Automations

Automations Hub in the Fleet Dashboard Admin panel 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 Automations, fleets can proactively address issues, reduce manual monitoring, and improve response times across operations.

Overview

• Automations allows Fleet Managers and Admins to create workflows that automatically execute actions when specific fleet conditions are met.
• Each automation is built using:
  • Triggers that initiate an automation based on fleet events
  • Conditions that define when the automation should run
  • Actions that are executed when conditions are met
• Access to Automations 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.
• Automations also include pre-built templates (Recipes), AI-assisted message creation, and a create-from-scratch option.

Granting Access to Automations

By default, the Automations 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 Automations 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 Automations

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

• The Automations Hub displays a list of all existing automations, including their name, description, 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).
• Users can create a new automation by clicking Create automation in the upper-right corner. 

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

  

Creating Automations 

When starting a new automation by clicking Create automation, 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 automation will run automatically whenever conditions are met.

Creating an Automation using Templates

To create an automation:

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

2. Click Create automation. 

   

3. Select from an existing template. 

   

4. Define the conditions in the If this happens section that must be met to trigger the automation: 
   • 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: Add more tasks if required by clicking Add action.

Once done, click Review. 

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

8. Once published, a detailed summary page displays the automation’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 automation, or use the three-dot menu to Make a copy or Delete the workflow. 

Creating an Automation from scratch

To create an automation:

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

2. Click Create automation. 

   

3. Select Create from scratch. 

   

4. Identify the specific conditions that will set the automation 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 automation immediately. You can also choose to Save as draft if you want to keep the automation saved but inactive for further editing. 

    

13. Once published, a detailed summary page displays the automation’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 automation, or use the three-dot menu to Make a copy or Delete the workflow. 

    

Enabling an inactive Automation

To publish an inactive automation again:

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

   

2. Pick an automation 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 Automation

To deactivate an existing automation:

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

   

2. Pick an automation with an active status to turn it off.

3. Click the three dots menu and select Deactivate. 

   

Viewing and Editing an Automation

To modify an automation:

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

3. Click the three dots menu and select View. 

   

4. Click Edit from the automation details view. 

   

5. Modify the triggers or set actions if needed. 

6. Click Review. 

   

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

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

   

Supported Triggers and Conditions

Automations 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 automation should execute, helping ensure actions are triggered only in relevant scenarios.
 

Supported Actions

When an automation 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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