Preventative maintenance, general repairs and service records that require more robust planning and tracking (we call them Work Orders in Fleetio)
• Odometer history (we call them Meter Entries in Fleetio)
• Important renewal dates such as registrations, DOT inspections, emission tests (we call them Renewal Reminders in Fleetio)
• Tire Management
• Warranty Management

And more:

• Unlimited document storage and photo uploads
• User comments and conversations

Vehicle Names

One of the few required fields when adding a vehicle is a Name. The Vehicle Name is how you'll identify a vehicle throughout Fleetio.

A name can be anything you want, as long as it's unique for your account. For example, you can't have two different vehicles named Truck 12.

In other systems, this may be referred to as the "Asset ID," "Vehicle ID," or "Unit Number."

Vehicles Index

Select Vehicle List from the Vehicles section of the left sidebar menu to view the Vehicles Index for the entire fleet.

The tabs at the top allow you to switch between Saved Views to see Assigned, Unassigned, or Archived Vehicles. Saved Views give you the ability to save a combination of Filters, Sorting, and Column Configurations as a new tab in your Vehicles Index, giving you easy access to the data you need with a single click.

In the Vehicles index, you can:

1. Switch between Assigned, Unassigned, Archived, or other Saved Views, or click + Add Tab to create a new view (a)
2. Search for a specific vehicle (b)
3. Filter the list by Vehicle Type, Group, Status, or access additional Filters (c)
4. Access the More Actions menu to Add Multiple Vehicles, Import Vehicles, Import Meter Entries, Manage Integration Devices, and Export to CSV (d)
5. Add Vehicle (e)
6. Use the checkboxes to select several vehicles for Bulk Actions: Update, Print Labels, Attach Shared Documents, Archive, or Add/Remove Watchers (f)
7. Select the Index Settings icon to Manage Columns and select the data that should be displayed (g)
8. Click Save View to save the current view as a new tab (h)

Vehicle Details Page

Click a Vehicle in the index to view its Details Page.

The Vehicle Details Page displays details, activity, comments, and attachments for each individual Vehicle.

Use the tabs at the top of the page to see the Vehicle Overview, or view Telematics, Service History, associated Work Orders, Warranties, and more.

The Overview tab is where you'll find information about the Vehicle.

1. The Fields card displays key Vehicle information, such as the name, make, model, and meter.
   • NOTE: Professional and Premium plan accounts can customize Fields with Field Management.
2. On the right, you'll find cards for Open Issues, Service Reminders, and others.
3. Customize your cards and tabs by clicking the Personalize icon (see below)
4. Expand the photos, comments, and documents panel to leave a comment or add photos and documents.
5. Click More Actions to Edit Vehicle Settings, Manage Inspection Forms, Service Programs, and more. 
6. Click Edit to make changes to Vehicle details
7. Click + Add to add a Vehicle Assignment, a Service, Fuel, or Expense Entry, or add a Work Order, Issue, Warranty, Inspection, or Service Reminder.

Vehicle Details Page Personalization

Fleetio lets you fully personalize the Vehicle Details page by reordering and hiding tabs and cards you don't need.

Manage Tab Menu

To manage the tab menu, click the Personalize icon and select Manage Tab Menu.

Utilize the Manage Tab Menu to hide tabs by clicking and dragging the tab to the Hidden section. You can also reorder how tabs appear on the Vehicle Details Page by dragging and dropping the tabs in the order that best suits your workflow. 

When complete, click Apply Changes. If you would like to switch back to the default view in the future, click the Restore Defaults button.

Manage Overview Tab Layout

If you would like to change the layout of the Overview Tab, click the Personalize icon and select Manage Overview Layout.

Uncheck any cards you do not need in the Available Cards column. On the right column, drag and drop any cards to reorder or change the column they will appear on in the Vehicle Details Page. Click Apply Changes when complete.

Pinned Fields

Fleetio allows you to pin fields you commonly use to the top of the Fields card. Once pinned, these fields will be added to the Pinned Fields subsection.

To pin a new field, hover over the field and click the Pin Icon. To unpin a field, click the Pin Icon again.