Getting Started with Fleet

This guide walks you through accessing Fleet, understanding the dashboard, and adding your first vehicle end-to-end.

Accessing Fleet

1. Log in to The One Stack at your Hub URL
2. Click the waffle menu (grid icon) in the top-left corner of the Hub Bar
3. Select Fleet from the product list
4. You land on the Fleet Dashboard showing fleet health, upcoming maintenance, recent alerts, and fuel cost trends

ℹ️Fleet requires the Fleet product entitlement on your organization. Contact your account administrator if Fleet is not visible in the product menu.

Initial Setup Checklist

Complete these steps when first setting up your Fleet account:

1. Add your vehicles — Create a record for each vehicle in your fleet
2. Add your drivers — Create driver profiles and assign licenses
3. Assign drivers to vehicles — Link each vehicle to its primary driver
4. Set up GPS devices — Associate GPS device IDs with vehicles that have tracking hardware
5. Schedule maintenance — Add upcoming maintenance for each vehicle
6. Configure geofences — Define service territory boundaries for location alerts

Key Concepts

Term	Definition
Vehicle	Any company-owned, leased, or rented vehicle tracked in Fleet. Assigned a VEH-XXXXXX number automatically
Driver	A person authorized to operate fleet vehicles. Has a license record, certifications, and vehicle assignment
Maintenance record	A scheduled, in-progress, or completed service event for a vehicle (oil change, inspection, etc.)
GPS position	A latitude/longitude coordinate recorded by the GPS device in a vehicle. Stored for 90 days
Geofence	A circular geographic boundary that triggers an alert when a vehicle exits it
Inspection	A structured pre/post-trip or periodic safety check with item-by-item pass/fail results
Fuel entry	A fuel fill-up record with gallons, cost, and odometer reading
Fuel card	A fleet payment card tracked in Fleet, assignable to a vehicle or driver with optional monthly spending limit
Inventory item	A part or supply in your shop, tracked by SKU with quantity and reorder point
Purchase order	An order placed to replenish parts or supplies, tracked through delivery and payment (ORD-XXXXXX)

Adding Your First Vehicle: Step by Step

Step 1: Open the Vehicles Page

1. In the left sidebar, click Vehicles
2. You'll see the vehicle list (empty on first use)
3. Click Add Vehicle in the top-right corner

Step 2: Enter Basic Information

Fill in the vehicle form:

1. Name (required) — A short display name, e.g., 2022 Ford Transit #3 or John's Van
2. Vehicle Type — Select from: Car, Van, Truck, SUV, Trailer, Other
3. Fuel Type — Select: Gasoline, Diesel, Electric, Hybrid
4. Ownership Type — Select: Owned, Leased, Rented
5. Status — Leave as Active for a vehicle currently in service

Step 3: Enter Vehicle Details

Complete the vehicle identification fields:

1. Make — e.g., Ford
2. Model — e.g., Transit 250
3. Year — e.g., 2022
4. VIN — 17-character vehicle identification number
5. License Plate — State plate number
6. Color — e.g., White
7. Current Mileage — Odometer reading at time of entry

Step 4: Enter Compliance Dates

1. Insurance Policy — Policy number
2. Insurance Expiry — Date your insurance expires (Fleet will alert before this date)
3. Registration Expiry — Date vehicle registration expires

💡Always fill in insurance and registration expiry dates. Fleet generates alerts before these deadlines so you never let coverage lapse.

Step 5: Optional — Assign a Driver

If you've already added a driver profile:

1. In the Assigned Driver field, enter the driver's name or select from the dropdown
2. The driver will be linked as the primary driver for this vehicle

Skip this step if you haven't created driver profiles yet — you can assign later.

Step 6: Optional — Link a GPS Device

If this vehicle has a GPS tracking device:

1. Enter the GPS Device ID — the hardware identifier from your GPS provider
2. The device will begin pushing positions to this vehicle record

Step 7: Save the Vehicle

1. Click Save (or Create Vehicle)
2. Fleet creates the vehicle and assigns it a number: VEH-000001
3. You're taken to the vehicle's detail page

What You'll See on the Vehicle Detail Page

The vehicle detail page is the command center for a single vehicle:

• Summary card — Status badge, vehicle number, assigned driver, current mileage
• Maintenance tab — All maintenance records for this vehicle
• Fuel tab — All fuel fill-ups with MPG calculations
• GPS tab — Location history and position map
• Inspections tab — All inspection records
• Alerts tab — Active and past alerts for this vehicle

Exploring the Dashboard

The Fleet Dashboard gives a real-time summary of your entire fleet:

Widget	What It Shows
Vehicle Status	Count of vehicles by status: Active, In Maintenance, Retired, Sold
Fleet Utilization	Percentage of vehicles currently active vs. idle
Upcoming Maintenance	Maintenance records due in the next 7 days
Recent Alerts	Latest 10 alerts, unacknowledged shown first
Fuel Cost Trend	Monthly fuel spend for the past 6 months

What's Next

• Vehicle Management — Full details on vehicle fields, status transitions, and bulk operations
• Driver Assignment — Set up driver profiles and assignments
• Maintenance Scheduling — Create and manage maintenance schedules
• GPS Tracking — Configure GPS devices and geofences