In the Fleet Management module, you can maintain various data records—such as vehicle usage types, tire types, cost categories, etc.—which are then available when using the Fleet Management system. You will find all the forms you need for preparatory work in the System Control Center, so you will need the appropriate permissions.
Preparatory Activities
Determine the intended use (administration or booking)
To begin with, it makes sense to clarify whether the module is to be used solely for administration or also for vehicle booking. Depending on the outcome, some of the setup steps can be skipped. So first determine which processes you want to map using eTASK Fleet Management.
Examples here could include pure vehicle management, including the management of vehicle costs, damages, and accessories. Another example, however, could also be logbook management and general vehicle booking management, as well as the organization of vehicle bookings for pool vehicles or the organization of carpooling.
Check Permissions and Prerequisites
First, define the responsibilities within the team. From these responsibilities, you can then easily derive and assign the appropriate rights to each employee. You can find instructions for assigning rights here: Click here for the article on Groups and Rights
Once the respective responsibilities have been determined and the corresponding rights assigned, first check whether each employee can actually see and access all menu items relevant to them.
Note: Missing permissions often result in content being invisible or uneditable.
Additional data that must already exist in the system for the module to be put into operation:
Required:
Installed portal 📄 Plugins / Workflows installieren IC2587
Admin access
License for the 1000 eTASK.FM Portal product
License for the 1100 eTASK.Fleet Management product
All employees must be entered in the personnel list 📄 Create new users IC1516
All cost centers must already be entered in the cost centers 📄 Create cost centers IC2288
All vehicle locations must already be entered in Portfolio/BIM 📄 The real estate cadastre IC1135
Optional:
License for product 1101 eTASK.Vehicle Booking
Contracts, if they are to be assigned to the vehicle, must already be created in Contract Management { 📄 Create contracts IC1152
1.) Enter basic master data in the System Control
Once the preparatory tasks are complete, the actual implementation of the Fleet Management module can begin.
We will now start by first entering all relevant information that will later be required by fleet managers during day-to-day operations into the system as fixed selection fields. This allows us to create a clean and standardized data foundation for all types of analyses.
The following preparatory data should be created first:
a. Vehicle types (e.g., company car, small van, pool vehicle,…)
b. Event types (e.g., summer tire change, inspection, recall,…)
c. Accessory types (e.g., roof rack, trailer hitch, etc.)
d. Cost types (e.g., maintenance, insurance, purchase, etc.)
e. Damage categories (e.g., liability, partial coverage, comprehensive coverage,…)
f. Damage types (e.g., stone chips, rims, transmission,…)
g. Tire types (e.g., all-season tires)
h. Usage types (e.g., shared vehicle)
Note: It is advisable to use consistent terminology and avoid duplicates. To this end, the master data for the vehicles should be carefully coordinated in advance.
2.) Create vehicles in the system
Now you can begin entering specific vehicles into the system. It makes sense to actually create a few vehicles manually using the “New” form in the Vehicles section. In the future, you can of course import your vehicle fleet into the system via Excel. It is still advisable to create a few vehicles manually at first so that you can get a good overview of the system and its capabilities.
Then the essential basic data can be entered:
Vehicle type, license plate, status, acquisition date, mileage at acquisition, cost center, location
Additional options:
Vehicle tax details, additional vehicle-related information
Note: The vehicle status in the "Identification" section is for informational purposes only, and bookability is not controlled by this status.
3.) Configure bookability and booking parameters
This step is only necessary if you wish to enable vehicle booking for pool vehicles and for ridesharing.
The configuration of a vehicle’s bookability for vehicle booking via “MyFM —> Order Services —> Reserve Vehicle” takes place in various information sections of the vehicle form. Below is an explanation of the settings that must be configured to enable vehicle booking.
“Bookability” Information Area
In the “Bookability” information section, you can enter the information regarding the vehicle’s booking availability and booking type.
Important: By checking the “Bookable” checkbox, you make the vehicle available for the “Reserve Vehicle” service.
“Vehicle” section
The “Vehicle” info area specifies the required driver’s license class for the vehicle. Our vehicle booking system checks, among other things, the driver’s license class of the self-driver searching for the vehicle. This ensures that only vehicles are displayed that the booker is permitted to drive based on the stored driver’s license data.
Information section “Vehicle Certificate Section 2”
The number of seats available in the vehicle is taken from the information in “Vehicle Certificate Section 2,” field S.1.
Information section “Vehicle Location”
The location from which the vehicle can be booked is determined by the field: “Vehicle Location.”
“Features” section
In the “Equipment Features” information area, all equipment features that the vehicle has can be selected. In the “Book Vehicle” service, you can then filter by these features. The equipment features can be maintained in the table “System Configuration —> Infrastructure Building Management —> Fleet Management —> Vehicle Bookings —> Equipment Features.”
Result: Once all configurations have been completed here, the system will interpret the vehicle as “bookable.” Vehicles can now be specifically filtered and found in the booking screen. A green traffic light should now also appear in the “Bookability Check” information area.
6.) Create self-drive vehicles
This step is only necessary if you wish to enable vehicle booking for pool vehicles and for ridesharing.
To ensure that employees can now book the vehicles configured in step 5, it is necessary to register these individuals as self-drivers in the system.
Self-drivers are created in: “Infrastructural Building Management —> Fleet Management —> Vehicle Booking —> Self-Drivers”. Here, you can maintain the self-drivers with their driver’s license number and the validity of their driver’s license.
Additionally, the driver’s license classes held by the self-driver can be selected in the info area. These selected driver’s license classes determine which bookable vehicles are displayed for the respective end user. Each employee can only book vehicles that correspond to their driver’s license class.
Important: Only registered self-drivers can reserve vehicles themselves.
7.) Additional Fleet Documents
Depending on the desired scope of use, additional information about the vehicles can be maintained in eTASK Fleet Management. It is therefore advisable to consider what information might be needed by other departments and how this information can be maintained in eTASK. Organizationally, it should then be determined who manages and documents damages, costs, trips, accessories, fuel cards, and receipts.
Here is a list of additional information that can be maintained:
Vehicle-related documents
Contracts
Accessories
Fuel or charging cards
Fuel receipts
Tire sets
Events
Vehicle costs
Damage
Traffic violations
Trips
8.) Functional Test and Release
Finally, a final check should be performed to ensure that all master data is present and that vehicle booking functions properly.
The fleet management system can now be used by operational users, and approval for operational use can be granted.
Next Steps
What reports are available to me in fleet management?
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Auswertungen im Fuhrparkmanagement
IC2513