Table of Contents
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.
PERMISSION: Account Owners and Administrators can manage (add, edit and delete) Vehicle Statuses. Regular Users with Role permission in the Vehicle module to Edit or to Update Status may make this change. Learn more in User Management Overview and User Roles & Permissions.
NOTE: Vehicle Statuses do not affect Service Reminders. You will need to delete Service Reminders or Archive the Vehicle if you wish to remove it from Service Reminders and other Notifications.
IMPORTANT: Vehicle Statuses do not affect your Account Billing. The number of vehicles for which you are billed is determined by your Plan and your Subscription. If you have any questions, contact billing@fleetio.com.
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.
- Navigate to Vehicles > Vehicle List in the Sidebar Navigation.
- Click the checkboxes to select one or more vehicles.
- Click the Actions Drop-down Menu and select Update Vehicles.
- In the Field section, click the drop-down menu (a) and select Status.
- In the Value section, select Replace With (b) and then select the new status from the bottom drop-down menu (c).
- When you're finished, click the Continue to Review button.
- You'll be shown a confirmation pop-up. If everything looks good, click the Update Vehicles button.
TIP: You can also set up Inspection Workflows to trigger a Vehicle status update based on specific Inspection submission actions.
Manage Vehicle Statuses
Add a Vehicle Status
- Go to your Account Menu and select Settings.
- 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. - Click the + Add Vehicle Status button in the upper right corner.
- 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.
- (Optional) Choose a Color for the Status.
- When you're finished, click the Save button.
Edit or Delete a Status
You can Edit or Delete an existing Status via the More Actions Button at the end of the row.
IMPORTANT: A Status can only be deleted if there are no Vehicles assigned (active or archived). If you delete a Vehicle Status, any corresponding status change history will also be deleted.
Vehicle Status Change History
Whenever a Vehicle's status changes, Fleetio records this event. You can access the status change history from each Vehicle Details Page.
Navigate to Vehicles > Vehicle List in the Sidebar Navigation and click the Vehicle in question. The Details Card will show the current Vehicle Status.
Click the History link to view the Status Change History.
Each Event will be displayed in the Status Updates window as an individual line item that includes the Status From, Status To, the Date, and the User who made the change.
Filter and Report by Status
The Vehicle Index and various Reports include easy Filter options so that you can narrow results displayed by Vehicle Status.
Navigate to Reports in the Sidebar Navigation then click Status Summary in the Vehicle section for a Report showing the number of status changes and the duration of time a Vehicle has spent in any given status.
