Table of Contents

Purpose Vehicles Module List View Search & Filter Options Generate Reports Import / Export Records Record Options Additional Features Selected Vehicle Overview Mode Details Mode Assignments Mode Preventative Mode Maintenance Mode Expenses Mode Common Workflow Questions Settings

Purpose

The Vehicles module allows users to track maintenance, mileage, fuel, and assignments for vehicles and large equipment. Users can receive alerts when preventative maintenance is due, save documentation and files, and track all the details for the vehicle or equipment.

Vehicles Module List View

The Vehicles module home page or "list view" displays all active Vehicle records within the system, allowing users to search for vehicle or equipment records, quickly view assignments, odometer or hours input, next preventative maintenance check due dates, and any problems listed per vehicle.

Quick Search: Search for a vehicle using the vehicle name, assignment, or ID.
My Vehicles: Filter all vehicles assigned to the logged-in user's username.
Archive: View vehicles that have been archived.

Generate Reports

Click the PDF icon to generate the following reports:

Summary: Overview of current assignment, Odometer readings, Problem Alerts, and Next Check dates for all vehicles.
Mileage: All Mileage logs for all vehicles in a specified date range, including fuel entries.
Preventative/PMCS: All scheduled Preventative Maintenance for vehicles in a specified date range.
Maintenance: Scheduled maintenance done to vehicles in a specified date range.
Expense: All Expenses assigned to vehicle records in a specified date range.

Import / Export Records

Import: Use the "⚙️" icon to download the CSV template and upload completed documents.
Export: Select the export icon to download a CSV file of vehicle records.

Record Options

Select the ≡ icon on a record to:

Assign/Unassign: Assign the vehicle to a cost center, division, facility, or personnel record.
Mileage/Fuel: Track mileage and fuel receipts for a vehicle.
Preventative Check: Confirm the preventative checklist has been reviewed and completed.
New Maintenance: Log new maintenance performed on the vehicle.
Print Label: Print a unique label for the vehicle with a scannable QR code.

Additional Features

+ icon: Create a new Vehicle record.
Actions Button: Quickly access functions like Assign/Unassign, Mileage/Fuel Entry, Preventative Check, New Expense, and New Maintenance.
Options Button: Access functions like Manual Problem entry, View History, and Delete.
Vehicle Record Information: Display vehicle ID, year, make/model, and assigned users.
Files/Emails/Notes: Add and view related documents, emails, notes, or checklists.
Attributes: Add custom attributes to track additional data.
Calendar Resource: Link vehicle records as resources on the Dayback Calendar.
Geotab Device Integration: Link vehicle records to existing Geotab devices for better fleet management.
Alerts: Receive notifications for preventative maintenance and other vehicle-related issues.

Selected Vehicle

Overview Mode

View an overview of the vehicle information, problems, next preventative maintenance check, odometer readings, and assignments. Save and view documentation and an image of the vehicle.

Odometer: Updated any time a mileage/fuel entry, preventative check, or a new maintenance record is created.
Problem: Indicates issues such as unassigned status, due scheduled maintenance, or due preventative check. Manual problems can also be added.
Files/Emails/Notes: Section for adding and viewing related documents, emails, notes, or checklists.
Picture: Area to drag and drop an image of the vehicle.
Attributes: Custom fields to track additional data and information.

Details Mode

Track basic details such as VIN, insurance, make/model, purchase cost/date, and registration information.

Type: Customizable drop-down list to categorize the vehicle.
Meter Type: Options include None, Odometer, and Hour Meter.
Calendar Resource: Link to make the vehicle available as a resource on the Dayback Calendar.
Geotab Device: Link to connect the vehicle record to an existing Geotab device for enhanced fleet management.

Assignments Mode

Track and view the vehicle assignment history log. Assign vehicles to cost centers, personnel, divisions, or facilities.

Assignment: The personnel record, division, facility, or cost center the vehicle is assigned to.
Timestamp: The date and time of the vehicle assignment.
User: The username that changed or assigned the vehicle.

Preventative Mode

Track and view vehicle and equipment preventative check entries. Generate reports and alerts based on information logged and create new entries.

Date: The date when the preventative check entry was submitted.
ODO/HRS: The odometer reading or hours at the time of the check.
Description: Details of the check performed or additional information.
Checklist: List of items to be checked during the preventative maintenance.

Maintenance Mode

View an overview of the Maintenance history for the selected vehicle. Set up and create uneditable entries of all required Maintenance.

Date: The date of the Maintenance entry.
ODO/HRS: The odometer reading or hours at the time of maintenance.
Description: The type of Maintenance performed and any additional notes.
Maintenance Setup: Feature to set up scheduled maintenance checks for the vehicle.

Expenses Mode

Enter expenses related to the vehicle. These entries are linked to the Expense module.

Amount: The total cost of the expense.
Purchase Date: The date the expense occurred.
Vendor: The supplier or service provider for the expense.
Job/Contract/Facility/Division: The Cost Center that the expense is tied to.
Buyer: The user who made the purchase.
Expense Account: The accounting category for the expense.
Tax Type: The type of tax paid for the expense.

Common Workflow Questions

How do I set up preventative maintenance intervals for vehicles?
Can I customize the checklist for vehicle maintenance checks?
How do I generate a report of all vehicle expenses for a specific time period?
What's the process for assigning a vehicle to a specific employee or project?
How can I track fuel consumption for a particular vehicle?
What should I do if a vehicle requires immediate maintenance outside of the regular schedule?

Settings

Vehicle settings can be configured in Company Preferences:

Preventative Maintenance Interval: Set the number of days for maintenance alerts.
Checklist: Customize the list of items to be checked during preventative maintenance.
Alert Interval: Adjust the number of days prior to the Preventative Maintenance check for notifications.

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