How to use the FitFleet Customer Portal

To add new users / admin to your company account, go to the Admin Dashboard found in the left-hand side navigation menu. You will see a Users Tile appear, from this click the yellow "Add User" in the top right corner of the tile.

This will change the Tile display to a 'Add User Profile' form, which automatically displays the name of your organisation and associated WesTrac Company Number for your account. Mandatory fields to create a user are:

• First Name
• Last Name
• Email Address

As an admin, you can choose which dashboards the user has access to under "Groups", for example an accounts officer may only need access to the Finance Dashboard. Permissions you can set for the user are:

• Finances
• Fleet
• Maintenance
• Organisation Administrators
• Users

For these permissions you can give the user access to as many dashboard pages as they need. Once the form is completed click the "Add User Profile" button which will finalise the user profile creation. This will then trigger an automated email to the new user to complete the setup of their FitFleet Customer Portal account.

Similar to how you can add a new user to your customer account, if you are an admin you can also edit the details of any user within your organisation via the Users Tile within the Admin Dashboard.

Click on the name of any user and you will see an "Edit User Profile" option which will take you to the same form format where you created a user to update or edit details of that user as they change whilst a part of your organisation.

If for any reason they require a new password you can also send a "Forgotten Password Email" directly to the user through this tile as well.

If your organisation is associated with subsidiary businesses each with a unique WesTrac customer number, you can now request to view data for all businesses under the one account / login.
To do so, go to the Admin Dashboard found in the left-hand side navigation menu. From the Users Tile, go to the tab titled “Active” where you will find your account details. Click on your account and you will see an “Edit User Profile” option which will take you to the same format where you added a new user or edited a user account.

Under the field label “Additional Customer Number”, you will see a contact us link By clicking this button you will be re-directed to a FitFleet Support form on our website which will be sent to a WesTrac Staff Representative once you have submitted it.

Fill out your details and choose the drop-down option “adding customer number” under “What does your enquiry refer to?” Use the comment box to name the additional customer numbers you wish to add to your account. The usual time for response is 2 business days.

If your account is associated with multiple customer number, you can filter the data shown in the portal to show specific customer number data or all data across any / all the customer numbers. 

Your company name will display in the top right-hand side of the portal. If you have more than one customer number associated with your account, clicking on this will display a dropdown showing each customer number alongside the company name. This is presented as a tick box display which will allow you to choose which customer numbers you can see at any one time within the portal. If you wish to view all at once you can simply tick “select all”.

Please note you are unable to de-select the primary customer number associated with your account and used at registration. This will always remain greyed out and cannot be ticked or unticked.

You can reset your Multi-Factor Authentication (MFA) at any time by going to your Account Settings, available when you click on your profile name in the top right-hand corner.

To reset all you need to do is update your First Name, Last Name and Email / Username via the Personal Information Tile.

If at any time you wish to update your password or secret question within the Customer Portal you can do so by going to your Account Settings available by clicking on your profile name in the top right-hand corner.

Within your settings there is a tile for both of these, with your secret question acting as a forgotten password "question" so you can reset your password in case you have trouble signing in to your FitFleet account. 

Click the Finance tab in the left-hand side navigation menu which will take you to the Finance Dashboard. Once on this page you will see a tile named "Invoice List" which contains a running history of all invoices associated with your organisation's FitFleet account.

The first tile tab "Subtotals" shows the dollar amounts of your invoices broken up by Total Issued, Total Overdue and Total Outstanding, with the other two tile tabs displaying your outstanding and paid invoices. On each of these tab lists you will see a running list of all invoices that fit under these - you can also export these two full lists to a CSV file for your records.

When you click an individual invoice you will find the Download Invoice button - clicking on this will then download the original invoice highlighted. Alternatively, you can also view an invoice directly in the Customer Portal when you click the View Invoice button.

To find a particular invoice/s you can do so through an invoice search using set filters found in the Invoices Tile found in the Finance Dashboard.

To search you can use as many of the available filters as you like. These search filters are:

• From Date (search for invoices issued from this date)
• To Date (search for invoices issued up to and including this date)
• Serial Number
• Work Order Number
• Invoice Number
• PO Number
• Document Number

If you make a mistake, you can clear these search filters at any time. You can also export the results of your invoice search to a CSV file for your records.

You can "Promise to Pay" an individual invoice by clicking on it within the Invoices Tile list found in the Finance Dashboard.

By clicking this button you will be directed to a pre-populated form which will be sent to a WesTrac Staff Representative once you have submitted it. The usual time for response is 2 business days.

If an invoice has already been paid this option will not be available.

You can dispute an individual invoice by clicking on it within the Invoices Tile list found in the Finance Dashboard.

By clicking this button you will be directed to a pre-populated form which will be sent to a WesTrac Staff Representative once you have submitted it. The usual time for response is 2 business days.

You can view a history of all your invoice payments to date through the Invoice History Tile in the Finance Dashboard.

The tile represents your invoice history in bar graph style, with the three available tabs letting you break these down by Year, Quarter and Month.

All machines in your fleet (both with a FitFleet Customer Account and without), can be found in the Fleet Dashboard accessed via the left-hand side navigation menu. They are then visible in the "FitFleet Plan" Tile, with the first tab showing you the number of machines you own under the different FitFleet Plans:

• Essentials
• Plus
• Premium
• Ultimate
• Machines Without Plans

These are then separated within the two other tile tabs - Assets With Plans and Assets Without Plans. For machines under a current FitFleet plan you can action the below for each individual asset:

• View Plan Inclusions
• Upgrade / Renew Plan
• Request a Service

For machines without a FitFleet Plan you can:

• Add a FitFleet Plan
• Request a Service

To request a service for machine assets in your fleet, go to the Fleet Dashboard via the left-hand side navigation menu.

You can view your assets in both the FitFleet Plan and Total Asset Tiles, with a "Request Service" option available when you click on any individual machine. This includes machines with an associated PIP or PSP.

Clicking 'Request a Service' will redirect you to a pre-populated form which allows you to list your requested service location and date. Once you have submitted this form, a WesTrac Staff Representative will usually respond within 2 business days.

To view warranty information for each individual machine in your fleet, navigate to the Fleet Dashboard in the left-hand side navigation menu.

From here you will find the Warranties Tile, which allows you to view the details for all existing assets in a list format, displaying information broken up by "Asset ID", "Model", "Description", "Expiry Date", "Expiry SMU" and "Hours Used" columns.

Through this tile you also have the ability to request a machine warranty extension, which you can do by simply selecting the individual machine within the list and click "Extend Warranty" which will display as a dropdown. This will redirect you to a pre-populated form. Once submitted a WesTrac Staff Representative will be in contact within 2 business days to follow up your extension request.

Navigate to the Maintenance Dashboard in the left-hand side navigation and you will find the Oil Alerts tile, which will display an overview of your oil sample tests submitted to WesTrac's SOS Oil Lab.

Each individual sample displays the Asset ID, Component Type, Sample Number, Alert Date and Current Status.

The status will update as the sample progresses, with the below outlining the different status types that will display against each sample in the list table:

1. Sample Sent
2. Sample Received
3. In Progress
4. No Action Required
5. Monitor Component
6. Action Required
7. Urgent Action Required

To see the full test details (and to follow up the results as required), by clicking on an individual sample you will find a direct dropdown link to the SOS Web platform. By clicking this you will be taken directly to that sample result page.

To view all work orders under your account, refer to the "Work Orders" tile which can be found in the Maintenance Dashboard accessed via the left-hand side navigation menu.

The tile is divided into two tabs "Pending" and "Closed", with all work orders corresponding to each displayed in a list format. If you have any enquiries about an individual work order, click on "Contact" and you will be redirected to a pre-populated form on the WesTrac website. Enquiries will be responded to by a WesTrac Staff Representative within 2 business days.

Navigate to the Parts Dashboard in the left-hand side navigation menu and you will find the Parts Tile, which will display an overview of your "Orders in Progress", "Parts out for Delivery" and "Parts on Back Order".

The "Orders" and "Parts" tabs will give you a summary of your current orders, and each individual order will show their progress status of "Open", "In Progress", "Shipped", "Ready to Collect", "Collected" and "Back Order".

The "Complete" tab displays all collected parts orders, with the ability to view the invoice for each one. Clicking on this will redirect you to the Invoice List tile in the Finance Dashboard to kickstart the payment process as well as either downloading or viewing the invoice on screen. 

To find a particular parts order/s you can do so through advanced search using set filters found in the Parts Tile found in the Parts Dashboard.

To search you can use as many of the available filters as you like. These search filters are:

•  PO Number
• Document Number
• Part Number
• Status (dropdown option)

If you make a mistake, you can clear these search filters at any time. You can also export the results of your invoice search to a CSV file for your records.

The Core Returns Tile found in the Parts Dashboard displays information about your purchase orders in a list format. 

Use this tile for a summary of all POs related to your account, with the ability to view information on each individual purchase order, with columns broken down by "PO Number", "Document Number", "Part Number", "Invoice Date", "Refund (Full)" and Refund (Damaged)".

To change your individual notification settings within the FitFleet Customer Portal, navigate to Account Settings which can be found as a dropdown when you click on your name in the top right-hand corner of the portal.

On this screen you will find a Notifications tile which allows you to turn on and off notification alerts across email, SMS and directly within the FitFleet Portal for each function you have access to e.g. Finance, Maintenance, Parts.