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Overview

Fleet maintenance can be overwhelming. Missed services, unexpected breakdowns, and lack of cost visibility can throw your operations off track. 

IntelliShift's Fleet Maintenance product is a one stop maintenance program providing users with the ability to manage part inventory, distribute work to vendors or technicians, generate recurring service tasks, or fix immediate issues within your fleet. IntelliShift's Fleet Maintenance product makes maintenance easy by connecting the issues reported on your assets, diagnostic health of your assets, and preventative maintenance schedules.

Table of Contents

• Maintenance Tour
• Viewing the Maintenance Service Module
• Accessing Maintenance
• Maintenance Navigation Overview
• Maintenance Setup Checklist

Maintenance Tour

Viewing the Maintenance Service Module

To view the Maintenance service module, select the “Maintenance” service module on the left-hand navigation panel.

Accessing Maintenance

To view the Maintenance module, you must have the "Maintenance" Permissions toggle active in your user settings. Only Account Administrators and Administrators can change your permissions.

To allow a user to view the Maintenance module, follow these steps:

Choose the correct permissions for the user.

• Maintenance (1)
  • Activating this toggle will allow access to the Maintenance service module.
• Service Module Permissions Toggles (2)
  • Process: Mostly view only permissions.
    • Parts: No Access
    • Vendors: View, Edit, Create, Delete
    • Labor Codes: View Only
    • Task Codes: View Only
    • Work Orders: View Only
    • Service: View Only
    • Issues: View Only
  • Assign: 
    • This toggle allows this individual to be assigned as a technician to a Service History Record or Work Order.
  • All: Full Access. 
    • All Process Permissions
      • + can view, edit, create, and delete, and manage Parts (parts, manufacturers, locations, purchase orders)
    • All Job Creation Permissions
• Job Creation (3):  
  • + can create, edit, update, manage, delete, and assign work orders
  • + can create work orders from "Issues"
  • + can create labor codes
  • + can create task codes
  • + can schedule a service or add service history record

Maintenance Navigation Overview

The top navigation bar includes:

• Dashboard (1)
  • Gain insight into the status of your fleet's maintenance. Manage by exception.
• Issues (2)
  • View a log of issues and their current status. Issues can be created automatically by a failed digital inspection, manually by creating an issue from a trouble code, or even from scratch. Gain quick insight into the status of issues and open a work order to capture the full scope and cost of work needed and completed.
• Trouble Codes (3)
  • Diagnostic Trouble Codes (DTCs) come from the telematics device and are equipment or asset-generated events that provide immediate insight into asset health. The Trouble Codes tab displays specific triggering codes and the asset's Malfunction Indicator Light status. You can filter and sort codes, or make a code actionable by adding it as an issue.
• Service Tasks (4)
  • Service tasks helps you keep track of upcoming scheduled services (both maintenance and compliance), as well as view service history.
• Work Orders (5)
  • Work Orders offer a structured, trackable way to resolve scheduled service tasks and issues, improve cost management, and document parts and labor for multiple tasks. Creating and resolving Work Orders automates issue resolution, resets the clock on reoccurring service tasks, and updates your inventory.
• Tools (6)
  • Manage Parts (6a):
    • Parts: Parts provide you with the ability to track inventory by location, and part cost. By assigning parts to a work order, you'll see the complete cost of maintaining the health of your assets. 
    • Manufacturers: Manufacturers allow you to track and maintain a list of the manufacturers where parts are acquired from. 
    • Locations: Locations link your part inventory to specific sites, providing quick visibility into which parts are available and their quantities. This eliminates the need for onsite checks, ensuring you know when stock is running low.
    • Purchase Orders: Purchase Orders provide you with a formal method of tracking requests to order parts and allows you to receive and document parts from a PO when the shipment arrives.
  • Manage Assets (6b)
    • Manage assets and view asset history such as services, issues, meter readings, inspections, and other attachments. Create a work order, schedule a service, create service history records, or update meter readings.
  • Vendors (6c)
    • Vendors serve a dual purpose. Vendors can provide parts from a purchase order, and/or Vendors can provide labor services when completing a work order.
  • Labor Codes (6d) 
    • Labor Codes define hourly labor rates—whether for in-house or outsourced mechanics. Adding these codes to Work Orders ensures accurate cost alignment for maintaining asset health.
  • Task Codes (6e)
    • Task Codes define recurring services scheduled by date, odometer, or engine hours. Maintenance tasks align with usage (e.g., oil changes), while compliance tasks follow fixed dates (e.g., annual inspections).

Maintenance Setup Checklist

For setup best practices, please review the checklist below. These are steps in which your Project Manager, Account Manager, and/or Customer Success Team will guide you through.

Maintenance Setup

• Ensure accurate Maintenance user permissions.
• Set up Your Parts Inventory
  1. Create Manufacturers
  2. Create Locations
  3. Add Parts
• Set up Vendors
  • Create Vendors
• Create Labor Codes
• Create Task Codes
• Manage Service Tasks
  • Create Service History Record
  • Schedule Upcoming Services

Best Practices

• Ensure your operators are regularly performing inspections through IntelliShift's "In The Field" mobile application. 
• Ensure your Inspect forms are up to date.