FleetVF Support & Help

Application de gestion de flotte — usage interne entreprise

Guides, FAQ and contact with your administrator

Getting Started Guide

Welcome to FleetVF. Follow these steps to get started.

1

System Login

Use the credentials provided by your administrator to log into the FleetVF system.

  • Enter your email or username
  • Enter your password
  • Check "Remember me" to stay logged in
2

Explore the Dashboard

The dashboard gives you an overview of your fleet:

  • Tasks Due: Equipment requiring maintenance
  • Inventory Low: Low stock items
  • Work Orders: Work order charts
  • Purchase Orders: Order tracking
3

Understanding Permissions

Your system access depends on your permissions:

  • Some sections may be hidden based on your rights
  • Contact your administrator to modify your permissions
  • Permissions determine what you can see and modify
4

System Navigation

Use the side menu to access different sections:

  • Equipment: Manage your equipment
  • Work Orders: Create and track work orders
  • Inventory: Manage your inventory
  • Employees: Manage employees
  • Reports: View reports

Guides by Module

Detailed guides for each FleetVF feature

Equipment Management

Create Equipment

  1. Go to Equipment
  2. Click the + button in the top right
  3. Fill in the information:
    • Unit Number
    • Make & Model
    • Equipment type
    • Location
    • Status
  4. Click Save

Import Equipment

  1. Click Import Equipment
  2. Download the CSV template
  3. Fill the file with your data (Make and Model in separate columns)
  4. Upload the file
  5. Verify the mapped data
  6. Confirm the import

Manage Meters

  • Access equipment details
  • Go to the Meters tab
  • Update counters (mileage, hours, etc.)
  • The system automatically generates maintenance alerts

Work Orders

Create a Work Order

  1. Go to Work Orders
  2. Click +
  3. Select the concerned equipment
  4. Choose the type:
    • Depannage Arret (breakdown - stopped)
    • Depannage Marche (breakdown - running)
    • In Progress
    • Open
  5. Add a detailed description
  6. Assign to an employee if necessary
  7. Save

Track a Work Order

  • View the work orders list
  • Filter by status, equipment, or employee
  • Click on an order to see details
  • Update the status as you progress

Inspections

Perform an Inspection

  1. Go to Inspections
  2. Create a new inspection
  3. Select the equipment to inspect
  4. Choose an inspection template
  5. Fill in all required fields
  6. Add photos if necessary
  7. Save the inspection

Inspection Templates

  • Create reusable templates in Inspection Templates
  • Define items to check
  • Use these templates to standardize your inspections

Inventory

Manage Inventory

  1. Go to Inventory
  2. Add a new item with +
  3. Define:
    • Item name
    • Stock quantity
    • Low stock threshold
    • Warehouse
    • Unit price
  4. The system automatically alerts you when stock is low

Stock Alerts

  • Alerts appear on the dashboard
  • Filter by status: Out of Stock, Low Stock
  • Create Purchase Orders to restock

Purchase Orders

Create a Purchase Order

  1. Go to Purchase Orders
  2. Click +
  3. Select a vendor
  4. Add items to order
  5. Define quantities and prices
  6. Choose the currency
  7. Submit for approval

Track an Order

  • Statuses: Approval, Ordered, Received, Partial
  • View order history
  • Receive email notifications

Employee Management

Add an Employee

  1. Go to Employees
  2. Click +
  3. Fill in the information:
    • First and last name
    • Email
    • Job Title
    • Department
    • Permissions
  4. Save

Manage Permissions

  • Define which sections each employee can see
  • Control add, modify, delete rights
  • Permissions are managed by administrators

Preventive Maintenance

PM Templates

  1. Create maintenance templates in PM Templates
  2. Define recurring tasks
  3. Configure intervals:
    • By mileage
    • By usage hours
    • By calendar days
  4. Associate the template with equipment
  5. The system automatically generates work orders

Automatic Tracking

  • The system tracks metrics (meters, hours, days)
  • Generates alerts when maintenance is due
  • Automatically creates work orders

Reports

Generate Reports

  1. Go to Reports
  2. Select the report type
  3. Choose the period
  4. Filter by equipment, location, etc.
  5. Generate and export the report

Report Types

  • Equipment reports
  • Maintenance reports
  • Cost reports
  • Inventory reports

Locations

Manage Locations

  1. Go to Locations
  2. Create new locations
  3. Organize your equipment by location
  4. Filter equipment by location

Vendors

Manage Vendors

  1. Go to Vendors
  2. Add a new vendor
  3. Record contact information
  4. Associate vendors with purchase orders

Frequently Asked Questions

Quickly find answers to the most common questions

How do I create my first equipment?

Go to the Equipment section and click the + button in the top right. Fill in the required information (unit number, type, model, etc.) and click Save.

How do I import multiple equipment at once?

Use the Excel import feature. Click Import Equipment in the Equipment section, download the CSV template, fill it with your data (Make and Model in separate columns), then upload the file. The system will automatically import all equipment.

How do I track preventive maintenance?

Use maintenance templates (PM Templates) to create recurring maintenance tasks. The system will automatically generate work orders based on the intervals you define (mileage, hours, days, etc.).

How do I create a work order?

Go to Work Orders, click the + button, select the concerned equipment, choose the work order type, add a description and assign it to an employee if necessary.

How do I track repair history?

All work orders are recorded in each equipment's history. Access equipment details and check the Work Orders tab to see the complete repair and maintenance history.

How do I manage low stock alerts?

The system automatically alerts you when an item's stock is low. You can configure alert thresholds in each inventory item's settings. Alerts appear on the dashboard.

How do I modify my account information?

Contact your system administrator to modify your account information. Profile modifications are managed by administrators to ensure data security.

How do I configure user permissions?

Permissions are managed by administrators. Each user can have specific permissions for different sections (Equipment, Work Orders, Inventory, etc.). Contact your administrator to modify permissions.

The system is slow, what should I do?

Check your Internet connection. If the problem persists, clear your browser cache (Ctrl+Shift+Delete) and reload the page. Contact technical support if the problem continues.

I can't see certain sections, why?

This depends on your user permissions. Some sections may be hidden based on your access rights. Contact your administrator to obtain the necessary permissions.

How do I update meters (counters)?

Go to Update Meters or access equipment details and go to the Meters tab. Enter new values for counters (mileage, hours, etc.) and save.

Contact

Enterprise internal use — contact your organization's administrator

Organization Administrator

Accounts, access rights, permissions, user management.

Contact your organization's FleetVF administrator.

Technical Support

Connection issues, bugs, usage questions.

Your administrator or internal technical support can assist you.

Guides and FAQ

See the Getting Started, Guides and FAQ sections on this page.

Enterprise internal use

FleetVF is deployed for your organization. Accounts are created and managed by your administrator. For any request (access, password, permissions), contact your organization's FleetVF administrator.

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