Fleetio
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How to in Fleetio
- Click Reminders (main menu): Open Fleetio and go to the Reminders section in the main menu.
- Select Maintenance Reminders: Within Reminders, choose Maintenance Reminders to view and manage service schedules.
- Click Add Reminder: Click the Add Reminder button to start creating a new maintenance reminder.
- Select the Vehicle: In the new reminder window, select the vehicle you want to set the reminder for from the vehicle picker.
- Choose or create a Task: Choose the Task by searching for an existing task or create a new task by typing it in and pressing Enter; if it's new, confirm the popup to add it as a new service task.
- Set Interval (mileage, date or both): Set up the service mileage interval, the due date interval, or both depending on the maintenance need using the interval fields in the reminder window.
- Adjust future reminders in side window: Review the side window that lists all future reminders per the intervals set, then adjust the mileage or due date directly here; the system will automatically recalculate remaining schedules.
- Enable Create Work Orders (optional): If you have in-house technicians, toggle the option to automatically create work orders when the service is due so work flows to your team.
- Set Notification Trigger: Select when you'd like to be notified by choosing between Miles remaining or Days remaining before the task is due.
- Select Notified Users: Choose who should be notified for this reminder; notifications will be sent through the app and via email to the selected users.
- Click Save Reminder: Save the reminder to add it to the list; reminders are sorted by due mileage or intervals with overdue items shown at the top.
- Use Search or Import for historical data: If you have historical service data, use the Import function to add past service entries; use the reminder search bar to find or edit existing reminder tasks.
- Manage Service Tasks (Services menu): Manage all service tasks related to reminders from the Services menu — add new tasks or import existing ones from there.
FAQ for Fleetio
Can I trigger reminders by mileage and by time?
Yes — when creating a maintenance reminder you can set a service mileage interval, a due date interval, or both, and the system will schedule future reminders accordingly.
Will Fleetio create work orders automatically when a reminder is due?
Yes — during reminder setup you can enable automatic creation of work orders so in-house technicians receive work when the service becomes due.
What if reminders are not triggering or next due dates look wrong?
Check the reminder's mileage and due date fields and adjust them in the side window (the system will recalculate future reminders), and if you have missing historical data import past service records using the Import function to correct next due dates.
Can I import manufacturer-recommended service schedules?
Yes — Fleetio's quick start guidance notes you can import OEM/manufacturer recommended service schedules (for vehicles with VINs) into the Service Program to seed reminders.
Common mistakes when using Fleetio
Creating a new task without searching first, causing duplicate service tasks.
Search for the existing Task in the reminder window before typing a new one; only press Enter to create a new service task after confirming no match appears.
Forgetting to click Save after configuring a reminder, so settings are lost.
Always click Save Reminder at the end of the setup to persist the interval, notification selections, and work order setting.
Setting the wrong notification trigger (Miles remaining vs Days remaining) and missing the alert.
Verify the notification trigger field and choose Miles remaining for odometer-based reminders or Days remaining for time-based reminders, then confirm the notified users list includes the intended recipients.
Not importing historical service records, leading to incorrect next due calculations.
Use the Import function to add historical service entries so Fleetio recalculates future reminders from accurate last-service dates and mileages.