Settings Overview


The Settings section in the platform allows for custom user-level options. Customer and Vendor users can also adjust account-level settings.

To get to the Settings section, expand the User      menu underneath the logo in the upper-left corner and select the Settings option. In the mobile app, the Settings option is available in the left-hand navigation menu.

User


The User section of Settings allows you to view your Username and Role (these settings can only be modified within the Users section of the platform), and allows you to enable Two-Factor Authentication (2FA). 2FA adds an extra layer of protection to your account. Whenever you sign in on a new device, you'll need to enter your password and also a security code sent to your email. To enable 2FA:

  1. Within Settings, expand the User section.
  2. Check the Enable Two-Factor Authentication option.
  3. Tap the Update button.
  4. If your email address is not already confirmed, an email will be sent to the email address on your account so that you can confirm. Once confirmed, 2FA will be enabled on your account.

Email


To modify your Email address:

  1. Within Settings, expand the Email section.
  2. After updating is complete, tap the Update button.

Password


To modify your Password:

  1. Within Settings, expand the Password section.
  2. After updating is complete, tap the Update button.

Profile


To update your name, address, or phone number:

  1. Within Settings, expand the Profile section.
  2. After updating is complete, tap the Update button.

Rate Card


NOTE: This option is available to Vendor and Vendor Admin users.

To create repair orders in the platform, Vendors must configure their rate cards. Many options are available to help streamline the repair order process. Vendor and Supervisor users can override default rate card values directly on repair orders, but Technician users cannot.

If you have access to multiple Customers, you have the option to customize a rate card for each.

You can also customize rate cards at the unit level by adding tags under the Private tab of unit details.

To modify your rate card and/or adjust rate card settings:

  1. Within Settings, expand the Rate Card section.
  2. General Labor - Set default rates for in-shop (per hour), on-site (per hour), emergency (per hour), and special (per hour).
  3. Preventive Maintenance - Set default hourly rate for preventive maintenance repairs.
  4. Service Call - Set default flat, per mile, and per hour rates for services calls.
  5. Towing - Set default flat, per mile, and per hour rates for light towing, heavy towing, and winching.
  6. Parts Markup - Set default markup for parts, if applicable.
  7. Additional Charges - Set default flat and % additional charges, if applicable.
  8. Tax Rate - Set default tax rate and rules for both parts and labor.
  9. Tax Exceptions - Setup tax exceptions for service calls and towing.
  10. After updating the rate card, tap the Update button.

Hours of Operation


NOTE: This option is available to Vendor and Vendor Admin users.

When a customer needs emergency repair, it is important to know the hours of operation of the available vendors. To add/modify your hours of operation:

  1. Within Settings, expand the Hours of Operation section.
  2. Enter in the open and close times for each day of the week. If the shop is not open on a particular day(s), leave the open and close times blank.
  3. After updating the times, tap the Update button.

Services


NOTE: This option is available to Vendor and Vendor Admin users.

Vendors can set which services they offer in the platform. Services include Scheduled and on-demand repair, Emergency repair, Preventive maintenance, Mobile maintenance, Towing, Tire, and Other. To modify your list of available services:

  1. Within Settings, expand the Services section.
  2. Select the services that you offer, then tap the Update button.

Goals


NOTE: This option is available to Customer, Customer Admin, Vendor, and Vendor Admin users.

Customers have the option to setup unit goals, which will add a green goal line to the corresponding analytics reports. Goals can be setup for RO Cost by Unit, Utilization Overview, PM Compliance Overview, and PM Quality Overview. To configure goals:

  1. Within Settings, expand the Goals section.
  2. Enter the goals for each available report.
  3. After updating is complete, tap the Update button.

Vendors* have the option to setup labor hour goals, which will then become visible when modifying task labor hours. To configure labor hour goals:

  1. Within Settings, expand the Goals section.
  2. Select System-Component Code(s) - Select the system-component code(s) you would like the update to target.
  3. Goal Labor Hour(s) - Enter the number of goal labor hours, using decimal format.
  4. After updating is complete, tap the Update button.

Email Notifications


NOTE: This option is available to Customer, Customer Admin, and Vendor users.

Customer users can modify email notifications at the group level, and select from options listed under the following Types:

Repair Order

  1. Within Settings, expand the Email Notifications section.
  2. Select Repair Order from the Type list.
  3. Select Group(s) - Select the groups you would like the update to target.
  4. Estimate Approvals - Select which user(s) you would like to receive estimate approval notifications for the group.
  5. RO Updates - Select which user(s) you would like to receive repair order update notifications for the group. Vendor connection requests will also be sent to this contact.
  6. Attach PDF copy to invoice email - Select this option if you would like to receive a PDF copy of the invoice attached to invoice notification emails.
  7. Managed maintenance only - Select this option if you would only like to receive email notifications on managed maintenance repairs.
  8. After updating is complete, tap the Update button.

Statement

  1. Within Settings, expand the Email Notifications section.
  2. Select Statement from the Type list.
  3. Select Group(s) - Select the groups you would like the update to target.
  4. Statements - Select which user(s) you would like to receive statement notifications for the group.
  5. After updating is complete, tap the Update button.

Unit

  1. Within Settings, expand the Email Notifications section.
  2. Select Unit from the Type list.
  3. Select Group(s) - Select the groups you would like the update to target.
  4. Scheduled Maintenance - Select which user(s) you would like to receive scheduled maintenance notifications for the group. You will receive a notification when the date is within 30 days (if the interval is set to days), 80% of the mileage has been driven (if the interval is set to miles), and/or 80% of the engine hours have elapsed (if the interval is set to engine hours).
  5. Unit Expirations - Select which user(s) you would like to receive unit expiration warning notifications (including registration/permit expiration, and lease end) for the group. You will receive a notification when the date is within 60 days.
  6. After updating is complete, tap the Update button.

Vendor users can modify email notifications for repair orders:

  1. Send Repair Order Updates To - Select the user that should receive repair order update emails for this vendor.
  2. After updating is complete, tap the Update button.

Platform Options


NOTE: This option is available to Vendor, Vendor Admin, Customer and Customer Admin users.

Customer users can modify various options within the platform. To customize, select from options listed under the following Types:

Repair Orders

  1. Within Settings, expand the Platform Options section.
  2. Select the Repair Order option from the Type list.
  3. Track cost savings while creating ROs - For customers that create their own repair orders, this option can be checked to provide additional savings tracking functionality.
  4. Include option to automatically mark as Paid after invoice - For customers that create their own repair orders, this option can be checked to remove the added step of marking an invoice as paid.
  5. Always hide Undo Invoice - For customers that create their own repair orders, this option can be checked to always hide the Undo Invoice option (this option may already be hidden in certain situations).
  6. Include option to clone and edit invoices - For customers that create their own repair orders, this option can be checked to add a Clone button at the bottom of each invoice. A cloned invoice can be edited and used for third party billing purposes.
  7. Give vendors access to all unit RO history - By default, vendors can only view their own history when creating an RO. This option can be checked to provide vendors with visibility to all unit RO history.
  8. Allow all vendors to edit RO unit and dates - By default, vendors that were not added by a Customer cannot modify the unit and/or dates on a repair order after it has been invoiced. This option can be checked to provide vendors with additional editing capabilities.
  9. Custom Estimate/Invoice Footer - Any text entered here will be included at the bottom of your estimates and invoices. Custom formatting is available using the following case-sensitive text:
    • *box* - adding this text (including the * at the beginning and end) at the top of the textbox will enclose the footer text in a rounded-edge box.
    • *left-align* - adding this text (including the * at the beginning and end) at the top of the textbox will left-align footer text (the text is centered by default).
    • *right-align* - adding this text (including the * at the beginning and end) at the top of the textbox will right-align footer text (the text is centered by default).
    • *italic* - adding this text (including the * at the beginning and end) at the top of the textbox will italicize the footer text.
    • *bold* - adding this text (including the * at the beginning and end) at the top of the textbox will make the footer text bold.
    • *line* - this text (including the * at the beginning and end) can be inserted anywhere in the textbox, and will produce a horizontal line separator in the footer.
  10. After updating is complete, tap the Update button.

Purchase Orders

  1. Within Settings, expand the Platform Options section.
  2. Select the Purchase Order option from the Type list.
  3. Require Invoice Number - Select this option to require an invoice number prior to Close.
  4. Allow full editing prior to Close - When this option is selected, line items and summary in an Open and/or Received purchase order will be editable.
  5. Always hide Undo Close - Select this option to always hide the Undo Close option (this option may already be hidden in certain situations).
  6. Tap the Update button to apply changes.

Vendor users can modify various options within the platform. To customize, select from options listed under the following Types:

Repair Orders

  1. Within Settings, expand the Platform Options section.
  2. Select the Repair Order option from the Type list.
  3. Company Logo - If a logo is provided, it will be displayed at the top of estimates and invoices. If not provided, the company name will be displayed in text format.
  4. Include task timer while editing - When this option is checked, a start/stop timer to track labor hours will be available when adding tasks to a repair order.
  5. Include Unapplied Time tab to track non-RO activity - When this option is checked, a tab within the Repair Orders section will be available to track unapplied time.
  6. Hide labor hours on estimates/invoices - When this option is checked, the number of labor hours will be hidden on estimates and invoices.
  7. Show pre-tax subtotal - When this option is checked, the subtotal (total before taxes and credits) will appear on estimates and invoices.
  8. Include option to automatically mark as Paid after invoice - When this option is checked, an option will be available to mark an RO paid at the time of invoice.
  9. Always hide Undo Invoice - When this option is checked, the option to Undo Invoice is always hidden (this option may already be hidden in certain situations).
  10. Disallow Inventory Adding by Role - This option allows you to prevent Technician and/or Supervisor users on your account from adding new part inventory while creating an RO.
  11. Hide Dollar Amounts by Role - This option allows you to hide repair order dollar amounts from Technician users on your account, and/or Contact roles (added by a Customer user on your account).
  12. Custom Estimate/Invoice Footer - Any text entered here will be included at the bottom of your estimates and invoices. Custom formatting is available using the following case-sensitive text:
    • *box* - adding this text (including the * at the beginning and end) at the top of the textbox will enclose the footer text in a rounded-edge box.
    • *left-align* - adding this text (including the * at the beginning and end) at the top of the textbox will left-align footer text (the text is centered by default).
    • *right-align* - adding this text (including the * at the beginning and end) at the top of the textbox will right-align footer text (the text is centered by default).
    • *italic* - adding this text (including the * at the beginning and end) at the top of the textbox will italicize the footer text.
    • *bold* - adding this text (including the * at the beginning and end) at the top of the textbox will make the footer text bold.
    • *line* - this text (including the * at the beginning and end) can be inserted anywhere in the textbox, and will produce a horizontal line separator in the footer.
  13. After updating is complete, tap the Update button.

Purchase Orders

  1. Within Settings, expand the Platform Options section.
  2. Select the Purchase Order option from the Type list.
  3. Require Invoice Number - Select this option to require an invoice number prior to Close.
  4. Allow full editing prior to close - When this option is selected, line items and summary in an Open and/or Received purchase order will be editable.
  5. Always hide Undo Close - Select this option to always hide the Undo Close option (this option may already be hidden in certain situations).
  6. Tap the Update button to apply changes.

Platform Notifications


NOTE: This option is available to Customer, Customer Admin, and Vendor users.

Notifications can be customized and displayed within the platform to users on your account. To customize, select from options listed under the following Types:

Dashboard Defaults

  1. Within Settings, expand the Platform Notifications section.
  2. Select the Dashboard Defaults option from the Type list.
  3. Select which dashboard notification(s) you would like your account to receive.
  4. After updating is complete, tap the Update button.

Scheduled Maintenance

  1. Within Settings, expand the Platform Notifications section.
  2. Select the Scheduled Maintenance option from the Type list.
  3. Almost Due At - A scheduled maintenance will be considered Almost Due (and notifications will be displayed) when this percentage of the scheduled interval has elapsed. The default value is 80%.
  4. Max Notification Days - Notifications will not be displayed until the due date is less than or equal to this many days in the future. The default value is 60.
  5. After updating is complete, tap the Update button.

Create/Edit Notification

  1. Within Settings, expand the Platform Notifications section.
  2. For Customer and Vendor users, select the Create/Edit Notification option from the Type list (for all other users, the Type option will not be visible and this step can be skipped).
  3. Select the Add new notification... option in the Select Notification list.
  4. Enter the Notification Name (this will be for reference purposes - it will not appear in the notification), and the Notification Text. Note that the list of notifications are ordered alphabetically by Notification Name - this can be used to control the display order if multiple notifications are added to the same screen.
  5. An optional Link Text and Link URL can be added.
  6. Select Notification Type and Notification Icon.
  7. Next, select Notification Location to select where the notification should be displayed (the default location is Dashboard).
  8. Use the Show to Roles option to select which role(s) should see the notification.
  9. If Notification Location is set to RO Create/Edit (Vendors only), you can select Show When Customer Is to only show the notification when a particular customer is on the RO being edited.
  10. Tap the Add button.

To edit an existing notification:

  1. Select the notification you'd like to edit from the Select Notification list.
  2. After editing is complete, tap the Update button.

Platform Visibility


NOTE: This option is available to Customer and Vendor users.

High level sections within the platform can be hidden to specific roles on your account. To customize visibility:

  1. Within Settings, expand the Platform Visibility section.
  2. Select Role(s) - Select which role(s) you would like to apply the changes to.
  3. Always Read-Only - Select which section(s) should always be read-only (some sections will already be read-only for some user roles).
  4. Always Hidden - Select which section(s) should always be hidden (some sections will already be hidden from some user roles).
  5. Tap the Update button to apply changes.

API


NOTE: This option is available to Customer and Vendor users.

An API Key can be used to make an API call on behalf of your account. Treat your API Keys as you would any other password (grant access only to those who need it, and ensure it is kept out of any version control system you may be using).

To generate a new API key:

  1. Within Settings, expand the API section.
  2. Select the Add new API key... option in the Select API Key list.
  3. Enter the Description (this will be used for reference purposes).
  4. To authenticate API calls using JSON Web Tokens, check the Use JSON Web Tokens (JWT) option. If this option is selected, a token must be generated using your API Key prior to making an API call. Generated tokens are valid for 4 hours, and use a 256-bit HMAC cryptographic algorithm for digital signatures.
  5. If the API key should only be allowed to read data (i.e. it should not be used to add or update data), check the Read-Only option.
  6. Tap the Generate Key button.

To edit an existing API key:

  1. Select the API key you'd like to edit from the Select API Key list.
  2. After editing is complete, tap the Update button.
  3. If your API key has been compromised, you can delete it by tapping the Delete button. Deleting an API Key deletes it forever and you won't have a way to get it back - any API call using this key must be updated.

Visit the API documentation page for information on all available API calls.

Webhooks


NOTE: This option is available to Customer users.

Webhooks can be used to notify your application when a milestone event happens in your account. To setup webhooks:

  1. Within Settings, expand the Webhooks section.
  2. Check the Enable checkbox to turn on webhooks (uncheck the checkbox to turn webhooks off).
  3. Set the Endpoint URL - note that a secure (https) endpoint is required.
  4. Select the Send Events - these are the events that will trigger a webhook notification to the endpoint URL.
  5. Enter a Webhook Secret - this value is passed along when posting data to your endpoint URL, and can be used to verify the source of the request.
  6. Tap the Update button to save your settings.
  7. If you'd like to send a test webhook, tap the Send Test Webhook button. When tapped, you will receive a simulated notification to your endpoint on your most recent RO.
  8. Visit the webhooks documentation page for more information on available events and the data returned.

Integrations


NOTE: This option is available to Customer and Vendor** users.

Non-telematics integrations can be configured in your account via settings. To setup an integration:

  1. Within Settings, expand the Integrations section.
  2. Select the integration from the Select Integration list.
    • Love's Travel Stops
      • Check the Enable checkbox.
      • Customer Number - enter the Customer Number that was provided to you by Love's.
      • Client ID - enter the Client ID that was provided to you by Love's.
      • Client Secret - enter the Client Secret that was provided to you by Love's.
      • After updating is complete, tap the Update button.
      • Integration Notes:
        • The Love's integration is only available to Customer roles.
        • To associate a Vendor with a Love's location:
          1. Make sure the integration has been added using the steps above.
          2. Go to the Users section of the platform.
          3. Add a check next to the Love's vendor(s).
          4. Tap the Update option.
          5. Select Integrations, then select Love's Travel Stops.
        • Once a Vendor is associated with a Love's location, you will see the option to integrate with Love's while creating a repair order (an icon will appear in the upper-right corner of the screen).
        • To begin an integration on a newly created repair order:
          1. Provide the Repair Order # to Love's - this will be used as the authorization number used by the integration.
          2. Tap on the integration icon in the upper-right corner of the repair order.
          3. Tap the Yes button.
        • If the integration is setup correctly, the repair order will automatically be updated upon completion.
    • TA Travel Center
      • Check the Enable checkbox.
      • Client ID - enter the Client ID that was provided to you by TA.
      • Client Secret - enter the Client Secret that was provided to you by TA.
      • After updating is complete, tap the Update button.
      • Integration Notes:
        • The TA integration is only available to Customer roles.
        • To associate a Vendor with a TA location:
          1. Make sure the integration has been added using the steps above.
          2. Go to the Users section of the platform.
          3. Add a check next to the TA vendor(s).
          4. Tap the Update option.
          5. Select Integrations, then select TA Travel Center.
        • Once a Vendor is associated with a TA location, you will see the option to integrate with TA while creating a repair order (an icon will appear in the upper-right corner of the screen).
        • To begin an integration on a newly created repair order:
          1. Tap on the integration icon in the upper-right corner of the repair order.
          2. TA Location Code - enter the location code of the TA (NOTE: the default value will be the Vendor's Company ID).
          3. TA Work Order Number - enter TA's work order number.
          4. Tap the Yes button.
        • If the integration is setup correctly, the repair order will automatically be updated upon completion.
    • McLeod
      • Check the Enable checkbox.
      • Integration ID - please contact us for assistance with setting up an integration ID.
      • Options
        • RO Status - this will automatically update the unit status in McLeod during an RO.
        • RO Journal - this will add individual journal entries into McLeod for labor total, part total, and tax total when an RO is invoiced.
        • PO Vouchers - this will add a voucher into McLeod when a PO is closed.
      • Labor GL ID - this value is required when using the RO Journal Entries option.
      • Parts GL ID, Additional Charges GL ID, Tax GL ID - if using the RO Journal Entries option, additional GLs can be added for additional journal entries.
      • After updating is complete, tap the Update button.

Payments


NOTE: This option is available to Customer, Manager, and Vendor users.

For convenient payment within the platform, credit/debit card and/or bank account information (for ACH payments) is securely stored. To update your payment information:

  1. Within Settings, expand the Payments section.
  2. First, update your billing information, and then tap the Update button.
  3. After updating your billing information, if you don't already have a default payment method stored, tap the Add Payment Method button.
  4. Next, select Credit/Debit Card, or Bank Account (ACH), and follow the on-screen prompts to add the payment source. You can add/delete as many payment sources as necessary, selecting one default (your default payment source will be used for Monthly Subscriptions).
    • Credit Cards - After adding a credit card, it is immediately available to use within the platform.
    • Bank Accounts - After adding a bank account, it needs to be verified. Verification is done via two small deposits into the bank account that we will automatically send. These deposits will take 1-2 business days to appear on your online statement. The statement description for these deposits will be AMNTS and then the values of the two microdeposits that were sent. Once received, you will need to enter the value of the two deposits where prompted in Settings. There is a limit of 10 failed verification attempts - once this limit has been crossed, the bank account will not be able to be verified.

Please note that Customer Admins users will use the payment method on the Customer account, and Vendor Admins users will use the payment method on the Vendor account.

If a Vendor user is setup to accept credit card/ACH payments, the following options will be available:

  1. Receiving Payment - toggle the option to accept Credit/Debit Cards and Bank Transfers (ACH).
  2. Statement Descriptor - A statement descriptor is the text that appears on the customer credit card and/or bank statements. The default is set to FLEETROCK, and currently cannot be edited.

W-9


NOTE: This option is available to Vendor and Vendor Admin users.

If a vendor is paid $600 or more over the course of a tax year, payments may need to be reported to the IRS on an information return called form 1099-MISC. The name, address and tax identification number from form W-9 are used to complete form 1099-MISC. To submit your completed form W-9:

  1. Within Settings, expand the W-9 section.
  2. Select the completed W-9 file from your computer/device (you can download form W-9 here).
  3. Tap the Submit button.

Agreement


NOTE: This option is available to Vendor users.

Before using the platform, Vendors must accept the terms of the Vendor Agreement. To accept the terms:

  1. Within Settings, expand the Agreement section.
  2. Select I accept the terms of this agreement.
  3. Tap the Submit button.

* Customers and Customer Admins can also access these features, if the customer adds a Vendor user to their account.

** Does not include Vendors that were added by a Customer or Vendor user.