Vehicle Pro is a great feature available on certain subscription tiers of Work Order & Asset Management!

• Click here to see which tiers Vehicle Pro is available on!

Sections in this article:

• Vehicle Pro in Work Order & Asset Management
• Managing Vehicles
• 1. Adding a New Vehicle
• 2. Searching for a Vehicle
• 3. Viewing Details & Work Orders for a Vehicle
• 4. Editing an Existing Vehicle
• Viewing Fuel Up History & Mileage History
• 5. Exporting Vehicles
• 6. Printing Bar Codes
• 7. Updating Fuel on a Vehicle
• 8. Deleting a Vehicle
• 9. Adding a Vehicle to a Work Order
• 10. Vehicle PM's
• Scanning Bar Codes

 

Vehicle Pro in Work Order & Asset Management

For those that are on an eSPACE subscription tier which includes Vehicle Pro, users will find Vehicles and Vehicle [PM] on the left navigation bar of their Work Order & Asset Management module.

• Admins and sub-admins will see all the options under Vehicle Pro in their left-side menu where they can search for, add new and edit vehicles, and add PM's for vehicles. Regular users will only have the option to search for vehicles.

 

Managing Vehicles

By clicking on you are provided with a smart filter search with multiple criteria you can enter including Mileage/Hours Update Past Due Only

 

1. Adding a New Vehicle

• You can "Add New Vehicle" to your fleet

 

• Enter the name of the vehicle, but keep the Identifier field blank since eSPACE will automatically generate a unique identifier for you once you "Save". 
• Then add as much information about the vehicle as you want

 

 

• After adding vehicles, you will see the list of them on the Vehicle homepage.

• You can also export the list of vehicles, print the bar codes for each, add a new vehicle, view the details of one that you already added, update the fuel, edit details about one, delete a vehicle, or update the mileage for one.

 

2. Searching for a Vehicle

• If you have a long list of vehicles or just want to quickly search for one by a specific aspect then you can enter one or more search criteria.
• A. If you commonly use a specific set of search criteria then you can save those filter options....
• B. ....and then later when you return to this page, you can choose "Saved Filter" and choose from one of your saves to quickly enter back in all your unique search parameters. 

 

 

3. Viewing Details & Work Orders for a Vehicle 

• You can click "View Details" on a vehicle in order to see everything about that vehicle.

From this page, you can also A. adjust the mileage and B. see all the associated work orders below whether they were individually created or generated from Vehicle Maintenance PM's. 

 

4. Editing an Existing Vehicle

• You can also choose "Edit" to change or update anything about the vehicle.

 

Viewing Fuel Up History & Mileage History

• After choosing "Edit" on a vehicle, at the bottom of the page is where you can view the "Fuel Up" history and the mileage "History" for that particular vehicle.

 

5. Exporting Vehicles

• You can export the list of vehicles in your account into an Excel spreadsheet.

• When you do, a pop-up box will appear where you can choose which columns of information you want to export out with all the vehicles. You can also click and drag the order of the columns around.

• Before you export if you select to include "Vehicle Identifier Image",

• ...then the Excel will include the column with the bar codes.

 

6. Printing Bar Codes

• Choose "Print Barcodes".

• You can choose to include as many of your vehicles as you want, however, eSPACE is designed to only print one bar code per vehicle at a time. Once you choose which vehicles you want to print bar codes for, choose "Download PDF of Labels". 

• Once the PDF downloads to your computer, open it to see and print the page of bar codes. 

 

 

7. Updating Fuel on a Vehicle 

• On the Vehicle homepage choose "Fuel Up".

• In the pop-up box, enter data for each field and then click "Save".

 

8. Deleting a Vehicle

• You can Delete a Vehicle from your fleet

 

9. Adding a Vehicle to a Work Order

• In order to add a vehicle to a work order before you submit the work order you have to add the service category "Vehicle Maintenance". This particular service category is one of the default service categories that comes automatically included on your account and is automatically connected to any vehicles that you add under .
• When you add the service category "Vehicle Maintencnen" to a work order request, a new field called "Vehicle(s)" will appear so you can then select a particular vehicle for the work order. 

 

 

 

10. Vehicle PM's

Back on the left navigation bar, you can also do the following under

A.  Add Maintenance [PM]

B.  List Maintenance [PM]

C.  List Generated WO's

 

 

Scanning Bar Codes

Lastly, you can use the button to quickly track and manage your Vehicles when out in the field using your Mobile device or from your Desktop.  Here is an article on how to Scan Barcodes from Desktop and here is an article on How to Install eSPACE on Your Mobile Device

 

 

Different eSPACE Subscription Tiers include Different Features

• Click here to see which features are included with each tier!

Viewing Your Subscription Details

• Each eSPACE admin with access to Billing can view what subscription tier your organization currently has and everything that is included in their account under Settings > Other > Billing > Manage.