Fleet Admin Onboarding

Role focus

Fleet Admins oversee company service, decide assigned approvals, and review credit, monthly statements and Fleet history. Service center staff manage bookings, vehicles and Driver assignments.

What you need

Confirm your fleet account access, company profile, authorized vehicles, driver list, approval rules, and billing contact. Fleet Admin access is external customer access, not tenant staff access.

Use the labeled sidebar to move between your Fleet workspace pages. On a smaller screen, open the header navigation menu for the same choices. Confirm the company and your role before reviewing records; the menu does not change account membership or vehicle assignments.

Open the fleet access route provided by the service center. Fleet Admin sign-in opens the fleet account workspace, not the tenant staff workspace. Start with the fleet profile, then review the plate-first active-service list, approval requests assigned to you, credit context, and latest billing summary. The Updated time records a manual snapshot; refresh the page when you need a new one. Use Help for public guidance and Log out on shared devices.

First steps

Confirm the company name and Fleet account number shown in the workspace.
Review active service by registration plate and Repair Order number.
Open Approvals, then Review estimate for a request assigned to you. Check all displayed work items, quantities, prices, discounts, tax, estimate version, currency and additional-work total. Check the separate service package price and projected combined total before deciding.
Review Approved work awaiting billing and available credit when a limit applies. Ask staff about a required credit exception or an estimate that needs review.
Choose approval or rejection, review the confirmation, and confirm your decision. Go back records no decision. Check for Decision recorded before leaving the page.
Use Vehicles in service, Service history and Previous/Next for complete work lists. History supports vehicle, status and inclusive date filters, plus Clear filters.
Open Billing statements and select a period to review its included work and total.
Escalate missing vehicle or approval visibility to the service center.
Use Log out when finished, especially on a shared device, and confirm a protected Fleet route asks for sign-in before handing over the device.

Typical workflow

Fleet Admin work is approval and oversight. Watch active service for company vehicles, make approval decisions when required, and use history and billing context to understand cost and maintenance patterns.

When to ask for help

Ask the Service Advisor about estimate details and timing. Ask the Driver to confirm the vehicle. Ask authorized staff about Driver assignments and credit exceptions. The service center billing contact can explain statements, invoices and payments; a prepared statement does not mean payment.

Safe use

Do keep approval decisions tied to the correct vehicle, driver, estimate, and account. Do not share fleet access with drivers, use staff routes, or expect visibility into another fleet account.

Example

Open a company vehicle with active service, review the estimate and credit context, make the approval decision, and then find where the service will appear in fleet history.