The Asset File in Pitstop is the single source of truth for any individual asset in your Pitstop fleet. Every vehicle, trailer, or piece of equipment you track in Pitstop has its own Asset File — a dedicated page where you can view and edit its details, manage maintenance schedules, track work orders, store documents, and more.
Think of it as the digital folder for each asset, keeping everything in one organized place so nothing falls through the cracks.
Important | The Asset File is a feature in Pitstop, a third-party fleet management platform integrated with Fullbay. The following describes how to use the Asset File within Pitstop.
How to Access an Asset File
From the Asset Management page, locate the asset you want to view in the asset table and click its Asset ID (shown in blue). This opens the Asset File for that specific asset.
At the top of every Asset File you'll see:
The asset name and year
A location pin icon indicating the asset's current location (if telematics is connected)
The VIN and Unit ID for quick reference
Below the header are five tabs that organize everything about the asset:
General | Core asset details, tire info, custom fields, and warranties
Work Orders | Full work order history and creating new work orders
Service Intervals | PM and inspection schedules, compliance tracking
Inspection Forms | Assigned inspection templates and completion status
Documents | File storage for registration, insurance, photos, and more
General Tab
The General tab is the first thing you'll see when you open an Asset File. It's split into two sections:
Asset Details | This section contains the core information about your asset. All fields with a pencil icon (✏️) are editable — click the icon next to any field to update it.
Warranties | The Warranties section on the right side of the General tab is where you log any active or historical warranties for this asset.
Asset Details
Field | Description |
Asset ID | The unique identifier for this asset in Pitstop |
Alternate ID | An optional secondary ID (e.g., a license plate number or internal fleet number) |
VIN | Vehicle Identification Number |
License Plate | The asset's license plate number |
Device | The telematics device connected to this asset. Shows No Device Connected if telematics isn't set up |
Mileage | Current odometer reading |
Engine Hours | Current engine hours |
Make | Manufacturer (e.g., Freightliner, Kenworth, Hyundai Translead) |
Model | Specific model name |
Year | Model year |
Main Driver | The primary driver assigned to this asset |
Fleet(s) | The fleet(s) this asset belongs to |
Tags | Any tags applied to this asset for filtering and organization |
Note | Tire Information is also captured in this section, including Tire Specs, Tire Size, Brand, Vendor, Tire Location, and Plate number.
Adding Custom Fields
Need to track something that isn't listed here? Click Add New Field at the bottom of the Asset Details section to create a custom field. If you want to reset the section back to its original state, click Restore Default Fields.
Quick Tip | Keeping your Asset Details up to date — especially Mileage and Engine Hours — ensures your PM schedules and service reminders fire at the right time.
Warranties
The warranty table includes:
Asset ID
Name
Status
Coverage Type
Vendor
Start Date
End Date
Start Meter
Range
End Meter
To add a warranty, click + Add New Warranty and fill in the relevant details.
Quick Tip | Logging warranties in Pitstop means you always know what's covered before authorizing a repair — saving you from paying out of pocket for work that should be under warranty.
Work Orders Tab
The Work Orders tab shows every work order that has been created for this specific asset, giving you a full maintenance and repair history in one place.
What You’ll See
The table includes the following columns:
Column | Description |
Order # | The unique work order number |
Asset ID | Confirms which asset the work order belongs to |
Status | Current status of the work order |
File Transfer | Indicates if the work order has been transferred from another source |
Service Tasks | The tasks included in the work order |
Created At | When the work order was created |
Started At | When work began |
Assigned To | The technician or team assigned |
Vendor | External vendor, if applicable |
Total Cost | The total cost of the work order |
Actions
Search | Search by Order # or Asset ID to quickly find a specific work order
Export CSV | Export the full work order history for this asset to a spreadsheet
Customize Table | Add or remove columns to match your workflow
Scan Work Order | Scan a physical work order or invoice using a QR code to instantly pull it up and create a linked work order for this asset
+ Create Work Order | Manually create a new work order for this asset directly from the Asset File
Quick Tip | Use the Work Orders tab to review an asset's full repair history before making a buy vs. repair decision. If an asset has racked up repeated costly repairs, the history is right here.
Service Intervals Tab
The Service Intervals tab is where you manage all scheduled maintenance for this asset — from oil changes and greasing jobs to DOT inspections. It has two sub-tabs:
View Current Services | This sub-tab shows all active service schedules assigned to this asset.
Schedule New Service | Use this sub-tab to assign a new service schedule to this asset.
View Current Services
For each service you can see:
Column | Description |
Service Type | Labeled as PM (Preventive Maintenance) or DOT Inspection |
Service Name | The name of the specific service |
Description | What the service involves |
Service Intervals | How frequently the service is scheduled (e.g., Every 4 Months, Every 12 Months) |
Next Service Due | A percentage showing how close the asset is to its next service, plus the due date and days remaining |
Last Service Done | The date the service was last completed |
Actions | Edit the service schedule |
The compliance percentage gives you a quick read on urgency — the higher the percentage, the closer you are to the service being due. When a service goes overdue, it will be flagged accordingly.
Bulk Actions
Select multiple services and use the action buttons to:
Remove Services | Remove a service schedule from this asset
Mark as Complete | Log that a service has been completed
Create Work Order(s) | Generate work orders for the selected services in one click
Schedule New Service
Fill in the following:
Service Type (required) | Choose Preventive Maintenance (PM) or another applicable type
Service Name (required) | Name the service (e.g., "Oil Change", "Annual DOT Inspection")
Asset Type (required) | Pre-populated based on the asset you're in
Select Asset (required) | Pre-populated with the current asset
Description | Describe what the service involves (e.g., list out the specific service tasks)
Service Reminder | Choose up to 2 reminder triggers: Time, Mileage, or Engine Hours
Once complete, click Add Service to activate the schedule.
Quick Tip | Setting up both a Time and Mileage reminder is best practice — whichever threshold is hit first will trigger the alert, so you never miss a service regardless of how the asset is being used.
Inspection Forms Tab
The Inspection Forms tab lets you assign inspection templates to this asset and track their completion status. This is separate from building the inspection template itself — that's done in the Inspection Forms module. Here, you're applying those templates to this specific asset and monitoring whether they're current or overdue.
The table shows:
Column | Description |
Name | The name of the inspection form |
Asset ID | Confirms the asset the inspection is tied to |
Created At | When the inspection was assigned or completed |
Created By | Who created or submitted the inspection |
Work Order | Any linked work order associated with the inspection |
To assign a new inspection to this asset, click Add New in the top right.
Quick Tip | Use this tab to stay on top of recurring inspections like DVIRs or safety checks. If an inspection is showing as past due, it should be prioritized before the asset goes back on the road.
Documents Tab
The Documents tab is a file storage area for anything related to this asset — think of it as a digital filing cabinet attached directly to the asset record.
Common documents stored here include:
Vehicle registration
Insurance certificates
Repair invoices or receipts
Warranty paperwork
Photos of the asset or damage
How to Add Documents
Click + Add New Section to create an organized section (e.g., "Registration", "Insurance", "Repair History"), then upload files or images directly into that section.
Quick Tip | Keeping your documents in Pitstop means anyone on your team can pull up an asset's paperwork instantly — no more hunting through email or shared drives during an audit or roadside inspection.