Table of Contents
IMPORTANT: Are you looking for help getting started with a brand new Fleetio account, which has not yet been set up? Skip the article below, which is geared toward new Administrator Users in an existing account, and instead check out the Onboarding Checklist - New Fleetio Account for tips for getting started from scratch with your account setup in the Fleetio system!
Perhaps you are new to an organization that has been using Fleetio for some time and has already established a fully functional account. Perhaps you have been promoted to a new position within your organization, and your Fleetio User Type has been advanced from Regular User to Administrator, with expanded responsibilities.
The checklist below provides a suggested sequence for new Administrator Users to get the most out of new access and permissions in an existing Fleetio account - quickly, easily, and efficiently.
Getting Started - LIVE
While completing this self-help resource, join our Customer Success Team for a Getting Started Webinar! Some topics covered may be better suited to new account setup, but the webinar will also provide a great introduction to the Fleetio system as a whole.
- Twice-monthly sessions offer an overview and a sequential walk-through of Fleetio
- Live format with interactive Q&A
- Click HERE to register!
New Administrator Checklist
| Review Fleetio Account Settings | ||
|---|---|---|
| In these steps, you will review existing organization-wide settings. Take note of the various ways you can customize Fleetio to your operations' unique needs, including Regional settings, Group structure, Custom Fields, and more! | ||
| ☐ | 1. Ensure current Account Settings are correct | Account Settings |
| ☐ | 2. Review your organization's Group/Subgroup structure | Groups and Subgroups |
| ☐ | 3. Review existing Custom Fields on various Fleetio record types | Custom Fields |
| Review Vehicles and Parts | ||
|---|---|---|
| Your organization likely includes a fully functional Vehicle list already and may also contain Parts by Location. Check the existing structure to better understand the records you are working with and for guidance on adding new records as needed. | ||
| ☐ | 1. Review the existing Vehicle List. Is there a naming convention you should follow when adding new vehicles? Are vehicles assigned to the correct Groups? |
Vehicle Overview Vehicle Naming Conventions |
| ☐ | 2. Review the existing Parts List. Does your organization track inventory quantities? Have you set up multiple Part Locations? |
Parts Overview Inventory Overview |
| Review Inspection Schedules and Workflows | ||
|---|---|---|
| Inspections are one of the key modules in Fleetio - checking vehicles in/out for Operator usage, staying compliant with DOT and other entities, and automating workflows to include Status updates and Issue Resolution. Take a look at which vehicles are assigned to which schedules, and review opportunities for new workflows. | ||
| ☐ | 1. Review existing Inspection Forms | Inspections - Create Forms |
| ☐ | 2. Review existing Inspection Workflows | Inspections - Create Workflows |
| ☐ | 3. Review existing Inspection Schedules | Inspections - Manage Vehicles & Schedules |
| Confirm or Add Integrations | ||
|---|---|---|
| Your organization may have already configured integrations with third-party GPS or Fuel providers. Confirm that these integrations are properly set up -- or, check for opportunities to improve efficiency through these automated data imports. | ||
| ☐ | 1. GPS Integration(s) | GPS / Telematics Integrations |
| ☐ | 2. Fuel Card Integration(s) | Fuel Card Integrations |
| Review Maintenance in Fleetio | ||
|---|---|---|
| Tracking Preventative Maintenance through Service Reminders and Service Programs is the heart of Fleetio! | ||
| ☐ | 1. Review the basics and make sure you understand how certain terms are defined in Fleetio, including Service Reminder, Service Schedule, and Service Program. |
Service Reminders Overview Service Programs Overview OEM/Manufacturer Recommended Service Schedules |
| ☐ | 2. Check out Fleetio's Service Programs. Is your organization using Service Programs? If not, could you improve efficiency by managing maintenance for multiple vehicles at once? | Service Programs Overview |
| ☐ | 3. Dive deeper into the details about Service Reminders. Can you confirm that Service Reminders are configured with the correct intervals, by time or by meter? Are you providing adequate "due soon" advance notice? | Service Reminders Overview |
| Understand User Management | ||
|---|---|---|
| Administrators don't just work with Vehicles and Parts in the Fleetio system, they also manage Fleetio Users. Who can access the account, and what actions can they take? In these steps, you will confirm that the right people have the right access to the right records in your Fleetio system! | ||
| ☐ | 1. Understand the differences between Contacts and Users, and User Types |
Contacts vs. Users Explained User Management Overview |
| ☐ | 2. Understand User Roles - which Regular Users can do what in the Fleetio system | User Roles |
| ☐ | 3. Understand Record Sets - which Vehicles, Contacts, and Parts can Regular Users view and/or update | Record Sets |
| ☐ | 4. Now that you understand how Roles and Record Sets work together, navigate to Account Settings > Roles to confirm that you're controlling access to Fleetio functions, then check your users' Record Sets to ensure they can only view and/or update the right records! | |
| Review, Customize, and Schedule Reports | ||
|---|---|---|
| The data you enter into your Fleetio account is only as helpful as the data you are able to summarize and extract FROM your Fleetio account! When a new Administrator joins the account, it's a great time to review Fleetio's built-in reports to see what data is available. Customize these reports to meet your specific needs, and schedule new reports for periodic email delivery. | ||
| ☐ | 1. Reports Overview | Reports Overview |
| ☐ | 2. Customize Reports | Customize Reports |
| ☐ | 3. Save and Schedule Reports | Save and Schedule Custom Reports |
| Online Training | ||
|---|---|---|
| Ready to take on more challenges? Watch for ongoing advanced offerings via live webinars, and explore the videos in our online training library. | ||
| ☐ | Live Fleetio Webinars by Topic | Online Training Webinar Signup |
| ☐ | Additional Recorded Training Videos by Topic | Training Videos |
| Go Mobile! | ||
|---|---|---|
| Many Administrator functions in Fleetio are only available in the Fleetio Web App, accessible via the web browser on your desktop computer or mobile device. For easy access to other tasks such as submitting Inspections, recording Fuel Entries, or adding Service Entries or Work Orders, be sure to download the Fleetio Go Mobile App to your mobile device! | ||
| ☐ | Download the Fleetio Go Mobile App | Download Fleetio Go |
