Task Center — User Manual
Overview
Task Center is a lightweight task management system built directly into the Fleet app. It lets you create, track, and close vehicle-related work items — scheduled maintenance, inspections, insurance renewals, collision follow-ups, driver reminders, and anything else your team needs to act on — all in one place, without switching to a spreadsheet or an external tool.
Every task is attached to a specific vehicle and moves through a clear status lifecycle. Tasks can be created manually by your team, or generated automatically when an alert fires, a checklist response fails, or an installer reports work in the Service App.
A task can be assigned to a person, to a team, or to both. A team task is offered to every member until one of them picks it up.
The Task Center has four main views:
- Task List — all active tasks across every vehicle you have access to, with full filtering and inline status/assignee editing.
- Task History — completed and canceled tasks, for audit and reference.
- My Calendar — a personal overview of task counts by category and a monthly calendar view.
- My Active Tasks / My Upcoming Tasks — quick-access cards for tasks assigned to you.
Where to Find It
| View | Location |
|---|---|
| Task List | Main navigation → Task center → Tasks |
| Task History | Main navigation → Task center → Tasks → Task history tab |
| My Calendar / My Active / My Upcoming | Main navigation → Task center → Tasks → top of the page |
The Task center item only appears in the navigation if it is enabled for your organization's whitelabel configuration. If you don't see it, ask an administrator.
Task Types
Every task has a type that describes what kind of work it represents. The available types are:
| Type | When to use |
|---|---|
| Service | Scheduled maintenance (oil change, belt replacement, general servicing) |
| Inspection | Periodic technical inspections or MOT-equivalent checks |
| Repair | Unplanned repairs or damage follow-ups |
| Collision | Suspected collision review — damage assessment and insurance steps |
| MOT reminder | Periodic roadworthiness test due date |
| Insurance reminder | Insurance policy renewal coming up |
| Renew plate number | Vehicle registration / plate renewal |
| Custom reminder | Any other date-based reminder |
| Alert triggered | Auto-created when an alert fires on a vehicle (system-generated) |
| Failed checklist | Auto-created when a checklist response is submitted with failing answers (system-generated) |
| Device installation | Device fitted to a vehicle (typically created from the Service App) |
| Device swap | Device replaced on a vehicle (typically created from the Service App) |
| Device uninstall | Device removed from a vehicle (typically created from the Service App) |
| Camera installation | Camera fitted to a vehicle (typically created from the Service App) |
| Custom task | Anything not covered by the types above |
Task Statuses
| Status | Meaning |
|---|---|
| Pending | Work has not started yet |
| In progress | Work is underway |
| Overdue | Task is pending or in progress and its due date has passed (computed automatically — not set manually) |
| Done | Work is complete |
| Canceled | Task is no longer needed |
There are no forced transitions — you can move a task freely between any statuses. Setting a task to Done automatically records the completion time.
A task's status can also change automatically: if you set a start date (or start mileage / start engine hours), the system will move the task from Pending to In progress when that threshold is reached.
Task List
The Task List shows all active (Pending, In progress, Overdue) tasks that your account has access to.
Filters
The filter bar at the top of the table lets you narrow results by:
| Filter | What it does |
|---|---|
| Assignee | Show tasks assigned to specific users |
| Team | Show tasks assigned to specific teams |
| My teams | Show tasks assigned to the teams you are a member of |
| Not picked up | Show team tasks that no member has picked up yet |
| Organization | Show tasks belonging to vehicles in specific organizations |
| Status | Show tasks in specific statuses (Pending, In progress, Overdue) |
| Task type | Show tasks of specific types |
| Search | Free-text search by task ID, vehicle VIN, or plate number |
Filters are combined — for example, choosing In progress and a specific assignee shows only that person's in-progress tasks.
Inline Status and Assignee Changes
You can change a task's status or assignee directly in the table without opening the task detail panel — click the select control in the relevant column and pick a new value. Changes take effect immediately.
Editing the Visible Columns
Click the Edit table button (pencil icon, top right of the filter bar) to choose which columns are shown and in what order. Your column configuration is saved to your account.
Task History
Task History is a separate view that shows only Done and Canceled tasks. Use it to review closed work, verify that a service was completed, or check when a task was canceled and by whom.
It uses the same filters as the Task List, except the Status filter shows only Done and Canceled.
My Calendar, My Active Tasks, and My Upcoming Tasks
At the top of the Task center page, three personal sections give you a quick view of work relevant to you:
My Calendar — colored stat boxes, one per task category (Service related, Reminders, Alert triggered, Failed checklist, Others). Each box shows the count of tasks in that category. Below the boxes is a monthly calendar where task due dates appear as markers. Click a day to see the tasks due on that date.
My Active Tasks — task cards for every task assigned to you with an In progress or Overdue status. Cards show the task type icon, title, vehicle, due threshold, and a status indicator. A three-dot menu on each card lets you quickly change status or assignee without opening the full detail view.
My Upcoming Tasks — same layout, but for tasks assigned to you with a Pending status.
If a task is Overdue, its status indicator on the card shows in red.
Creating a Task
Click Create task (top-right of the Task List filter bar) to open the task creation panel.
Step 1 — Choose a vehicle
Use the Vehicle search to find the vehicle this task relates to. Type a plate number, VIN, or vehicle name. The vehicle is required.
Step 2 — Set the type and title
Choose a Task type from the dropdown, then give the task a Title — a short, clear description of what needs to be done (e.g. "Annual brake inspection" or "Replace front tires").
Optionally add a Description for more detail, and set an Urgency level (Low, Medium, or High).
Step 3 — Set at least one due threshold
Every task needs at least one of:
| Threshold | When the task becomes due |
|---|---|
| Due by date | On a specific calendar date |
| Due by mileage | When the vehicle's odometer reaches a set value (km) |
| Due by engine hours | When the vehicle's engine hours reach a set value |
If more than one threshold is set, the task becomes Overdue as soon as any of them is reached.
Step 4 — Set start thresholds (optional)
If you want the task to automatically move to In progress when a certain point arrives, set one or more start thresholds:
| Threshold | When the task auto-starts |
|---|---|
| Start date | On a specific calendar date |
| Start mileage | When the vehicle's odometer reaches a set value (km) |
| Start engine hours | When the vehicle's engine hours reach a set value |
The assigned user receives a notification when a start threshold is crossed (subject to their notification preferences).
Step 5 — Assign the task (optional)
Choose an Assignee from the user list. This person will receive notifications when the task is assigned, when it auto-starts, when it becomes overdue, and when a new comment is added — subject to their notification settings.
You can also choose a Team instead of, or as well as, a person. With a team and no assignee, every member is notified and one of them picks the task up (see Team tasks). Only teams of the vehicle's organization or of its key accounts can be chosen.
A task you create by hand is assigned only to the person or team you pick. Assignment rules apply to tasks the system creates, such as Service App verifications. If you pick nobody, the task is created unassigned and nobody is notified.
Step 6 — Add steps, costs, and attachments (optional)
- Steps — add a checklist of sub-items, each with a label. Steps can be checked off as work progresses.
- Costs — record the expected or actual cost (value and currency).
- Driver — link a driver to the task (name, phone, email, worker ID).
- Files — attach photos, documents, or reports. Files can be uploaded before the task is saved.
- Recurring — if the task should repeat automatically after it's completed, set Renew after days, Renew after km, and/or Renew after engine hours. When the task is set to Done or Canceled, a follow-up task is created with due thresholds offset from the current date/mileage/hours.
Step 7 — Save
Click Save. The task appears in the Task List immediately.
Viewing and Editing a Task
Click any row in the Task List or Task History to open the task detail panel on the right side of the screen.
The panel shows all task fields, the linked vehicle's details, the comment thread, and the full history log of every change made to the task (who changed what, and when).
To edit, make changes to any field in the panel and click Save. You can also:
- Add a comment — type in the comment box and press Enter or click the send button.
- Edit or delete your own comments — hover over a comment to reveal the edit and delete icons.
- Upload additional files — use the file attachment section in the panel.
- Check off steps — click the checkbox next to each step as work is completed.
- Delete the task — use the Delete task button at the bottom of the panel. Deletion is soft — the task is hidden from normal views but can be restored.
For tasks created by an alert, the panel shows the triggering alert's name and rule. For tasks created by a failed checklist, the panel shows the checklist response details including which questions failed.
Collision Tasks
If the task type is Collision, the panel also shows:
- A vehicle diagram with an impact angle indicator showing the direction of the collision.
- An accelerometer chart displaying the raw inertial data (X, Y, and Z axis accelerations) recorded at the time of the event, if the vehicle's device captured it.
- Longitudinal G-force and Lateral G-force values from the event.
- Fields for Damage description and Physical inspection (whether a physical check of the vehicle was carried out).
Team tasks
A team is a group of users that tasks can be assigned to, for example a back-office team that checks installations. Teams are set up in the Support app: see Task Teams and Assignment Rules.
How a team task works
- A task is assigned to a team. Either someone picks the team when creating or editing the task, or an assignment rule chooses it for a task the system creates.
- While nobody has picked it up, the task shows the team with not picked up. Every member of the team is notified when it is assigned and again if it becomes overdue, through their own notification settings.
- A member opens the task and clicks Pick up. They become the assignee, and the team stays on the task.
- From then on, notifications go to the assignee as for any other task.
Picking up a task that someone else already holds makes you the assignee instead of them, so you are asked to confirm first.
Finding your team's work
- My teams filter: shows every task assigned to your teams.
- Not picked up filter: shows the team tasks still waiting for someone.
- Stats: the stats block shows, per team, how many tasks it has and how many are waiting to be picked up.
A team task that nobody has picked up still counts as having no assignee in the stats.
Service App verification tasks
When an installer reports finished work in the Service App, the system creates a task so the back office can check the work was done right. The work can be:
- a device installation
- a unit swap
- a deinstallation
- a camera installation
| Service App activity | Task type | Title (example plate AB12345) |
|---|---|---|
| Installation | Device installation | Verify installation – AB12345 |
| Unit swap | Device swap | Verify unit swap – AB12345 |
| Deinstallation | Device uninstall | Verify deinstallation – AB12345 |
| Camera installation | Camera installation | Verify camera installation – AB12345 |
- Assignment: the task goes to whoever the organization's assignment rules name, usually a team. Without a rule it is created unassigned.
- Due date: the task is due on the day the work was reported, so an unchecked installation shows as Overdue the next day.
The verification checklist
Each verification task carries a checklist. The system checks most steps itself and ticks them when they pass:
| Step | Checked automatically against |
|---|---|
| Device is sending data | Data received from the vehicle after the work was reported |
| Device is linked to this vehicle | The device registered on the vehicle |
| Previous device is no longer linked (unit swap) | The removed device is no longer on the vehicle |
| Removed device is no longer linked (deinstallation) | The removed device or camera is no longer on the vehicle |
| Device type is correct | The reported type matches the registered device |
| Vehicle VIN and plate are filled in (installation) | The vehicle record |
| Mileage looks plausible (installation) | The vehicle's odometer, within 1,000 km or 2 % |
| Camera is linked to this vehicle (camera installation) | The camera registered on the vehicle |
| Camera is recording (camera installation) | Confirmed by a person |
| Back-office sign-off | Confirmed by a person |
Re-checking: a check that can't pass yet shows pending with what it found, for example No data received from the vehicle yet. The system re-checks open tasks regularly, so a device that starts reporting later is ticked automatically.
Overrides: a person can always tick a step by hand, for example when a check fails for a known reason. A ticked step is never un-ticked by the system.
Closing: a verification task can only be set to Done once every step is ticked. It can always be Canceled.
Repeat reports
There is only one open verification task per vehicle and activity type. If the installer reports the same kind of work again while that task is open, the task is left unchanged and the new report is added to it as a comment. That covers both a second installation and a report sent twice. Once the task is closed, the next report creates a new task.
The task panel shows the details from the Service App report:
- when the work was done
- the installer
- the devices fitted and removed
- the camera
- the mileage entered
- the installer's note
Auto-generating Tasks from Alerts
Alerts can be configured to automatically create a vehicle task every time the alert fires on a vehicle. This is useful for alerts that signal work that always needs to be followed up — for example, an alert for an impact event that should trigger a collision review task, or a geofence-exit alert that should trigger a driver contact task.
Setting Up Task Generation on an Alert
- Go to Task center → Alerts and open the alert you want to configure, or create a new one.
- In the alert settings, find the Generate task section.
- Turn on the Generate task switch.
- Enter a Task name — this becomes the title of every task created by this alert.
- Optionally set a Delay (in days). If set, a new task is not created if an open task from the same alert already exists within that many days. This prevents the same flapping alert from creating dozens of duplicate tasks.
- Save the alert.
How It Works
When the alert becomes active on a vehicle, the system automatically creates a Pending task on that vehicle:
- Type: Alert triggered
- Title: the task name you configured
- Assignee: none (you assign it manually after review)
- The task panel shows a snapshot of the triggering alert and vehicle
The task appears in the Task List immediately. If the same alert fires again before the delay window expires, no duplicate task is created.
Task generation applies per firing — if an alert fires on five different vehicles at the same time, five separate tasks are created, one per vehicle.
Auto-generating Tasks from Checklists
Checklists can be configured to automatically create a vehicle task whenever a driver submits a response with one or more failing answers. This is useful for pre-trip or post-trip inspections where a failure should trigger an immediate follow-up work item.
Setting Up Task Generation on a Checklist
- Go to Task center → Checklists and open the checklist you want to configure, or create a new one.
- In the checklist settings, find the Generate task section.
- Turn on the Generate task switch.
- Enter a Task name — this becomes the title of every task created when a response fails.
- Save the checklist.
How It Works
When a driver submits a checklist response and at least one question is marked as failing, the system automatically creates a Pending task on the vehicle the checklist was submitted for:
- Type: Failed checklist
- Title: the task name you configured
- Assignee: none
- The task panel shows the full checklist response, including which questions failed
The same response can only generate one task — retrying a submission does not create duplicates.
If a driver submits a response with no failing answers, no task is created even if the checklist has task generation enabled.
Notification Settings
Each user controls which notifications they receive for task events. Click the notification settings button (bell icon, top-right of the Task List filter bar) to open the settings modal.
Event × Channel Matrix
| Event | SMS | Push | |
|---|---|---|---|
| Task assigned to you or to your team | ✓ on | — off | ✓ on |
| Task auto-started | ✓ on | — off | ✓ on |
| Task overdue (yours, or your team's while nobody has picked it up) | ✓ on | — off | ✓ on |
| Comment added | — off | — off | ✓ on |
The table above shows the default state for a new account. Toggle any cell on or off and click Save — your preferences are stored per-user and apply immediately.
Changing task notification settings here does not affect your Live View notification preferences (expiring links). Those are managed separately and are never overwritten when you save task settings.
Notification Channels
| Channel | Delivery method |
|---|---|
| Sent to your account email address via the platform's email service | |
| SMS | Sent to the phone number on your account |
| Push | In-app and browser push notification |
Channels for which your account has no contact information (no phone number for SMS, no push token registered) silently skip — a missing channel never blocks the others.
Permissions
| Action | Permission required |
|---|---|
| View tasks | Read access to the vehicle the task belongs to |
| Create, edit, delete, or manage tasks | Update access to the vehicle |
| Pick up a team task | Being a member of the task's team, and read access to the vehicle |
| View Task center navigation | Task center feature enabled for your whitelabel |
Users only see tasks for vehicles they have access to — access is enforced automatically. If you can see a vehicle on the dashboard, you can see its tasks.
Tips and Common Patterns
Tracking regular service intervals: create a recurring task with Renew after km set to your service interval (e.g. 15 000 km). When you mark it Done, a follow-up is created automatically with the due mileage already set to current odometer + 15 000.
Catching every failed inspection item: enable Generate task on your pre-trip checklist so that any driver-reported failure immediately creates a task. The task panel shows which questions failed, so the mechanic has full context without asking the driver.
Avoiding alert task spam: use the Delay field on the alert's task generation settings. For an alert that can fire many times per day, a delay of 1–3 days means only one task is created per alert per vehicle per window.
Following up on collision events: alerts triggered by suspected collision events can auto-create a Collision task. The task panel then shows the impact angle, G-force values, and accelerometer chart so the reviewer can assess severity before sending the vehicle for inspection.
Keeping task history clean: use Task History for Done and Canceled tasks — the Task List only shows active work, which makes it easier to see what still needs attention.
Finding tasks across a large fleet: use the free-text search in the Task List filter bar — it searches by task ID, plate number, and VIN, so you can find a vehicle's tasks even if you don't know the assignee or status.
Handing over tasks between shifts: add a comment explaining what was done before changing the status. The history log records every status change and comment, so the next person can read exactly what happened.