Getting Started with Fleet360

The RTA Fleet360 application is designed to save you time, reduce fleet costs and make our roads safer.

Logging in

Accessing Fleet360 is similar to many other modern web applications and can be accessed using any of the modern web browsers including Google Chrome, Apple Safari, Mozilla Firefox, and Microsoft Edge.

Access app.rtafleet.com through your web browser
Click Sign In
Enter in the username and password
1. Password Policy
  1. Passwords must be between 6 to 25 characters and contain three of the following: 1 uppercase, 1 lowercase, 1 numeric, 1 special character.
Click Log In to be directed to the web application

User Management

Users can be granted access to the application by an internal system administrator.

Step 1: Determine which users need to be able to access the system

Step 2: Determine what level of access each user will need (Refer to User Group TOC)

Step 3: Create users in Fleet360 (Refer to User Management TOC)

Signing out

When the user is done accessing the application, use Sign Out to Sign Off of the application.

User Profile Settings

Navigation: Click your user avatar or name in the top-left navigation bar → Settings

Overview

The User Profile Settings screen allows each Fleet360 user to manage their personal account information and application preferences. Settings made here are specific to the logged-in user and do not affect any other user’s account.

From this screen users can update their name, change their password, change their employee PIN, set their display theme, select their preferred language, configure printer settings, and control how grids behave in relation to their Working Facility.

How to Access User Profile Settings

Locate your user avatar or name in the top-left corner of the Fleet360 navigation bar.

Click the avatar or name to open the settings menu.

Select Settings from the menu options.

The User Profile Settings screen will open displaying all available options.

When finished making changes, click Save to apply your updates, or Cancel to discard any changes.

Profile Information

The top section of the settings screen displays your personal account information and account management actions.

Profile Photo

Your profile photo is displayed in the upper-left of the settings screen. The photo is associated with your user account and appears in the Fleet360 navigation bar. To update your photo, contact your system administrator.

First Name and Last Name

Your First Name and Last Name fields display the name associated with your Fleet360 user account. These fields are editable and will update the display name shown throughout the application.

⚠️ Note: Name changes made here update your display name within Fleet360. If your account is linked to an employee record, contact your system administrator to ensure consistency across both records.

Change Password

The Change Password link allows you to update your Fleet360 login password. Selecting this option will prompt you to enter your current password and then set a new one.

Password requirements may vary based on your organization’s security settings configured by your system administrator.

Change Employee PIN

The Change Employee PIN link allows you to update the PIN associated with your employee record. The Employee PIN is used to authenticate actions within Fleet360 that require employee-level verification, such as clocking in and out on work orders or approving transactions in the Paperless Shop.

ℹ️ Note: The Employee PIN is separate from your login password. Your PIN is used for in-application actions, while your password is used to log into Fleet360.

Theme

The Theme setting controls the visual appearance of the Fleet360 interface for your account. Three options are available:

Option	Description
Auto Select	Fleet360 automatically matches the display theme to your device or browser’s system-level preference (light or dark mode).
Light Mode	Displays the Fleet360 interface with a light background and dark text. This is the default selection for most users.
Dark Mode	Displays the Fleet360 interface with a dark background and lighter text. Useful for low-light environments or user preference.

Theme changes take effect immediately after saving and apply only to your account.

Language

The Language setting controls the display language of the Fleet360 interface for your account. Four options are available:

Option	Description
Auto Select	Fleet360 automatically uses the language set in your device or browser settings.
English	Displays the Fleet360 interface in English. This is the default selection.
French	Displays the Fleet360 interface in French.
Spanish	Displays the Fleet360 interface in Spanish.

Language changes take effect after saving and apply only to your account. Other users’ language settings are not affected.

This setting will not change language on printed forms such as Work Orders or Purchase Orders. There is not currently a way for those to appear in any language other than English.

Printer Server

The Printer Server status indicator shows whether Fleet360 can communicate with your configured print server. The status button displays one of the following states:

Status	Meaning
Printer Server Not Ready	Fleet360 cannot detect an active printer server connection. Printing from within the application will not be available until this is resolved.
Printer Server Ready	Fleet360 has successfully connected to the printer server and printing is available.

A Refresh icon (↺) appears next to the status button. Click this icon to attempt to reconnect to the printer server without leaving the settings screen.

ℹ️ Note: If the printer server status continues to show as Not Ready after refreshing, contact your system administrator to verify that the Fleet360 print service is running and properly configured for your workstation.

Preferences

The Preferences section contains user-level toggles that control application behavior specific to your account. These settings allow you to personalize how Fleet360 functions for your individual workflow.

Grids Default to Working Facility

The Grids Default to Working Facility checkbox controls how Fleet360 grids handle facility filtering in relation to your current Working Facility.

State	Behavior
Checked (On)	All applicable Fleet360 grids (such as the Work Order Master List, Asset List, and Parts List) will automatically load using your current Working Facility. If you change your Working Facility, grids will update to reflect the new facility. Any facility filters saved in presets are overridden by your current Working Facility.
Unchecked (Off)	Grids behave according to any facility filters saved in your presets. If a preset was saved with a specific facility filter, that facility will be applied when the preset loads, regardless of your current Working Facility. This is the default system behavior.

Important Behaviors

This preference is user-specific. Enabling it for your account does not affect any other user’s grid views.

Saved presets are never modified or deleted by this preference. Only the runtime facility filter applied at grid load time is affected.

All existing facility-level security rules remain in effect. You can only see data for facilities you are authorized to access, regardless of this setting.

This preference applies to all applicable grids throughout Fleet360, not just a single list.

ℹ️ Tip: This preference is especially useful for users who manage multiple facilities and want their grids to always reflect the facility they are actively working in without needing to manually update saved presets.

Screen Action Buttons

Three action buttons appear at the bottom of the User Profile Settings screen:

Button	Action
Save	Saves all changes made on the settings screen and applies them to your account immediately.
Cancel	Discards any unsaved changes and closes the settings screen, returning you to your previous location in Fleet360.
Refresh Profile	Reloads your profile data from the server. Use this if your profile information appears out of date or if recent administrator changes to your account are not yet reflected on screen.