Maintenance guide

Get your account

Fleet Maintenance accounts are created by your company’s Admin:

1. Your Admin provisions your user profile with the Maintenance role in Settings > Team.
2. Your Admin provides your login email and temporary password (at least 12 characters).
3. Go to /login and sign in to access the fleet and equipment workspace.

Fleet and equipment overview

Keep your company’s rolling assets operating safely and reliably:

• Truck Roster: View and manage all power units in your fleet with unit numbers, VINs, year/make/model details, license plates, and operational statuses (active, in shop, out of service).
• Trailer Roster: Track dry vans, reefers, flatbeds, step decks, and specialized trailers with unit identifiers, length, and maintenance statuses.
• Driver Equipment Assignments: Review current truck-driver assignments and assignment history.

Logging repairs and maintenance

Document scheduled preventive maintenance and unscheduled mechanical repairs:

• Repair Work Orders: Log repairs against specific trucks or trailers, including service date, repair category (brakes, tires, engine, transmission, PM service), and odometer readings.
• Parts & Labor Breakdown: Record parts costs and labor costs accurately for equipment cost-per-mile analysis.
• Service Vendors: Link repair records to master maintenance vendors and repair facilities.

Fuel fills and fleet metrics

Track fuel efficiency and consumption across power units:

• Log Fuel Fills: Record fuel purchases with purchase date, gallons pumped, total cost, state/province, and truck odometer.
• Automatic Expense Integration: Fuel fills automatically generate linked operating expenses to ensure accurate accounting.
• Fleet Fuel Economy: Review miles-per-gallon (MPG) calculations and fuel cost trends.

Driver compliance reminders

Support fleet safety with advisory document reminders:

• Advisory Dates: Review driver commercial driver’s license (CDL) and DOT medical card expiration dates.
• Status Badges: Visual advisory status indicators (Valid, Expiring within 30 days, Expired, Missing) calculated against your company’s timezone.
• Disclaimer: Expiration statuses are advisory record reminders and do not constitute legal compliance verification.

What you will not see

To maintain role specialization and financial security:

• Financial Invoices & Settlements: Customer invoicing, billing rates, contractor pay settlements, and factoring schedules are hidden.
• Financial Reports: Company income statements (P&L), cash flows, and the Financial Journal are inaccessible.
• Workspace Settings: Company-wide administrative settings and team member provisioning are reserved for Admins.