DSP Ops Center provides comprehensive fleet management for your delivery vehicles -- from daily inspections and maintenance tracking to driver assignments, renewals, and third-party integrations.

Table of Contents

1. Fleet Overview
2. Fleet Dashboard
3. Vehicle Types
4. Adding and Managing Vehicles
5. Vehicle Statuses
6. Vehicle-to-Driver Assignments
7. Daily Inspections
8. Vehicle Issues and Maintenance
9. Service Management
10. Vendor Management
11. Renewals
12. Meter Entries
13. Vehicle Documents
14. Places
15. Fleet Reports and Analytics
16. Fleetio Integration
17. Fleet Daily Digest
18. Tips and Best Practices

Fleet Overview

The fleet management module gives you a centralized view of every vehicle in your fleet. You can track vehicle status, assign drivers, manage inspections, log maintenance, monitor renewals, and sync data with Fleetio -- all from one place.

Key capabilities:

• Real-time fleet dashboard with status summaries
• Customizable daily inspection forms with photo evidence
• Automated inspection reminders via DSP Chat
• Issue tracking with priority, assignment, and comment threads
• Scheduled service programs with interval-based reminders
• Registration and DOT renewal tracking with expiration alerts
• Fuel and mileage tracking via meter entries
• Per-vehicle document storage
• Fleetio integration for syncing vehicles, service entries, and meter data
• Automated daily fleet digest sent to your DSP Chat fleet channel

Fleet Dashboard

The fleet dashboard provides an at-a-glance summary of your entire fleet.

Status Summary

The dashboard displays vehicle counts by status:

Dashboard Widgets

The dashboard also surfaces:

• Overdue inspections and upcoming inspection schedules
• Open vehicle issues sorted by priority
• Upcoming renewal due dates
• Service reminders that are due soon or overdue
• Recent inspection submissions and their pass/fail status

Vehicle Types

DSP Ops Center supports the following vehicle classifications:

Vehicle type is assigned when adding a vehicle and can be updated at any time.

Adding and Managing Vehicles

Adding a Vehicle

1. Navigate to Fleet in the sidebar.
2. Click Add Vehicle.
3. Fill in the vehicle details:
• Name (required) -- Your fleet ID, e.g., "CDV02 - LP"
• VIN -- Vehicle Identification Number (used for Fleetio matching)
• License Plate
• Type -- Select from the vehicle type list (default: CDV)
• Fuel Type -- Flex Fuel, Gasoline, Diesel, Electric, etc.
• Status -- Active, Inactive, In Shop, or Out of Service (default: Active)
• Year, Make, Model, Trim, Color
• Body Type and Body Subtype (e.g., Full-Size / Commercial)
• Registration State
• Ownership -- Owned or leased
• In-Service Date and In-Service Odometer
4. Click Save.

Editing a Vehicle

Click on any vehicle in the fleet list to open its detail page. From there you can update any field, view assignment history, review inspections, manage documents, and track issues.

Vehicle Detail Page

Each vehicle's detail page provides tabs or sections for:

• Overview -- Core vehicle information and current status
• Assignments -- Current and historical driver assignments
• Inspections -- Submission history and scheduled inspections
• Issues -- Open and resolved issues linked to this vehicle
• Service -- Service history and upcoming service reminders
• Renewals -- Registration and DOT renewal tracking
• Meter -- Fuel and mileage entries
• Documents -- Uploaded files (insurance, registration, etc.)

Vehicle Statuses

Use statuses to track the current operational state of each vehicle:

Changing a vehicle's status updates the fleet dashboard counts in real time.

Vehicle-to-Driver Assignments

Track which driver is operating which vehicle on any given day.

Creating an Assignment

1. Navigate to the vehicle's detail page or the Assignments section.
2. Click Assign Driver.
3. Select:
• Employee -- The driver to assign
• Date -- The assignment date
• Start Time (optional) -- When the driver takes the vehicle
• End Time (optional) -- When the driver returns the vehicle
4. Click Save.

Each vehicle can have only one assignment per day.

Viewing Assignment History

The vehicle detail page shows a chronological list of all driver assignments. This gives you a complete record of who drove each vehicle and when -- useful for investigating incidents or tracking vehicle usage patterns.

Daily Inspections

Daily vehicle inspections are a critical compliance requirement for DSPs. DSP Ops Center provides a complete inspection workflow from form creation to submission review.

Inspection Forms

Inspection forms are fully customizable. Each form consists of ordered items, and each item can be one of the following types:

Forms can be organized into sections for logical grouping (e.g., "Exterior," "Interior," "Safety Equipment"). Each item can be marked as required or optional and can include description text and instructions.

Manager-Only Forms

Forms can be flagged as manager-only, restricting them to users with manager access rather than being available to all employees. Use this for forms that require management oversight, such as post-accident inspections or end-of-day yard checks.

How Employees Submit Inspections

Employees submit inspections via a unique private link -- no login required:

1. The employee opens their inspection link (shared via DSP Chat or bookmarked).
2. They select the vehicle being inspected.
3. They work through each form item, marking pass/fail, uploading photos, entering readings, etc.
4. They submit the completed inspection.

The system records the submission timestamp, duration, meter value, and all responses.

Inspection Schedules

You can set up recurring inspection schedules per vehicle:

• Frequency: Daily, Weekly, Biweekly, or Monthly
• Days of Week: Specify which days inspections are due (e.g., Monday and Thursday)
• Next Due Date: Automatically calculated based on frequency
• Overdue Tracking: The system flags inspections that are past due

Daily Inspection Log

To view the daily log, navigate to Fleet in the sidebar, then click Inspections and select the Daily Log tab. This shows all inspection submissions for a given day, displayed in Pacific time. Use this to:

• Verify all vehicles were inspected before departing
• Review failed items and take immediate action
• Identify employees who have not yet submitted their inspection

Inspection Submission Review

Each submitted inspection can be reviewed in detail:

• View all responses with photos
• See which items passed and which failed
• Failed items are highlighted with a count
• Review the inspector's signature and meter reading

Inspection Failure Handling

When an inspection item fails, it creates a failure record with a status workflow:

Failed inspection items can be directly linked to vehicle issues for tracking and resolution.

Inspection Reminders

DSP Ops Center automatically sends inspection reminders via DSP Chat:

• Frequency: Hourly from 10:00 AM to 8:00 PM Central time
• Recipients: Employees with overdue or upcoming inspections
• Channel: Sent as direct messages through DSP Chat

Vehicle Issues and Maintenance

Track vehicle problems from discovery through resolution with the issue management system.

Creating an Issue

1. Navigate to the vehicle's detail page and click Issues.
2. Click New Issue.
3. Fill in:
• Summary -- A short description of the problem (e.g., "Driver side mirror cracked")
• Description -- Detailed information about the issue
• Priority -- No Priority, Low, Medium, High, or Critical
• Source -- How the issue was identified:
• Manual -- Reported by a person
• Inspection -- Flagged during a vehicle inspection
• Service -- Discovered during a service visit
• Assigned To -- (Optional) The user responsible for resolving the issue
• Due Date -- (Optional) Target resolution date
4. Click Save.

Each issue is assigned an auto-incrementing issue number for easy reference.

Issue Status Workflow

Comment Threads

Each issue has a comment thread for collaboration. Team members can:

• Add updates on repair progress
• Ask questions about the problem
• Attach additional context
• Document the resolution

Linking Issues to Inspections

When an inspection item fails, you can create a vehicle issue directly from the failure. The issue is automatically linked to the inspection, providing full traceability from detection to resolution.

Linking Issues to Service Entries

When a service entry resolves one or more issues, those issues can be linked to the service entry and marked as resolved automatically.

Service Management

Track scheduled maintenance and service history for every vehicle in your fleet.

Service Programs

Service programs define your maintenance standards. Each program has:

• Name -- Descriptive label (e.g., "Basic Vehicle Maintenance")
• Code -- A unique short code (e.g., "BVM")

Vehicles are assigned to service programs. Each program contains one or more service schedules.

For example, you might create a "Routine Maintenance" program with a schedule that triggers every 5,000 miles, containing tasks like "Oil Change," "Tire Rotation," and "Multi-Point Inspection." Assign all your active vehicles to this program, and the system will remind you when each vehicle is due for service.

Service Schedules

Service schedules define when maintenance is due, based on:

• Interval (Miles) -- Maintenance due every N miles (e.g., every 5,000 miles)
• Interval (Months) -- Maintenance due every N months (e.g., every 3 months)

Each schedule contains one or more service tasks -- the specific work items to be performed (e.g., "Oil Change," "Tire Rotation," "Brake Inspection").

Service Entries

When maintenance is performed, log it as a service entry:

1. Navigate to the vehicle's detail page and click Service.
2. Click Add Service Entry.
3. Enter:
• Completion Date -- When the service was performed
• Meter Value -- Odometer reading at time of service
• Vendor -- Which service provider performed the work
• Total Cost -- Cost of the service
• Notes -- Any additional details
• Tasks -- Select which service tasks were completed
• Labels -- Tags for categorization (also used to avoid importing duplicate records during Fleetio sync)
4. Click Save.

Service entries can resolve linked vehicle issues automatically.

Service Reminders

The system generates service reminders based on your service schedules:

Service reminders appear on the fleet dashboard and in the daily fleet digest.

Vendor Management

Track the shops and service providers your fleet depends on.

Adding a Vendor

1. Navigate to Fleet in the sidebar, then click the Vendors tab.
2. Click Add Vendor.
3. Enter:
• Name -- Business name
• Classification -- Fuel, Service, Charging, Tools, Vehicle, or Other
• Address, Phone, Website
• Contact Name and Contact Email
• Notes -- Any relevant details
• Labels -- Tags for organization
• Rating -- 1 to 5 stars
4. Click Save.

Vendors are selectable when logging service entries, giving you a clear record of which provider performed each service.

Vendors can be archived when no longer in use. Archived vendors are hidden from selection lists but their history is preserved.

Renewals

Track license, registration, and DOT renewal deadlines to avoid compliance lapses.

Renewal Types

Creating a Renewal

1. Navigate to the vehicle's detail page and click Renewals.
2. Click Add Renewal.
3. Enter:
• Type -- Registration or DOT
• Due Date -- When the renewal must be completed
• Notes -- Any relevant details
• Watchers -- Users who should receive alerts about this renewal
4. Click Save.

Renewal Statuses

Once a renewal is completed, record the completion date to close it out.

Meter Entries

Track fuel consumption and mileage for every vehicle.

Adding a Meter Entry

1. Navigate to the vehicle's detail page and click Meter.
2. Click Add Entry.
3. Enter:
• Date -- When the reading was taken
• Value -- Odometer reading in miles
4. Click Save.

Meter entries are also captured automatically when employees submit inspections with a meter reading field. The vehicle's current meter and average usage per day are calculated from these entries.

Meter data feeds into service reminders (mileage-based service intervals) and fleet analytics.

Vehicle Documents

Store important documents for each vehicle directly in DSP Ops Center.

Common Documents

• Insurance cards and certificates
• Registration documents
• DOT inspection certificates
• Lease agreements
• Accident reports
• Repair invoices

Uploading a Document

1. Navigate to the vehicle's detail page and click Documents.
2. Click Upload Document.
3. Enter a document name, select the file, and optionally link it to an issue, service entry, or renewal.
4. Add labels for organization.
5. Click Upload.

Documents are stored securely and accessible to authorized users. Each upload records who uploaded the file and when.

Places

Manage the physical locations your fleet operates from and services. Places let you save and organize addresses that you reference frequently across the fleet module.

Use places to track:

• Your delivery station
• Parking lots and staging areas
• Service provider locations
• Charging stations (for EDVs)

Each place can include address information and be referenced across the fleet module.

Fleet Reports and Analytics

DSP Ops Center provides reporting tools to help you analyze fleet performance:

• Inspection compliance rates -- Track what percentage of scheduled inspections are completed on time
• Issue trends -- Monitor the volume and types of vehicle issues over time
• Service costs -- Analyze maintenance spending by vehicle, vendor, or service type
• Vehicle utilization -- Review assignment frequency and mileage trends
• Renewal status summary -- Overview of upcoming and overdue renewals across the fleet

Use these reports to identify problem vehicles, optimize maintenance schedules, and control fleet costs.

Fleetio Integration

If your DSP uses Fleetio for fleet management, DSP Ops Center can sync data between the two systems.

What Syncs

Setting Up the Integration

1. Navigate to Admin > Settings.
2. Locate the Fleetio section.
3. Enter your Fleetio API credentials:
• API Key -- Your Fleetio API key
• Account Token -- Your Fleetio account token
4. Save the settings.

Your Fleetio credentials are stored securely and encrypted at rest.

Running a Sync

1. Navigate to the Fleet page.
2. Click the Sync from Fleetio button.
3. The sync runs in the background, processing vehicles, service entries, and meter entries.
4. A summary toast notification shows the results: how many records were synced, updated, or skipped.

Sync Details

• Vehicle matching: Vehicles are matched by VIN. If a vehicle in Fleetio has a VIN that matches a vehicle in DSP Ops Center, its data is updated. Vehicles without a matching VIN are skipped.
• Rate limiting: You can run one sync every 2 minutes to avoid overloading the Fleetio API.
• Non-destructive: The sync only updates existing vehicles and creates new service/meter entries. It never deletes data.
• The sync processes all your Fleetio records regardless of how many there are.

Fleet Daily Digest

DSP Ops Center sends an automated daily fleet summary to your DSP Chat fleet channel every morning at 7:00 AM Central time.

What the Digest Includes

• Fleet status summary -- Count of vehicles by status (Active, Inactive, In Shop, Out of Service)
• Overdue inspections -- Vehicles that have missed their scheduled inspection
• Open issues -- High-priority and critical issues that need attention
• Upcoming renewals -- Registrations and DOT certifications due soon or overdue
• Service reminders -- Maintenance that is due soon or overdue

The daily digest gives your management team a quick morning briefing on fleet health without needing to log into the system.

Tips and Best Practices

Inspection Compliance

1. Set up inspection schedules for every active vehicle. Daily inspections are standard for delivery fleets.
2. Review the daily log each morning before vehicles depart. Flag any failed inspections immediately.
3. Create issues from failures so nothing falls through the cracks. The link between inspection failure and vehicle issue provides full traceability.
4. Monitor inspection reminders -- if employees are consistently missing inspections, the hourly reminders (10 AM - 8 PM Central) will prompt them via DSP Chat.

Maintenance Cost Tracking

1. Log every service entry with accurate costs and link them to the correct vendor.
2. Use service programs to define your standard maintenance intervals. The system will remind you when service is due based on mileage or time.
3. Review service costs per vehicle periodically. Vehicles with disproportionately high maintenance costs may need to be replaced.
4. Track meter entries consistently -- mileage-based service reminders are only accurate if odometer readings are current.

Keeping Data Current

1. Update vehicle statuses immediately when a vehicle goes to or returns from the shop. Accurate statuses make the fleet dashboard trustworthy.
2. Record driver assignments daily for accountability and incident investigation.
3. Complete renewals before they are overdue -- use the dashboard alerts and daily digest as your early warning system.
4. Sync with Fleetio regularly if you use both systems, so your data stays consistent.

Organizing Your Fleet

1. Use descriptive vehicle names that your team recognizes (e.g., "CDV02 - LP" rather than just a VIN).
2. Keep vendor records updated with current contact information and ratings. This makes it easy to route vehicles to the right shop.
3. Upload key documents (insurance, registration) to each vehicle's document section so they are accessible when needed -- especially useful for roadside situations.
4. Archive vendors you no longer use rather than deleting them, so historical service records remain linked.