Fleetio
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How to in Fleetio
- Go to Maintenance: Open the vehicle record for any asset and click Maintenance to access that vehicle's service settings; use the option to pull in the OEM recommended schedule so the manufacturer's intervals are loaded into Fleetio for that asset.
- Create Service Program: From Maintenance, build your own service program or select a template by choosing the option to create a service program so you can define recurring service items and intervals that will apply to multiple assets.
- Apply Service Program to Group: Select the target Group (use the Groups filter to pick the set of vehicles or equipment) and apply the service program so the defined reminders are automatically assigned to every asset in that group on the recurring schedule.
- Open Reminders page: Go to the Reminders page to view all service reminders across the fleet; use the page to see which reminders are overdue by meter-based or time-based intervals and to monitor the fleet average compliance score.
- Add Watchers to Reminder: On a service reminder (or within the service program settings), add Watchers using the Watchers functionality so designated users are notified when a reminder becomes overdue.
- Snooze Service Reminder: On the Reminders page, select a specific service reminder and click Snooze if the maintenance has already been scheduled externally to prevent duplicate alerts.
- Schedule a recurring report: Create or open the relevant service or operating cost report, give it a name, choose the recipients and file type (PDF or CSV), and set the schedule (for example, monthly) so maintenance status and upcoming reminders are emailed automatically.
FAQ for Fleetio
Can I import OEM recommended service intervals into Fleetio?
Yes — open the vehicle's Maintenance area and use the option to pull in the OEM recommended schedule to load the manufacturer's service intervals into Fleetio.
How do Watchers work for service reminders?
Use the Watchers functionality on a service reminder or service program to add people who should receive notifications when that reminder becomes overdue.
What if a reminder doesn't trigger when expected?
Verify the asset is in the correct Group with the service program applied, confirm the reminder is configured as meter-based or time-based correctly on the Reminders page, and ensure relevant users are added as Watchers so notifications will be sent.
Can I temporarily suppress a reminder that I’ve already scheduled with a shop?
Yes — on the Reminders page you can select the specific reminder and use Snooze to prevent further alerts until the planned service is completed.
Common mistakes when using Fleetio
Applying a service program to an individual vehicle but not to the vehicle's Group, causing other assets to miss reminders.
Go to Groups, select the intended Group, and apply the service program so the reminders are automatically assigned to every asset in that Group.
Importing the OEM recommended schedule for the vehicle but forgetting to enable the reminders or intervals.
Open the vehicle's Maintenance area, re-open the imported OEM schedule and confirm each service item has an active reminder interval (meter-based or time-based) so reminders will generate.
No team member receives alerts because no Watchers were assigned.
On the service reminder or service program, add the appropriate Watchers (users or contacts) so those individuals will be notified when a reminder becomes overdue.
Scheduling a report but forgetting to include recipients, so nobody receives the automated reminder status email.
When naming and scheduling the report, add the recipient email addresses and choose PDF or CSV output to ensure the scheduled report is delivered to stakeholders.