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Overview

Fuel is one of the largest expenses for fleets, and managing it effectively is critical. Fuel Manager helps reduce costs by identifying wasteful idling, eliminating theft and slippage, and providing accurate MPG data directly from the engine. Track CO2 emissions, set sustainability KPIs, and compare electric and traditional fuel usage for a complete view of your fleet’s energy consumption. Whether integrated with a fuel provider or managed manually, you’ll have full visibility into transactions, usage, and costs to optimize fuel efficiency and meet your operational goals.

Table of Contents

• Viewing the Fuel Manager Module
• Accessing Fuel Manager
• Fuel Manager Navigation Overview
• Fuel Manager Setup Checklist

Viewing the Fuel Manager Module

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

Accessing Fuel Manager

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

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

Choose the correct permissions for the user.

• Fuel Manager Module Toggle (1)
  • Activating this toggle will allow access to the Fuel Manager service module.
• Service Module Permissions Toggles (2)
  • Read: Allows the user to view the Fuel Manager dashboard and transactions.
  • Full Control: Allows the user to view the Fuel Manager dashboard and transactions. The user can also manage fuel accounts, fuel cards, and import transactions.

Please Note: Fuel reports can be downloaded from the dashboards or viewed under the "Analytics" service module.

Fuel Manager Navigation Overview

The top navigation bar includes

• Dashboard (1)
  • Manage by exception. View the number of excessive fuel purchase events per branch, identify fuel theft and non-fuel purchases, all while tracking your progress on cost-saving initiatives. View your fuel usage metrics including miles and hours driven, stop and idle time, MPG, and more. Filter and configure tables and dashboards. Download reports.
• Fuel Transactions (2)
  • View all fuel transactions including fuel card used, paired asset or operator, branch, transaction date, location, fuel type purchased, price, gallons, and total purchase.
• Tool (3)
  • Manage fuel accounts, fuel cards, and import transactions.

Fuel Manager 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.

Best Practices

• Ensure your IntelliShift branches are accurate
  • Administration > Branches
• Ensure your IntelliShift fleet list is accurate
  • Administration > Assets
• Ensure your team has the correct permission toggles to manage the Fuel Management module.
• Ensure your IntelliShift operators list is accurate
  • Administration > Operators
• Ensure you have a system in place to keep operator and asset pairings accurate and up to date.  Please speak with your account manager to identify the best way for you to manage asset/operator pairing. 
  • IntelliShift offers multiple ways to do this:
    • Manual Assignment
    • Automated Digital Inspection Asset/Operator Pairing
    • Company card or key fobs

Fuel Manager Setup

• Update your Asset Fuel Specifications such as Fuel Type, Fuel Tank, Capacity, EPA MPG, Emission Rate, and Idle Gallons per Hour
  • Administration > Assets > Edit Asset > Specifications
• If integrating with a fuel provider (e.g., WEX, ComData):
  • Your account manager will assist you through these next steps.
    1. First, sign an authorization form with your fuel provider. This authorization form will give your fuel provider permission to send data to IntelliShift via an API.
    2. Your account manager will create your fuel provider account with the information offered from your fuel provider.
       • Tools > Manage Accounts
    3. (Optional) Your account manager may ask you to fill out a fuel card template in order to import your fuel cards. Instructions on how to fill out this template will be provided by IntelliShift, or can be found within Tools > Import Fuel Cards > Instructions.
       • We HIGHLY recommend you check the format of your card number with your fuel card provider BEFORE filling out this template. The format of your card number may be different than what's represented on your physical card.
       • Deciding on if you'd like to import your fuel cards depends on many factors. In general, if you keep updated records in your fuel card provider platform, and include unique asset information such as vin and plate, importing fuel cards may not be as necessary as the fuel card will be "created" and assigned in IntelliShift using metadata (VIN< plate, vehicle name) coming from your fuel card provider.
    4. Your account manager will use your completed template to import your fuel cards.
       • Tools > Import Fuel Cards
       • Please note, ensure your fuel cards are imported BEFORE the integration begins pulling transaction data. If your fuel cards are not imported, the integration will create fuel cards by transaction data. Once a fuel card is created, you may need to manually update the fuel card, such as assigning an asset or operator.
• If not integrating with a fuel provider:
  1. Create a Fuel Account.
     • Tools > Manage Accounts
       • Choose "IntelliShift" as your vendor. You can name the account whatever you'd like.
  2. (Optional, but recommended) Add or Import Fuel Cards
     • Tools > Manage Fuel Cards > Add Fuel Card
     • Tools > Import Fuel Cards
       
       • Download the template and find further instructions within Tools > Import Fuel Cards.
       • We HIGHLY recommend you check the format of your card number with your fuel card provider BEFORE filling out this template. The format of your card number may be different than what's represented on your physical card.
       • If you choose to not import fuel cards, fuel cards will be created from your transaction data. Once a fuel card is created, you may need to manually update the fuel card, such as assigning an asset or operator.
  3. Import Fuel Transactions
     • Tools > Import Transactions
       • Download the template and find further instructions within Tools > Import Fuel Cards.