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Adding an Asset

In Pitstop (a separate fleet management platform), adding an asset allows you to track and manage any vehicle, trailer, or piece of equipment directly within your Pitstop fleet. Once added, the asset will appear in your Asset Management page where you can monitor its health, assign maintenance schedules, and log inspection reports.

Important | This article covers asset management in Pitstop, a separate third-party fleet management platform integrated with Fullbay. You must have a Pitstop account and be logged into Pitstop to perform these steps.

Before You Begin

Pitstop supports two ways to add assets:

  • With Telematics | Your asset is connected to a telematics provider (e.g., Geotab, Samsara, KeepTruckin). These assets are typically synced automatically.

  • Without Telematics | You manually add the asset. This is the most common method for trailers or assets that don't have a telematics device installed.

Note | This article covers adding an asset without telematics.

How to Add an Asset

  1. From the left-hand navigation menu, select Asset Management. This is where all of your fleet's vehicles and trailers live.

  2. Above the asset table, you'll see a search bar, a Filters button, and a + Add Asset button. Click + Add Asset to open the asset creation form.

  3. A form titled Add Asset Without Telematics will appear. Fill in the following fields:

    1. Required Fields (marked with a red asterisk)

      1. Asset Type | Select what kind of asset you're adding:

        1. Vehicle | Any motorized vehicle in your fleet (trucks, vans, etc.)

        2. Trailer | Non-motorized trailers

        3. Other | Any asset that doesn't fit the above categories

      2. Asset ID | A unique identifier for this asset. This is how the asset will be referenced throughout Pitstop, so use a naming convention that's consistent with the rest of your fleet (e.g., a unit number or license plate).

      3. Fleet | The fleet this asset belongs to. This will be pre-populated based on your account.

    2. Optional Fields. These fields aren't required to create the asset, but filling them in gives you richer data for maintenance tracking and reporting:

      1. VIN / Serial No | The vehicle identification number or serial number

      2. Year | The model year of the asset

      3. Make | The manufacturer (e.g., Freightliner, Kenworth, Volvo)

      4. Model | The specific model name or number

      5. Mileage | Current odometer reading at the time of entry

      6. Engine Hours | Current engine hours at the time of entry

      7. Location | The sub-location or yard this asset is assigned to

      8. Main Driver | The primary driver assigned to this asset

    3. 💡 Quick Tip | The more information you fill in upfront, the more useful your asset data will be for maintenance tracking, PM scheduling, and reporting. At minimum, we recommend filling in VIN, Year, Make, Model, and Mileage.

  4. Once you've filled in the required fields and any optional details, click the Add Asset button in the bottom right of the form. To cancel without saving, click Cancel.

Next Steps

Once saved, the asset will immediately appear in your Asset Management table. From there, you can configure the following Pitstop-only features:

  • Set up Preventive Maintenance (PM) schedules | Click into the asset and configure service intervals so you never miss a scheduled maintenance

  • Assign a sub-location | If your fleet operates across multiple yards or locations, you can assign the asset to a specific sub-location

  • Log the first inspection | Run a DVIR to establish a baseline condition record for the new asset

  • Add notes | Use the Notes column in the asset table to capture anything relevant about the asset's current condition

Helpful Tips

  • Can I add an asset that's already connected to telematics? If your asset is connected to a telematics provider that's integrated with Pitstop, it should sync automatically. Contact your Pitstop administrator if an asset isn't appearing after the integration is set up.

  • What if I made a mistake on an asset I just added? You can edit asset details at any time by clicking on the Asset ID in the asset table to open the asset's detail page.

  • Can I add multiple assets at once? Bulk asset imports are available — reach out to your Pitstop Customer Success Manager for assistance with a bulk upload.

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