Training Document_Tracking Vehicle and Equipment Maintenance

Step 2. In the line of the vehicle that you want to record maintenance for, click on the hamburger icon to the far right.

  Step 3. From the menu, select Maintenance Log. 

1. Select the Maintenance Type from the dropdown menu. If the service is not listed, click on New Type. This will take you back out to the Maintenance Type field. Click into the box and type in the name of the service. Click Add once completed.  

2. Click on Choose a Date. Select the date the service was completed on. 

3. In the Shop Name field, type in the shop that completed the service. 

4. In the Technician Field, type in the name of the technician that completed the service. 

5. In the Odometer field, type in the odometer captured during the service. 

6. If needing to track engine hours for your equipment, enter in engine hours in the Engine Hrs field. 

7. If an invoice was issued, enter the Invoice number in the Invoice # field.

8. In the Labor Time field, enter in the amount of time the service took, if known. 

9. For adding costs, add costs to the Parts Cost, Labor Costs, Core Credit, and Tax Cost. These columns will be totaled and placed in the Total Cost field automatically. 

1. Once in the Maintenance Log, navigate to the bottom left-hand corner and click on Reports. 

2. In the Report box, you have the option to access the Report List or Scheduled Reports.  

3. To run a report from the Report List, select whether you want the data for the fleet, by vehicle, or by driver. 

4. To run a report on maintenance, click on Fleet, and search for Maintenance Summary. 

5. Click on Maintenance Summary and a detail box will appear. 

6. If you want just a summary, check the Show Summary Only box.  

7. In the Select a Group dropdown, select the group(s) that you want to run the data for. To select data for the entire fleet, click Select and All will display in the report section. 

Scheduling Maintenance Reports

1. Check the box in the upper right-hand corner that says Scheduled.  

2. In the Select Frequency field, select to have the report delivered weekly or monthly. 

3. In the Run Report Every field, select the days of the week/month that you want to have the report delivered each week/month. 

4. Next, in the At Time field, enter the time that you want the report sent to you. This will be delivered in the time zone that you are in. 

5. To select the date range, click on the dropdown in the From and To columns and choose the run dates. 

6. If you need the report sent to you, check the box next to your email address. If you need to have the report sent to others, check the Other Users box. 

• When you check the Other Users box, the field opens up for you to input email addresses or usernames. Use commas to separate each user if inputting more than one.   

7. Lastly, Select the format that you want the report in, i.e. PDF or Excel. 

8. Click Schedule Report 

1. From the Dashcam & Telematics screen, in the upper right-hand corner, click on the gear/sprocket icon.  

2. Select Global Settings.  

4. Scroll down to Maintenance Reminder. 

5. To create a new notification, click the “+” button in the right-hand corner of the box.  

6. The first step once the Maintenance Reminder Alert box opens is to title the alert. To do that, click on Untitled in the top of the box. This will open the field and you can add your report name. Click outside of the box to change the name. 

7. Next, add the Maintenance Type by clicking the dropdown field.  

8. If you need to add to the option list, click New Type. This will open the field and you can type in the name of the service. Click Add to add it to the list. 

9. Once your service has been selected, it is time to select the parameters of the report. If you want to set up the alert by timeframe, click the dropdown box called Choose Time.  

10. In the dropdown box, click on the time for when the system needs to notify you. It starts with 1 month and goes out to 3 years. 

11. Should you want to choose mileage for your notifications, make sure that the box in front of the number field is checked. Next click the field that says 3000 to open the field. This will open the field to allow you to type in your desired mileage. Make sure that the next field is set to Miles. 

12. If you are looking to base your notification on egine hours, make sure that box in front of the number field is checked. Next, click the field that says 3000 to open the field. This will open the field to allow you to type in the desired engine hours. Make sure that you click the field that says Miles and change it to Engine Hours.  

13. Once the parameters have been set, next you will need to add the recipients of the notification. Please note that you can either use a mobile number (for SMS) or email address (for email). Click in the Alert Recipients field and type in the contact mobile number or email. For multiple users, do the following: 

• When entering in emails, type in the first user. Once done typing, click the space bar. This will create a stand-alone user in the field.  

• For adding mobile numbers, do not use any special characters. Once the number has been added, click the space bar and this will create a stand-alone user  

14. Lastly, you will need to select the vehicles/equipment that the alert is attached to. Click the blue EDIT button.  

15. Once in the Groups/Vehicles screen, select the facility or group(s) that you need to add to the alert. Please note that you can have multiple alerts that have different groups assigned to them. You will follow steps 4-15 for each notification.  

16. After selecting the desired facility or group(s), click Apply to Selected at the bottom left of the screen. 

1. From the Alerts & Notifications screen, scroll down to the Maintenance Reminder notification box.  

2. To see if an alert or notification has already been created, at the bottom of the box you will see Show and then you will see 0 alert if no alert has been created. If you see a number in that box, that is the number of alerts set up. In this example, one alert has been created. 

3. To view the alert, click on the Show dropdown. This will display the created alert.  

4. If you want to view specific information about the alert, or to edit it, click on the yellow ribbon and the notification parameters will display. 

5. If you make changes to the notification, click Save Changes at the bottom of the screen to update the notification.