Motivate People Help Desk (PHD)

When a new vehicle is added to the Motivate fleet (a.k.a. in-fleeted), there are a number of processes that have to be followed. The vehicle must not only be added to all digital tools that interact with fleet vehicles, but also set up with standard sets of equipment required for all vehicles. 

Below are all the various processes that must be followed when adding a new vehicle to the Motivate fleet. 

1. The vehicle must be added to Motivate's insurance. To do that, fill out this form, which sends the vehicle's information to the Administration team.
   
   
2. Order a gas card from WEX following the steps outlined here.
   
   
3.  Apply local market number/letter stickers on the vehicle on the upper front driver side windshield and on the rear passenger side door.   
   
   
4. Place the following documents in a binder or folder and store it securely in the vehicle:
   1. Insurance card
   2. Vehicle registration
   3. Other documents required in local market 
      
5. Order toll collection system equipment (e.g. Fastrak, E-Z Pass) for the vehicle. When received, store it securely in the vehicle or attach it to the applicable location. 
   
   
6. Add the vehicle to Fleetio following the steps outlined here. 

   5. 
      

7. Add the vehicle to GeoTab using the steps outlined here.
   
   
8. Place vehicle keys on a keychain, labeling them according to local vehicle naming conventions. 

   
   

9. Add magnet decals to the vehicle. 
   1. Add market name magnets to both sides of the vehicle. 
   2. Add Vehicle Speed Monitored by GPS and Caution: Frequent Stops magnets on the rear of the vehicle.
10. Attach phone holder to dashboard or front windshield of vehicle. 
    
    
11. Install fire extinguisher holder in vehicle. 
    
    
12. Create vehicle bucket or bag to store small items (e.g. vehicle keys, tech keys, phone and charger, res pack and charger, etc.).
    
    
13. For Battery Swap vehicles: Add a bucket of vermiculite to the vehicle.
     
    
14. For Service Delivery vehicles: Add cones, bungee cords, and ratchet straps. 
    
    
15. Plate Installation & Recording
    1. When the registration and permanent plates arrive, install both plates on the vehicle and put a copy of the registration in the vehicle binder. 
    2. Update vehicle plate number in Fleetio and email dawnalcantara@motivateco.com with the new plate number. 
    3. Upload a scan of the registration document and add it to Fleetio following the steps here.
       
       
16. Add vehicle registration renewal reminder in Fleetio following the steps here.