Fleetio uses industry-accepted terminology as much as possible, but there may be instances where a word is unclear or could be interpreted in multiple ways.
This list includes our most commonly used terms, with definitions as used within Fleetio.
Term |
Definition |
Learn More |
|---|---|---|
| Account Owner | The individual who created the Fleetio account has universal access to all data and features. | Fleetio Account Ownership Policy |
| Acquisition | The process by which a vehicle or tool is brought into the fleet. May refer to purchase, loan, or lease. Also encompasses the sale, salvage, or disposal of the asset. | Vehicle Acquisition - Purchase, Loan, Lease |
| Archive | A term that applies to multiple Fleetio record types (Vehicles, Tools, Contacts, Vendors, etc.). A dormant state in which the record is no longer active and is not available for selection from drop-down choice lists, but the data is retained, and the record may be restored. | |
| Asset | A vehicle or piece of equipment managed in Fleetio (Used interchangeably with "vehicle"). | |
| Assignment | Although this term is used in many contexts within Fleetio (e.g., a Work Order may be "Assigned" to a Technician), Assignment most typically refers to Vehicle and/or Tool Assignments. This is a relationship between a Fleetio Contact and a Vehicle or Tool asset. In an Assignment, one specific Contact is responsible for a particular asset for a time-limited or open-ended period. A Contact must have Operator Classification to be assigned to a Vehicle. |
|
| Audit Trail | A log of User actions within the Fleetio program: when a record is created, edited, or deleted. | Audit Trail |
| Auto Integrate | A Maintenance Shop Network platform used by shops to generate Repair Orders to be submitted for approval. Integrates with Fleetio to automate the approval process and create service entries for all maintenance performed by in-network providers. | Maintenance Shop Network |
| Automation | Logic-based workflow that automates key tasks within Fleetio, designed to handle repetitive actions. | Automations Overview |
| cbCharge | Corporate Billing, A Division of SouthState Bank N.A., is a billing services provider for Fleetio's outsourced maintenance integration, Maintenance Shop Network. | Fleetio Maintenance Billing Account Overview |
| Classification | A way of organizing Vendors and Contacts so that the correct records are available to serve specific purposes. For example, Technician is a Contact Classification used to determine which Contacts may be added to Labor Entries on Work Orders, and Service is a Vendor Classification used to determine which Vendors may be assigned to Service Entries and Work Orders. |
|
| Contact | Individuals associated with your fleet who may not have Fleetio access (distinct from Users) | Contacts vs. Users Explained |
| Contact Renewal Reminder | An alert designed to help you keep your Contacts current on various personnel-related activities (e.g., license, industry certification). May be configured to display onscreen within Fleetio or sent via email. | Contact Renewal Reminders |
| Dashboard | Customizable at-a-glance overview of important information in your Fleetio account. Displays Key Performance Indicators (KPIs), metrics, cost summaries, and reminders for your fleet. Accessed via the link at the top of the left sidebar menu. |
|
| Diagnostic Trouble Code (DTC) | See: Fault | |
| Distance or Usage | The difference between two consecutive meter entries. May be measured in miles or kilometers (distance) or hours (usage), depending on the vehicle's meter configuration. Example: the distance in fuel calculations is the difference in the meter readings between two Fuel Entries. |
|
| Early Access Program (EAP) | Early access to Fleetio features, either currently In Development or being explored via Fleetio Labs. Access to these features may be toggled on or off, and feedback is encouraged. Early Access features are available for a limited time and are subject to change. | Early Access Program |
| Expense | Any non-service or non-fuel cost associated with a vehicle or asset. | Expenses Overview |
| Fault | A Fault Code, Diagnostic Trouble Code (DTC), or On-Board Diagnostic (OBD) code is an alert from the engine indicating that a vehicle issue needs attention. | Faults Overview |
| Group | An organizational structure in Fleetio is used to categorize vehicles, equipment, and contacts, and control users access, often aligned to regions, branches, departments, or cost centers. |
Groups & Subgroups |
| Inspection | A checklist of items designed to provide a sequence of steps for an Operator or Technician to complete before or after vehicle use or service. Examples include a Daily Vehicle Inspection Report (DVIR), a pre-trip or post-trip checklist, or a multi-point service inspection. | Inspections Overview |
| Integration | A data connection between Fleetio and a third-party system. Communication may be one-way (Fleetio pushes data to a third party, or vice versa) or two-way (data flows in both directions between Fleetio and the third-party provider). Examples include Fuel, GPS, Maintenance Service Providers, Webhooks, Integration Links, and API Integrations. | Integrations Overview |
| Inventory | A Part that has been enabled to track quantity on hand by Location. | Inventory Overview |
| Issue | Unexpected, unplanned, or "one-time" problems and repairs. These services typically do not fit within the routine Preventative Maintenance (PM) category. Examples of Issues include leaks, breakdowns, and failed Inspection checklist items. | Issues Overview |
| Linked Vehicles | A way to demonstrate a relationship between two vehicles, trailers, tools, or other assets in Fleetio. Allows you to record data and track maintenance for each unit separately, but still shows the association between the two assets. | Linking Assets |
| Maintenance Billing Account | A billing account administered by cbCharge (Corporate Billing, A Division of SouthState Bank N.A.). A Maintenance Billing Account that enables Fleetio users to participate in outsourced maintenance integration through the Maintenance Shop Network. | Fleetio Maintenance Billing Account Overview |
| Maintenance Shop Network | A Fleetio integration to manage outsourced maintenance with consolidated monthly billing and easy reconciliation with Fleetio cost data. | Maintenance Shop Network |
| Meter | A gauge that measures distance, usage, revolutions, iterations, etc., in any asset or tool. Examples include odometer and hour meter. Current readings are recorded as a Meter Entry. | Meter Overview |
| On-Board Diagnostic (OBD) | The mechanism by which a vehicle reports its own system status and communicates data and alerts, e.g., Diagnostic Trouble Codes (DTCs). See: Fault |
|
| Operator | A Contact Type; Operators can be assigned to a Vehicle. | |
| Original Equipment Manufacturer (OEM) | A company that manufactures parts or components on behalf of another company, often marketing under a reseller name. In the fleet industry, an OEM produces original equipment manufacturer (OEM) parts, as distinguished from aftermarket vendors. | |
| Part | A component of a vehicle or tool asset for which you may track the Part Number, Manufacturer, Vendor, and other identifying information. Used to track Part costs on Work Orders. When enabled as Inventory, it may be tracked by quantity on hand by Location. Examples: battery, tire, headlight, spark plug, alternator, brake pad, gasket, filter |
Parts Overview |
| Recall | A Recall occurs when a manufacturer (or the NHTSA) finds a defect in a specific vehicle, often by year, make, model, or manufacturing run. The manufacturer usually notifies vehicle owners and offers repair at no charge. Fleetio integrates with the NHTSA to alert Fleetio account owners of reported Recalls. | Recalls Overview |
| Record Set | Record Sets define the Vehicles, Contacts, and Parts to which a Regular User has access. | Record Sets |
| Renewal Reminder | See "Contact Renewal Reminder" or "Vehicle Renewal Reminder" | |
| Role | Roles are collections of permission settings that are applied to Regular Users to determine which actions they can take in the program. There are several predefined Roles included with your Fleetio account, and you can also create your own. | User Roles & Permissions |
| Rollback | To reverse or "roll back" a data import, for example, one that includes multiple errors better addressed by re-doing the import rather than fixing individual errors. | Import Rollbacks |
| Service Code | Used in Maintenance Shop Network, a method to "map" services from Auto Integrate to your Fleetio Service Tasks. Helps manage cost reporting and stay on top of Service Reminders | Auto Integrate Service Code Overview |
| Service Entry | A simple way to log Service Tasks and Issues. May include Part and Labor cost totals, but no itemized detail. Also generated through completed Work Orders. | Service Tasks vs. Issues, Service Entries vs. Work Orders |
| Service Reminder | A notification for a Service Task, tracked by date and/or meter interval, to alert when the Task becomes due. May optionally be configured with a "due soon" threshold to provide advance notice. | Service Reminders Overview |
| Service Task | Regularly recurring preventative maintenance tasks, usually tracked by date and/or meter interval. Examples include Oil Change, Air Filter Replacement, and Tire Rotation. May also include one-time repairs, such as Oil Leak Repair or Headlight Replacement. | Service Tasks vs. Issues, Service Entries vs. Work Orders |
| Technician | A Contact Type: Technicians can be selected for a Labor entry on a Work Order | |
| Tools | Assets used to perform small-scale jobs or used in daily operations. General record-keeping, assigning to team members, and linking to vehicles may be required. Examples: hand tools, generator, lawn mower, hedge trimmer, chainsaw, jackhammer, power drill, laptop, smartphone |
Tools Overview |
| Total Cost | The sum of all vehicle costs, including Service, Fuel, and Other Expenses, where Other Expenses may include taxes, registration, fees, insurance, acquisition, and disposal. | Expenses Overview |
| Total Cost of Ownership (TCO) | A fleet industry term that encompasses the costs of acquisition, ongoing operating expenses, depreciation, and disposal for each fleet vehicle. A powerful metric for fleet managers to evaluate and maximize the useful life of a vehicle. Subject to change with vehicle age and external factors. | |
| Usage or Distance | The difference between two consecutive meter entries. May be measured in miles or kilometers (distance) or hours (usage), depending on the vehicle's meter configuration. Example: distance in fuel calculations is the difference in meter reading between two Fuel Entries. |
|
| User | A person who is enabled with the ability to log in and "use" the Fleetio account. The User record includes all of the same basic information as a Contact, but Users are much more powerful. A User logs in with a password or Single Sign On (SSO) authentication. | Contacts vs. Users Explained |
| Vehicle | A vehicle represents the primary type of asset managed in Fleetio. Typically mobile, these assets are used to transport people or goods, or to perform large-scale jobs. Usually tracked by meter (miles, kilometers, or hours); detailed record-keeping and maintenance are required. Examples: car, van, SUV, motorcycle, truck, trailer, bus, boat, marine vessels, ATV, golf cart, crane, bobcat, excavator, tractor, airplane, helicopter |
Vehicle Overview |
| Vehicle Renewal Reminder | An alert designed to help you keep your Vehicles current on various non-maintenance activities (e.g. registration, emissions, insurance). May be configured to display onscreen within Fleetio, or sent via email. | Vehicle Renewal Reminders |
| Vendor | Any entity that your organization does business with. This might include vehicle or tool service providers, purchasing and loans, retail suppliers, fuel providers, and much more. This entity can be a third-party provider or an in-house group or cost center. | Vendor Overview |
| Void | A way to exclude a meter reading from usage calculations, for example, if a reading is recorded out of sequence, or if the user is not sure of the exact value. The Void flag may be enabled manually or may be auto-void based on the existing sequence of readings. | Meter Entry - Mark as Void, Un-mark as Void |
| Watch | A way to monitor activity for a vehicle, either individually or by Group. Vehicle "watchers" receive email notifications when certain events happen in Fleetio, such as new Comments, Issues, Work Orders, Status changes, and more. | Watching a Record in Fleetio |
| Widget | Customizable block of information displayed on the Dashboard. |
|
| Work Order | A robust way to log Service Tasks and Issues, with the ability to itemize Part and Labor costs and details, and to track Status through various work stages. | Service Tasks vs. Issues, Service Entries vs. Work Orders |
| Workflow | Trigger events and corresponding actions which occur as a result of Inspection submissions. Example: A failed Inspection Item triggers an email notification and creates an Issue to be resolved. |
Inspections - Workflows |
