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Documentation Index

Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt

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Feature ID: FM-13
Module: FM (Facilities Management) This guide provides instructions for using the Fleet Management features in the Encore Health OS platform.

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Overview

Fleet Management allows you to:
  • Register and manage fleet vehicles
  • Track mileage and fuel consumption
  • Manage driver information and licenses
  • Log trips and calculate costs
  • Schedule and track vehicle maintenance
  • View fleet analytics and reports

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Registering a Vehicle

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Step 1: Navigate to Fleet Management

  1. Go to Facilities Management → Fleet → Vehicles
  2. Click Add Vehicle

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Step 2: Enter Vehicle Information

Required Fields:
  • VIN - Vehicle Identification Number (17 characters)
  • Make - Vehicle manufacturer (e.g., Honda, Toyota)
  • Model - Vehicle model (e.g., Civic, Camry)
  • Year - Model year
Optional Fields:
  • Color - Vehicle color
  • Plate Number - License plate number
  • Plate State - State of registration
  • Registration Expiration - Registration expiration date
  • Insurance Expiration - Insurance expiration date
  • Site - Associated site/location
  • Status - Active, Maintenance, Retired, or Disposed

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Step 3: Save Vehicle

Click Save to register the vehicle. The vehicle will appear in your fleet list.

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Logging Trips

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Mobile-Optimized Trip Entry

The trip logging page is optimized for mobile devices, making it easy for drivers to log trips on the go.

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Step 1: Navigate to Trip Logging

  1. Go to Fleet → Trips → Log Trip
  2. Or click Log Trip from a vehicle detail page

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Step 2: Enter Trip Details

  • Vehicle - Select the vehicle used
  • Trip Date - Date of the trip
  • Destination - Where you went
  • Purpose - Reason for the trip
  • Trip Type - Business, Personal, Maintenance, or Other
  • Start Odometer - Odometer reading at trip start
  • End Odometer - Odometer reading at trip end
  • Miles Driven - Automatically calculated if start/end odometer provided
  • Mileage Rate - Reimbursement rate (if applicable)
  • Trip Cost - Automatically calculated from miles × rate

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Step 3: Save Trip

Click Save to log the trip. The trip will be recorded and linked to the vehicle.

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Recording Fuel Purchases

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Step 1: Navigate to Fuel Logging

  1. Go to Fleet → Fuel → Log Fuel
  2. Or click Log Fuel from a vehicle detail page

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Step 2: Enter Fuel Information

  • Vehicle - Select the vehicle
  • Purchase Date - Date of fuel purchase
  • Fuel Type - Gasoline, Diesel, Electric, Hybrid, or Other
  • Gallons - Amount of fuel purchased
  • Price per Gallon - Cost per gallon
  • Total Cost - Automatically calculated
  • Odometer Reading - Current odometer (for MPG calculation)
  • Station Name - Where fuel was purchased
  • Station Location - Address of station
  • Receipt Number - Optional receipt number

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Step 3: Save Fuel Log

Click Save to record the fuel purchase. The system will automatically calculate MPG if a previous odometer reading exists.

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Viewing Fleet Analytics

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Accessing Analytics

  1. Go to Fleet → Analytics
  2. View key metrics:
    • Total Fleet Cost - Combined costs across all vehicles
    • Average MPG - Average fuel efficiency
    • Total Miles Driven - Total mileage across fleet
    • Cost per Mile - Average cost per mile
    • Maintenance Alerts - Upcoming maintenance due

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Reports Available

  • Fleet Cost Report - Detailed cost breakdown by vehicle
  • Fuel Efficiency Report - MPG trends and comparisons
  • Trip Summary Report - Trip activity and costs
  • Maintenance Schedule Report - Upcoming maintenance items

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Mobile Usage

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Mobile-Optimized Features

  • Trip Logging - Quick trip entry on mobile devices
  • Fuel Logging - Fast fuel purchase recording
  • Vehicle Status - View vehicle status and alerts
  • Maintenance Alerts - Receive notifications for due maintenance

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Best Practices

  • Log trips immediately after completion
  • Record fuel purchases at the pump
  • Check maintenance alerts regularly
  • Update odometer readings accurately

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Driver Management

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Viewing Driver Information

  1. Go to Fleet → Drivers
  2. View driver list with license information
  3. Click on a driver to see details

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Driver Details Include

  • License Information - Number, state, expiration
  • CDL Information - Commercial driver’s license details (if applicable)
  • Assigned Vehicles - Vehicles currently assigned to driver
  • Trip History - Recent trips logged by driver

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Vehicle Detail Page

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Accessing Vehicle Details

Click on any vehicle in the fleet list to view its detail page.

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Information Available

  • Vehicle Information - Make, model, year, VIN, registration
  • Current Status - Active, Maintenance, Retired, Disposed
  • Odometer - Current odometer reading
  • Assigned Driver - Current driver assignment
  • Recent Trips - Last 10 trips
  • Fuel History - Recent fuel purchases with MPG
  • Maintenance Schedule - Upcoming maintenance items
  • Maintenance History - Past maintenance records

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Actions Available

  • Log Trip - Record a new trip
  • Log Fuel - Record fuel purchase
  • Assign Driver - Assign or change driver
  • Update Status - Change vehicle status
  • View Reports - Generate vehicle-specific reports

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Tips for Effective Fleet Management

  1. Regular Updates - Log trips and fuel purchases regularly for accurate analytics
  2. Accurate Odometer Readings - Ensure odometer readings are accurate for MPG calculations
  3. Maintenance Alerts - Set up maintenance schedules to receive alerts
  4. Driver Assignment - Keep driver assignments up to date
  5. Cost Tracking - Review fleet analytics regularly to identify cost-saving opportunities

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Support

For questions or issues with Fleet Management:
  • Contact your organization administrator
  • Review the Admin Guide for configuration options
  • Check system documentation for advanced features