Agents

Agents is a centralized hub in the Fleet Dashboard Admin panel that enables customers to build and manage automated workflows using triggers, conditions, and actions. These workflows help fleets respond in real time to safety, maintenance, and operational events using fleet data. With Agents, fleets can proactively address issues, reduce manual monitoring, and improve response times across operations.

Overview

• Agents allow Fleet Managers and Admins to create workflows that automatically execute actions when specific fleet conditions are met.
• Each Agent is built using:
  • Triggers that initiate an Agent based on fleet events
  • Conditions that define when the Agent should run
  • Actions that are executed when conditions are met
• Access to Agents is controlled through role-based permissions. By default, the feature is available to Admin users. Additional access can be granted through Fleet User Permissions in the Fleet Dashboard.
• Agents also include a library of pre-built templates, AI-assisted message creation, and a create-from-scratch option.

Granting Access to Agents

By default, the Agents Hub is only available to admin users. To provide access to non-admin users, follow these steps:

1. Navigate to the Admin section of the Fleet Dashboard.
2. Select Fleet Users and then Roles and Permissions.

3. Go to Options > Edit to update an existing role. 

   

4. Scroll down to the Agents permission and check the box to enable it. Click Save once done. 

   

5. All users linked to an existing role will receive these updated permissions immediately upon activation.

Accessing Agents

To access Agents, log in to the Fleet Dashboard and click the Admin icon, and navigate to Agents under Platforms from the left-hand side menu.

• The Agents Hub displays a list of all existing agents, including their name, description, category, the last person to modify them, the last run date, and the total runs in the last 30 days. 
• Users can quickly locate specific workflows using the Search by name bar or filter the entire list by its current status (e.g., Active or Inactive) or category. They can also sort the list of agents alphabetically by agent names.
• Users can create a new agent by clicking Create agent in the upper-right corner. 

• By clicking the three-dot menu next to any agent, users can choose to View, Make a copy, Deactivate/Publish, or Delete any agent. 

  

Creating Agents 

When starting a new agent by clicking Create Agent, users are given two paths:

• Create from scratch: Allows for full customization of triggers and actions.
• Start from a template: A categorized library of pre-built workflows designed for common fleet needs, such as
  • Coaching: Reminding fleet users about coachable events.
  • Maintenance: Alerting drivers regarding critical fault codes.
  • Fuel: Alerting drivers when excessive idling is detected.
  • Safety: Alerting drivers after frequent drowsiness.

Once activated, the agent will run automatically whenever conditions are met.

Creating an Agent using Templates

To create an Agent:

1. Go to Fleet Dashboard > Admin. Go to Agents under Platform on the left-hand side menu.

2. Click Create agent. 

   

3. Select from an existing template. 

   

4. Define the conditions in the If this happens section that must be met to trigger the Agent:

• Conditions: Set parameters such as "Safety event status is Coachable" AND "Safety event count is at least 5."
• Timeframes: Add specific time constraints (e.g., "Last coached date is more than 14 days ago").

     5. Use the Add driver trigger or Add another trigger buttons to create additional logic. 

    6. Choose what happens. Then, do this section when your conditions are met:

• Delivery Method: Select how the alert is sent (e.g., Email or SMS message).
• Recipients: Select specific fleet users or drivers to receive the alert.
• Custom Messaging: Use dynamic placeholders (like Driver Name or Vehicle Identifier) to personalize the email subject line and body. 
• Add Action: To include any upcoming actions, click Add action. 

Once done, click Review. 

7. Click Publish to activate the agent immediately. You can also choose to Save as draft if you want to keep the agent saved but inactive for further editing. 

8. Once published, a detailed summary page displays the Agent’s active status, description, and "If/Then" logic for final verification. 

9. From this screen, you can click Edit to make changes, Deactivate to stop the Agent, or use the three-dot menu to Make a copy or Delete the workflow. 

Creating an Agent from scratch

To create an agent:

1. Go to Fleet Dashboard > Admin. Go to Agents under Platform on the left-hand side menu.

2. Click Create agent. 

   

3. Select Create from scratch. 

   

4. Identify the specific conditions that will set the Agent in motion by clicking Add trigger. 

5. Select the primary entity, such as Driver or Vehicle. 

   

6. Select a trigger and a threshold, such as the last coached date is less than 30 days ago. 

7. Once the conditions are met, determine what the system should do automatically by clicking Add action. 

   

8. Select the task, such as Assign training. Configure the action details by selecting specific Training modules and setting a Due date for completion.

9. If you want the system to perform additional tasks simultaneously, such as sending an email notification, click Add another action.

10. Click the Review button to open the summary window. 

    

11. Provide a clear Name and a detailed Description of the workflow. Verify the logic in the Setup summary to ensure the sequence accurately reflects your intent.

12. Click Publish to activate the agent immediately. You can also choose to Save as draft if you want to keep the agent saved but inactive for further editing. 

    

13. Once published, a detailed summary page displays the agent’s active status, description, and If/Then logic for final verification. 

    

14. From this screen, you can click Edit to make changes, Deactivate to stop the agent, or use the three-dot menu to Make a copy or Delete the workflow. 

    

Enabling an inactive Agent

To publish an inactive agent again:

1. Go to Fleet Dashboard > Admin. Go to Agents under Platform on the left-hand side menu. 
2. Pick an agent with an inactive status to turn it on. You can identify which are currently turned off by checking the status column.

3. Click the three-dots menu and select Publish. 

   

Deactivating an active Agent

To deactivate an existing agent:

1. Go to Fleet Dashboard > Admin. Go to Agents under Platform on the left-hand side menu. 
2. Pick an agent with an active status to turn it off.

3. Click the three-dots menu and select Deactivate. 

   

Viewing and Editing an Agent

To modify an agent:

1. Go to Fleet Dashboard > Admin. Go to Agents under Platform on the left-hand side menu.
2. Pick an agent you want to modify.

3. Click the three-dots menu and select View. 

   

4. Click Edit from the Agent details view. 

   

5. Modify the triggers or set actions if needed. 

6. Click Review. 

   

7. Provide Name, Description, and review the Agent setup.

8. Click Publish to activate the agent. 

   

Supported Triggers and Conditions

Agents support a wide range of fleet data signals, including:

• Safety events (e.g., harsh braking, collisions, risky driving behavior)
• Driver activity
• Vehicle status
• Fault codes
• Geofence entry/exit
• Idling duration thresholds

Conditions can be added to further refine when an Agent should execute, helping ensure actions are triggered only in relevant scenarios.

Supported Actions

When an Agent is triggered, it can execute one or more of the following actions:

• Email notifications
• SMS messages
• Mobile/App notifications
• Notification Center alerts
• Training module assignments (requires Workforce Management)

FAQs

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