Depots

The Depots page lists all the Depots assigned to the Accounts you have access to.

You can sort by any column that has the (Up/Down arrow icon). The list can be filtered by Specific Teams, Accounts, or Depots by clicking the filter and selecting the items you want to view. You can search for a specific depot name by using the search box.

Hyperlinks

The following fields have hyperlinks:

Team Name: Clicking the Team name will open a new tab for that team loading PSSM Fleet.

Account Name: Clicking the Account name will open the Account Details Page.

Depot Name: Clicking the Depot name will open the Depot Details page.

CREATE DEPOT

Clicking CREATE DEPOT allows you to create a single Depot or bulk create Depots.

Create Depot

If you click CREATE DEPOT->Create Depot, the Create Depot modal will be displayed.

To create a new Depot, the required fields are Account, Name, Email, Country, State, City and Primary Contact. You may also optionally provide the Fleet Management System (FMS) ID, any pertinent notes for the Depot, an address, a postal code, and a Primary Contact. To create a new contact, select Create New Contact and enter the First Name, Last Name, and Email address. To select an existing contact from the Account Contacts, click Select Existing Contact and select a contact from the drop-down.

Once all the required fields are provided, the CREATE DEPOT will enable. Clicking CREATE DEPOT will create the Depot. Clicking CANCEL will close the modal, and no changes will be made.

Bulk Create Depot

Clicking CREATE DEPOT->Bulk Create Depot allows a group of depots to be added at one time using the Bulk Create Depots wizard. The wizard will use a CSV file to upload large batches of depots. To get a sample CSV file, click DOWNLOAD CSV TEMPLATE.

The Template has the following fields:

Required Fields:

Account: The Account ID for the Account you are creating the Depot.

FMS ID: The Fleet Management System ID for the Depot.

Name: The Name for the Depot

Email: The email associated with the Depot.

Country: The two character Country Code where the Depot resides. For example, US for United States.

State: The two character status code. For example, NC for North Carolina.

City: The city where the Depot resides.

Optional Fields:

Address: The street address for the Depot.

Postal Code: The postal code for the Depot.

Notes: Any notes for the Depot. The notes can be up to 1000 characters.

Primary Contact Name: The name of the primary contact.

Contact Email: The primary contact's email address.

Contact Phone: The primary contact's phone number.

Click UPLOAD CSV FILE to select the file to upload and click CONTINUE->. 

The Summary page will be displayed with the number of depots added and any depots that failed. Click DOWNLOAD REPORT to review the details for the upload. Click CLOSE to close the wizard.

ADD ASSET

Clicking ADD ASSET allows you to create a single Asset or bulk create Assets.

Add Asset

To add up to 100 assets using VIN numbers, click ADD ASSET->Add Asset. This will open the Add Asset wizard. You will need to select the Account and the Depot the assets will be added to.

Enter the VIN numbers you want to add. You can add up to 100 VINs via the wizard. Note that the VIN numbers can be separated by commas, spaces, or line breaks. Click CONTINUE -> to go to the Review screen.

The Review screen will categorize the VINs provided as follows:

• New Asset: A new asset that can be added to the depot.
• In Other Accounts: The asset currently resides in a different account.
• In Other Depots: The asset currently resides in a different depot.
• Invalid VIN: The VIN number is invalid and will not be processed.

VINs that are new, in other accounts, or in other depots will be added to the selected Depot. Click CONTINUE-> to continue.

The Add Unit # screen will allow you to enter a Unit Number for each VIN that will be added to the Depot. Once all Unit Numbers are entered, click CONTINUE->. Note that providing a unit number is not required.

The Summary screen will show you the number of units successfully added and the number of any units that failed. Click DOWNLOAD REPORT to see the details for the VINs processed. Click CLOSE to close the Add Asset wizard.

Bulk Add Assets

Clicking MANAGE ASSETS->Bulk Add Assets presents the Bulk Add Asset wizard. The wizard will use a CSV file to upload large batches of assets. To get a sample CSV file, click DOWNLOAD CSV TEMPLATE.

The template has the following fields:

Required Fields:

Account ID: The Account ID that will receive the asset.

FMS ID: The FMS ID for the Depot that will receive the asset.

VIN: The VIN number for the asset.

Unit #: The Unit Number for the asset.

Optional Fields:

Odometer: The current odometer reading for the asset.

Engine Hours: The current engine hours reading for the asset.

Fleet Info: Updates the Notes field for the depot with the FMS ID selected.

Once the file is populated with the asset information above, click UPLOAD CSV FILE and click CONTINUE->.

The system will start processing the file. If you are processing a lot of assets, you can click CLOSE on the dialog and will get a pop-up notification when the process is completed. You can click DOWNLOAD REPORT from the notification to review the results.

If the process completes while the dialog is open, the Summary page will be displayed. This will give success and failure notification and provide a report that can be downloaded by clicking DOWNLOAD REPORT.

Edit Depot

Clicking EDIT on a depot line will display the Edit Depot modal. 

This allows the Name, Email, FMS ID, Address, and Notes to be edited. Note that required fields Name, Email, Country, State, and City must be provided to save the changes.

Depot Details

Clicking a Depot Name opens the Depot details. The page header displays the Depot Name, FMS ID, Address, City, State, Zip, Email Address, and the Primary Contact for the Depot if one has been set. Clicking Edit opens the Edit Depot modal. 

The breadcrumbs at the top allow you to go directly to the account to which the Depot belongs.

The Depot Details page also includes three tabs for the selected Depot:

Assets Tab

The assets tab lists all the assets for the selected Depot. You can sort by any column that has the (Up/Down arrow icon). The list can be filtered by Asset Type, Year, Make, or Model. You can also search for an asset by VIN, Serial, Unit Number, Chassis, or Engine by typing in at least three characters in the search box.

ADD ASSET

To add up to 100 assets using VIN numbers, click ADD ASSET->Add Asset. This will open the Add Asset wizard. The Account and Depot will automatically be populated with the information for the Depot you have selected.

Enter the VIN numbers you want to add. You can add up to 100 VINs via the wizard. Note that the VIN numbers can be separated by commas, spaces, or line breaks. Click CONTINUE -> to go to the Review screen.

The Review screen will categorize the VINs provided as follows:

• New Asset: A new asset that can be added to the depot.
• In Other Accounts: The asset currently resides in a different account.
• In Other Depots: The asset currently resides in a different depot.
• Invalid VIN: The VIN number is invalid and will not be processed.

VINs that are new, in other accounts, or in other depots will be added to the selected Depot. Click CONTINUE-> to continue.

The Add Unit # screen will allow you to enter a Unit Number for each VIN that will be added to the Depot. Once all Unit Numbers are entered, click CONTINUE->. Note that providing a unit number is not required.

The Summary screen will show you the number of units successfully added and the number of any units that failed. Click DOWNLOAD REPORT to see the details for the VINs processed. Click CLOSE to close the Add Asset wizard.

Bulk Add Assets

Clicking MANAGE ASSETS->Bulk Add Assets presents the Bulk Add Asset wizard. The wizard will use a CSV file to upload large batches of assets. To get a sample CSV file, click DOWNLOAD CSV TEMPLATE.

The template has the following fields:

Required Fields:

Account ID: The Account ID that will receive the asset.

FMS ID: The FMS ID for the Depot that will receive the asset.

VIN: The VIN number for the asset.

Unit #: The Unit Number for the asset.

Optional Fields:

Odometer: The current odometer reading for the asset.

Engine Hours: The current engine hours reading for the asset.

Fleet Info: Updates the Notes field for the depot with the FMS ID selected.

Once the file is populated with the asset information above, click UPLOAD CSV FILE and click CONTINUE->.

The system will start processing the file. If you are processing a lot of assets, you can click CLOSE on the dialog and will get a pop-up notification when the process is completed. You can click DOWNLOAD REPORT from the notification to review the results.

If the process completes while the dialog is open, the Summary page will be displayed. This will give success and failure notification and provide a report that can be downloaded by clicking DOWNLOAD REPORT.

Transfer Asset

To transfer an asset, click Transfer Asset or click the three-dot menu beside the asset. Transfer Asset allows you to transfer multiple assets from one depot to another within the same fleet. To start the transfer, select at least one asset by checking the box beside the asset and click TRANSFER ASSET.

Select the Fleet and Depot you want to transfer and click TRANSFER ASSETS. After a screen that states the transfer is being processed you will receive a results screen.

Click CLOSE to close the dialog.

Release Asset

To release an asset, click Release Asset or click the three-dot menu beside the asset and select Release Asset. Release Asset allows you to release multiple assets from a depot. To start the release, select at least one asset by checking the box beside the asset and click RELEASE ASSET.

The Release asset dialog will show the number of assets to be released. Click RELEASE ASSETS to release the assets. Click CANCEL to make no changes.

Edit Asset

Click the three-dot menu beside an asset and select Edit Asset. The Edit Asset modal will be displayed.

To view the vehicle type information, click the down arrow beside Type. The Asset Type, Make, Year, Model, and Engine will be displayed.

To view the Identification information, click the down arrow beside Identification. The VIN, Serial Number, Unit Number, Chassis ID, Fleet Info, Chassis ID, License Plate, and Engine Serial Number will be displayed. Enabled fields may be edited.

To view Meter Data for the unit, click the drop-down beside Meter Data. The Odometer, Engine Hours, and Fuel Consumed will be displayed.

After entering changes, click SAVE to save the changes or CANCEL to not make any changes.

Contacts Tab

Clicking the Contacts Tab will display the contacts associated with the Depot. The list can be sorted by the Name column. You can also search for a contact by name by entering characters in the search.

CREATE CONTACT

Clicking Create Contact will allow you to add a single contact or upload a file to bulk create contacts.

Create Contact

Clicking CREATE CONTACT->Create Contact will open the Create Contact form.

The First Name and Last Name are required, and an Email Address and/or Mobile Phone Number must be provided. Address and Notes are optional. The Depot section will auto populate with the Depot you are creating the Contact for. To make the contact the primary contact for the Depot, check Primary Contact. If this contact will be associated with other depots, that can also be added. Click CREATE CONTACT to save the contact. Click Cancel to not make any changes.

NOTE: Send Notification by Email or Text Message must be selected to Save the contact. 

Bulk Create Contacts

Clicking CREATE CONTACT->Bulk Create Contact to open the Bulk Add Contacts wizard. The wizard will use a CSV file to upload large batches of contacts. To get a sample CSV file, click Download CSV Template.

The file contains the following fields:

Required

Account: The Account ID for the Account you are creating the contacts for.

FMS ID: The Fleet Management System ID for the Depot the contact is being created for.

First Name*: The first name of the contact

Last Name*: The last name of the contact

Email*: The email address of the contact.

Optional

Phone Number: The contact's phone number.

Address: The contact's address line 1.

Address 2: The contact's address line 2, if applicable.

State: The contact's state.

City: The contact's city.

Postal Code: The contact's postal code.

Country: The contact's country.

Is Primary Contact: If the contact is the primary contact for the depot, this should be yes; otherwise, no.    

Notes: Any notes relevant to the contact. Up to 200 characters are supported.

Select the CSV file and click CONTINUE->.

The system will start processing the file. If you are processing a lot of contacts, you can click CLOSE on the dialog and will get a pop-up notification when the process is completed. You can click DOWNLOAD REPORT from the notification to review the results.

If the process completes while the dialog is open, the Summary page will be displayed. This will give success and failure notification and provide a report that can be downloaded by clicking DOWNLOAD REPORT.

Edit Contact

To edit a contact, click the three-dot menu and select Edit. The Edit Contact modal will open.

The First Name, Last Name, Notes, Address, Email Address and Mobile Phone Number may be edited. 

NOTE: An email and/or phone must be entered and Send Notification by Email or Text Message must be selected to Save the contact. 

At the bottom, the Depots that are associated to the contact will be displayed. To remove a depot association for the contact, click the Trash Can icon to delete the Depot. To add depot(s), click the drop down in the Depots field. You can select one or more depots to assign to the contact. Click Apply to save the associations or Cancel to close the Depot selector and not assign any depots. Click CLEAR to unselect all selected depots.

For Depots that are selected, if the contact is the primary contact, the Primary Contact checkbox will be checked. To make the contact a primary contact for a selected Depot, check Primary Contact.

Delete Contact

To delete a contact, click the three-dot menu and select Delete. You will receive a confirmation dialog to delete the contact. Click DELETE CONTACT to delete the contact. Click CANCEL to cancel and make no changes.

Make Primary Contact

To make a contact the primary contact, click the three-dot menu and select Make Primary Contact. If there isn't a current Primary Contact, the contact will be made the Primary Contact. If there is an existing primary contact, you will receive a confirmation dialog to update the primary contact. 

Click UPDATE MAKE PRIMARY to make that contact the primary contact. Click CANCEL to cancel and make no changes. 

Remove From Depot

To remove a contact from a Depot, click the three-dot menu and select Remove from Depot. A confirmation dialog will appear. To remove the Contact from the Depot, click REMOVE CONTACT. To cancel, click CANCEL.

To remove multiple contacts, select each contact and click REMOVE. A confirmation dialog will be displayed.

Click REMOVE CONTACTS -> and you will receive a confirmation that the contacts were removed.

NOTE: This does not delete the contact, only remove its association to the Depot.

Activity Tab

The activity tab presents all the activity that has occurred for the selected depot. Provided are the Date and time of the change, who changed it, and the before/after of the change made.

The activities may be filtered by All Activity, Assets, Depots, Contacts, and Accounts. The activities may be sorted Most Recent First or Oldest First.