Look after a fleet customer's cars
Mark a customer as a Fleet account and their cars get a list of their own: what each one is due for, who drives it, and a login for the fleet’s manager if you want one. This is for the cars you service. Your own vans and equipment go in Fleet vehicles, equipment and expiry dates.
Set up a fleet account
- Open the client and tick Fleet account. It saves straight away, and nothing is sent to anyone because of it.
- Each car now has Rego expires, Service every (months) and Service every (km). Leave the service boxes blank to use your workshop’s interval, then save the client.
- Under Drivers, press Add driver: their name, mobile, licence expiry, where they keep the car, and the car they drive (Drives).
The Fleet tab
On the Bookings page, Fleet sits beside Requests. It isn’t shown on a phone, and technicians don’t see it. Each car shows its next service, its rego, its driver’s licence and its latest km, and the number on the tab is how many cars need attention.
- The next service is the car’s interval after its last service on an invoice, by date or km, whichever comes first. A service reminder set since that service is used instead.
- A service turns red within 7 days or 500 km, or once it’s overdue, and orange within 30 days or 1,500 km. Rego and licence turn orange 30 days out and red at 7.
- Book opens a new booking with the customer and car filled in. Update km records a reading.
- Not seen lately lists cars with no job or km reading for 18 months and nothing booked. Archive the ones that have left the fleet on the client’s record and they drop off.
Texting drivers for the km
Under Fleet account, Driver km texts starts at Off. Pick Monthly or Weekly and each driver with a car and a mobile is texted for the km, Monday to Friday between 9 and 5. A car with a reading in the last month (or week) isn’t asked.
The text links to a page where the driver enters the odometer and can add a photo of the dash. They can stop the texts from there too. Their line under Drivers then says so, with Turn back on for when they ask for them again.
A reading that doesn’t fit the last one (lower than it, or more km than a car could cover) waits under Km readings to check on the Fleet tab, and counts for nothing until you Confirm it. Reject a typo and it stays out of the countdowns.
A login for the fleet’s manager
Under Fleet portal on the client, press Invite manager and enter their name and email. The invite comes from your workshop and its link works for 14 days; Send again sends a fresh one. Owners, admins and service advisors can invite.
A manager sees only their own fleet’s cars and what each one is due for. They can enter the km, change the rego expiry or the driver, see the work you’ve recommended and their finished jobs with the invoices, and press Book a service. That arrives in Requests marked Fleet portal, with the customer and car already matched, for you to approve like any other request. A km reading of theirs that doesn’t fit waits for you to check, like a driver’s.
Remove ends a manager’s access.
Turning it off
Untick Fleet account and MechOS asks first: the client’s cars leave the Fleet tab, driver km texts stop, and any fleet manager loses the portal.