Fleetpin's Workshop helps you keep track of fleet maintenance tasks and costs and is suitable for businesses operating vehicles, equipment, and machinery of any kind.
Where to find Workshop
Workshop is a premium add-on that can be activated via the Add-ons section in the Admin area of the main Fleetpin web application. You can enable Workshop for all or just some of your assets.
Once you have at least one asset in your fleet subscribed to the Workshop add-on, you will see a new ‘Workshop’ option in the main Fleetpin navigation bar which is on the left side of the screen in the web application, and under the top left menu in the mobile app.
Key concepts
Tasks
In Workshop, everything is centred around tasks. You can use tasks to represent issues or faults, maintenance jobs, or individual things that need to be done for an asset.
Priorities
Tasks can be optionally prioritised to help you better organise them. Low priority tasks drop to the bottom of the task list, while high and urgent move to the top.
Flags
Workshop provides three useful flags:
Do Not Operate: Use this flag to indicate to other users that this asset must not be used.
Not In Service: This indicates that the vehicle is unavailable for use (for example, it is undergoing repair).
Hazard: Use this flag to indicate that users should take caution when using the asset.
Flag message
To provide more detail when a task flag has been applied, you can also enter a short message that will be displayed with the asset in the main map tracking view and in the admin area.
Costs
When maintenance or repair work is carried out, it’s useful to keep a record of the costs associated with these tasks. By tracking costs, Workshop can report on the total costs over a period of time and compare this with the utilisation of the asset to get a cost per hour or cost per kilometre value.
Tasks
How to create a task
To create a task, click on the “+ New task” button above the Assets / Tasks lists. Enter the required task details and confirm by clicking “Create task”. After creating the task, it’s visible in the Tasks list and on the task asset view.
After creating a task, you can:
Apply flags
Assign a priority
Add notes
Edit the title and description
Add a odometer or hour metre reading
Add costs
Close the task
Task details and fields
Tasks have the following fields:
Title: A short name to identify this task.
Asset: The vehicle or asset this task relates to.
Short description: Additional details about this task.
Metre + Metre reading: Keep a record of the metre reading in relation to this task.
Setting task priorities
To help organise your tasks, you can set a priority. Workshop provides the following priority options:
Urgent
High
Normal
Low
By default, new tasks are created using ‘Normal’ priority. You can adjust the priority at any time by choosing an option on the main task view under ‘Priority’.
Flagging tasks and assets
Workshop allows you to ‘flag’ a task and associated asset so that your team can quickly identify tasks or assets that require special attention or care. Workshop provides these flags:
Do not operate: Indicates that an asset is unsafe and/or should not be driven or operated.
Not in service: Flags an asset as being unavailable for use. For example, an asset that is under repair and can not be rented to customers.
Hazard: Let’s other users know to use caution when operating this asset.
In addition to these standard flags, you can also set a custom flag message. For example, you can add a Hazard flag with a message of “Faulty door latch”.
You can add and remove flags, as well as set a custom flag message, on the main task screen under “Asset flags”.
Editing a task
If you need to change the details of a task, select the task from the Tasks list or from the associated asset task list, and click Edit (top right).
Adding costs to a task
As work is carried out to complete a task, you can attach any resulting expenses as a cost on the task. A task cost has the following fields:
Date: The date of the cost (usually the invoice date)
Amount: This total cost
Reference: An invoice number or the name of the supplier.
Description: A short summary of the invoiced work.
When entering the cost, we recommend always using the GST exclusive amount.
You can add costs from the main task view area and click ‘+ Add cost’.
Adding notes to a task
As new information about a task becomes available, or when decisions are made, and actions are taken, it’s a good idea to keep a record of these. Workshop lets you quickly add a note to any task.
To add a note, select a task and enter your note into the “Add a note” field under the Activity section of the main task area.
Please get in touch if you have any questions!