Fleet Management

Fleetio Shop Network
The TCU Fleet team is exploring the implementation of Fleetio’s Maintenance Shop Network.
This program would connect departments with a network of pre-vetted repair providers and integrate payment processing directly within Fleetio.

How It Works
Find a Shop:
Drivers can use the Fleetio app to locate approved maintenance providers in either a map or list view, view available services and discounts, and get directions.

Process Repairs:
Departments can provide step-by-step repair instructions, allowing drivers to complete work at approved shops without lengthy approval delays.

Automate Data:
Repair and maintenance data automatically syncs with Fleetio, ensuring accurate, real-time information for cost tracking, reporting, and compliance.

Streamline Payments:
The system automates payment processing between the TCU and the vendor, reducing administrative workload for both parties.

We anticipate having more information to share in the coming months.

Fleetio Software Implementation
The TCU Fleet team recently completed the Fleetio software implementation project. More information on this project is below:

As part of TCU’s efforts to improve business processes, increase transparency, and enhance efficiency for the Fleet team, we are pleased to officially announce the introduction of Fleetio - a cloud-based fleet management software that enables us to streamline our operations and effectively manage our fleet. Fleetio will allow us to easily:

• Stay on top of vehicle maintenance, submit service entries electronically, and ensure vehicle/operator safety.
• Keep track of tasks and communicate efficiently.
• Quickly and effectively submit inspections.

We completed all scheduled informational sessions and provided instructional materials to ensure a smooth transition but if additional training is needed, please don’t hesitate to reach out to anyone on the Fleet team. The rollout was scheduled in phases. Each subsequent phase began once the previous group’s rollout was successfully completed.

• Phase 1: Facilities
• Phase 2: Campus Police
• Phase 3: Res Svcs, Ranch Management, IT
• Phase 4: Athletics
• Phase 5: ROTC Army/ROTC AF/Band/Biology/Campus Rec/Environmental Studies
• Phase 6: Geology/IBR/Theatre
• Phase 7: Advancement/BLUU/Chancellor/Library/Risk

We thank all participating departments for embracing this exciting new platform. Please do not hesitate to email us with any questions at fleet@tcu.edu.

These materials offer campus users guidance on managing service entries, conducting inspections, and accessing PowerPoint training resources for effective vehicle management.

Fleetio Training - General Spring 2025
Fleetio Training - Facilities Specific
Vehicle Inspection Report - Scheduled
Vehicle Inspection Report - Unscheduled
Issue Resolution
Issue Creation - Not Related to Inspection
Service Entry - Scheduled
Service Entry - Unscheduled
Service Entry - Historical Records

Our guide serves as a resource for campus users, outlining procedures and best practices for managing university vehicles efficiently.

TCU Fleet Management Guide - August 2024

The Pool Vehicle Instructions provide campus users with guidelines on reserving, using, and returning shared university vehicles.

Fleet Pool Reservation Instructions

Visit the Risk Management page for detailed instructions on reporting incidents or accidents, and be sure to notify Fleet Management at fleet@tcu.edu as well.

TCU Risk Management

Contact the Risk Management team to arrange golf cart safety training.

TCU Risk Management

If you are considering expanding the TCU Fleet, please complete the attached Fleet Increase Request form. I have also included sample submissions to clarify the information we are looking for. Fleet additions are generally approved only when significant changes have led to substantial cost increases or unsafe conditions. The approval threshold is high, so requests should be well-documented and justified.

To proceed:

1. Complete the attached Fleet Increase Request form.
2. Submit it to your Vice Chancellor (or equivalent) for initial approval.
3. If approved, send the signed form along with your VC’s approval to fleet@tcu.edu.
4. Fleet Management will review, package, and route the request to the Facilities AVC for further evaluation.
5. If approved at that level, the request will be forwarded to the VCFA for final review and approval.

Fleet Increase Request Form
Fleet Increase Request - Athletics Sample
Fleet Increase Request - Campus Police Sample