Table of Contents
TIP: The instructions in this article outline the basics of managing Vehicles and configuring a simple recurring schedule. Advanced scheduling topics include options to allow early submission, delay schedule start date, and more. Learn more in Inspections - Advanced Schedule Topics.
In order for an Inspection Form to be available for a Vehicle, the form must be Enabled for the Vehicle. The Inspection Form cannot be submitted for Vehicles that are Disabled on that Form. Inspection Forms may be enabled for Vehicles automatically with an Inspection Form Rule or by Manually Editing the Schedule.
Where to Manage Inspection Schedules
Inspection Form - Vehicles & Schedules
PERMISSIONS: Account Owners and Administrators can manage Inspection Form Rules and manually enabled Vehicles in the Vehicles & Schedules section of the Inspection Form
Click Inspections in the Sidebar Navigation, then click Forms.
Locate the Form, then click its More Actions Button and select Vehicles & Schedules.
Vehicle Overview
PERMISSIONS: Regular Users, with permission by Role to Manage Schedules, can Update Schedules Manually for Vehicles they can edit in their Record Sets.
Click Vehicles in the Sidebar Navigation, then click Vehicle List.
Click on the Vehicle in the list to view its Vehicle Details Page.
Click the More Actions Button at the top of the page and select Manage Inspection Forms.
Locate the inspection form, click the More Actions Button, and select Update Schedule Manually.
Inspection Form Rules
PERMISSIONS: Only Account Owners and Administrators can manage Inspection Form Rules.
Inspection Form Rules will automatically Enable or Disable Vehicles depending on the criteria specified in the Rule.
Inspection Form Rules are the preferred option for keeping Vehicles in sync with an Inspection Form. Inspection Form Rules can enable All Vehicles or a subset of Some Vehicles based on Type or Group.
For example, a Rule can be used to make sure that all Vehicles of Type "Truck" are enabled for the Inspection Form. All other Vehicles will be left disabled unless they are Edited Manually.
IMPORTANT: If a Rule is based on Group or Type and a Vehicle Group/Type changes, its enabled Inspections will update accordingly. NEW Vehicles added to an account will be enabled for Inspections if the Rule criteria are met.
To create a Rule:
- Click Inspections in the Sidebar Navigation, then select Forms.
- Click the More Actions Button on the Form you'd like to edit and select Vehicles & Schedules.
- Click + Add Vehicles.
- Choose All Vehicles or By Vehicle Attribute:
NOTE: An Inspection Form Rule will only be created when selecting Vehicles in bulk with All Vehicles or Some Vehicles. Adding Vehicles using Specific Vehicles will add individual Vehicles manually to the Inspection Form.
If you choose All Vehicles, all of the Vehicles in your Fleetio account, as well as any new Vehicles you add in the future, will be enabled for the Inspection Form.
If you choose By Vehicle Attribute, use the first drop-down (a) to select Type or Group, then use the second drop-down (b) to select one or more Vehicle Types or Groups.
If you would like to use both Type and Group, click + Add Condition (c).
If you use both Type and Group, you can also choose the AND/OR operator for the selection to apply multiple criteria.
- AND - only applies to Vehicles with both the Type AND the Group indicated
- OR - applies to any Vehicle with either the Type OR the Group indicated
If you want the selected Vehicles to complete the Inspection Form on an "as-needed" basis, you can click the Save Vehicles button to complete the Rule setup.
If you want the selected Vehicles to complete the Inspection Form on a set schedule, continue to the Set Inspection Schedule section below.
Set Inspection Schedule
Check the Set Schedule checkbox to set a Daily, Weekly, Monthly, or Yearly schedule.
If you do not want to place the selected Vehicle(s) on a time-tracked schedule, leave this box UNCHECKED. The Vehicles will still see the Inspection Form in Fleetio Go, and it is available to submit on an "as-needed" basis but will never show "Due Soon," "Due," or "Overdue."
Inspection Form Frequency
Set the frequency to any regulatory interval or schedule for the particular Form. The Next Due Dates preview will generate a list of dates for the inspection based on the intervals you set.
For any interval other than "Daily," there will also be a drop-down menu for When can this form can be submitted. Use this if you want the form to always be due on a specific day, like Thursday every other week, for instance, or on the 9th of every month. Otherwise, leave it as Anytime.
If you select On a Specific Day, you can also check the Allow early submission checkbox to allow users to submit inspections early and still satisfy the due date, resolving the "Due Soon" inspection status. Set the number of days in the Days Early field.
Delay the Schedule Start
The Set Delayed Start checkbox allows you to postpone the first-due inspection or temporarily pause an active schedule.
Enable Reminder Notification
The Enable Reminder Notification checkbox allows you to have Fleetio send a reminder notification to the Vehicle's assigned operator ahead of the Inspection's due date. In order to receive notifications, the User must have the setting enabled in their Notification Settings.
Once you have configured the schedule settings, the Summary section gives you an overview of the schedule and any reminder notifications you have set.
When your setup is complete, click the Save Vehicles button.
Inspection Rule Hierarchy
Multiple Inspection Rules may be created for a single Inspection. If a Vehicle matches the criteria for more than one Rule, Fleetio will apply the schedule that is highest in the list.
Drag and drop rules on the Inspection Form Index to reorder so that they are organized top-to-bottom in order of priority:
Edit or Delete an Inspection Rule
Click the More Actions Button to Edit or Delete an existing Rule.
Override Inspection Rule: Manually Update Schedule
PERMISSIONS: Regular Users need the Manage Schedules Permission in order to Manually Update Inspection Schedules.
Whenever possible, Inspection Form Rules should be used to keep Vehicles in sync with the Inspection Form. However, in some cases, Vehicles must be enabled based on criteria not available with an Inspection Form Rule. To account for this, you can use the Update Schedule Manually feature to manually enable or disable the Inspection Form for Vehicles.
To manually update an Inspection Schedule:
- When viewing an Inspection Form, click the Vehicles & Schedules tab.
- For an individual Vehicle, click the More Actions Button and select Update Schedule Manually.
OR, for multiple Vehicles at once, select the Vehicles using the checkboxes on the left, then click the Actions drop-down menu and select Update Schedule Manually.
NOTE: If you're looking for Vehicles in the Vehicles & Schedules tab that have NOT been enabled for the Inspection Form, use the Form Status filter and select Disabled.
- Check the checkbox to Enable the Form for Selected Vehicles (a), or uncheck it to Disable..
- If the form is Enabled, you can check the Set Schedule checkbox (b) to Set an Inspection Schedule for the selected Vehicles.
- Click the Update Schedule Manually button when you're finished.
The Update Schedule Manually function is also useful to temporarily ignore Inspection Form Rules.
For example, if a vehicle is out of service, its Inspection Form can be disabled to prevent accidental submissions. When the Vehicle is placed back into service, it can be reverted to the Inspection Form Rules as shown below.
Remove Manual Override; Revert to Inspection Rules
If Vehicle schedules are updated manually, the schedule can be reverted to the Inspection Form Rules. The Vehicle will then be Enabled based on one of the existing Rules. If no Rules apply, it will be Disabled.
This can also be done on the Vehicles & Schedules tab.
For individual Vehicles, click the More Actions Button and select Revert to Inspection Rules.
For multiple Vehicles, select the Vehicles using the checkboxes on the left, then click the Actions drop-down menu and select Revert to Inspection Rules.
Or on a Vehicle Details Page, click the More Actions Button and select Manage Inspection Forms. Then, locate the form and click the More Actions Button to Revert to Inspection Rules
