Overview
Fleetrock is a cloud-based platform for managing fleet maintenance, compliance, and repair operations. It supports both internal fleet tracking and third-party repair services, with features for scheduled maintenance, repairs, billing, and more. Integrated with Alvys, it enables automatic asset syncing and real-time work order updates to reduce manual input and improve data accuracy. In the first release, users also gain visibility into maintenance schedules within the Dispatch Planner, helping them make informed decisions when assigning assets.
⚠️ Inspections are not yet supported.
Configuring the Fleetrock Integration within Alvys
Navigate to the Integrations page
Choose Maintenance from the list of integration types.
Click the "Inactive" status next to Fleetrock to open the configuration dialog.
Enter the Login URL supplied by Fleetrock. For example: https://www.fleetrock.com.
Please note that tenants who are reseller partners may have a different login URL.
Enter the Username (e.g., Alvyscustomer). Only the owner or primary account should be used. This can be found in Fleetrock under Settings > Users.
Generate the API Key
In Fleetrock, go to the Settings menu, then select API. Enter ‘Alvys’ as the description and make sure to uncheck the ‘Use JSON Web Tokens (JWT)’ box, as the integration will not work if it is checked. Click “Generate Key” and copy the API key from the grey input field into the Alvys integration setup.
Select the appropriate Subsidiary for the integration.
Select the Default Asset Group.
Asset Groups in Fleetrock are required for asset creation and help organize units. A default group ensures new assets from Alvys are properly created and categorized in Fleetrock. Groups can be created and managed in Fleetrock by navigating to the Assets tab and selecting the Groups button.
Link Fleetrock and Alvys for Automatic Updates.
Fleetrock uses webhooks to send real-time data to Alvys. Copy the webhook URL provided by Alvys. Within Fleetrock, navigate to the Settings page and select Webhooks. Enable the webhook by selecting the "Enable" checkbox. Paste the webhook URL provided by Alvys into the "Endpoint URL" field. Then copy the secret key from Alvys and enter it into the "Webhook Secret" field. Select "Send Events" and choose "All." Click "Send Test Webhook" to verify the connection. A success message will confirm correct setup. Finally, select "Update" to save the webhook configuration.
Navigate back to Alvys and select the Activate button.
Notice the integration will now show as active
Asset Creation and Syncing with Fleetrock
When the integration with Fleetrock is first activated, Alvys does not create new assets in Fleetrock for units that exist only in Alvys. However, if an asset exists in both systems with the same VIN, the integration will automatically sync those records. After the integration is enabled, any new assets (trucks and trailers) created in Alvys will automatically be created in Fleetrock. This process eliminates duplicate data entry, keeps Fleetrock aligned with your current fleet information, and ensures maintenance schedules are correctly applied to the right assets.
Fields Synced from Alvys to Fleetrock:
Truck/Trailer Number (Unit Number)
License Number
License State (Registration State)
License (Registration Expiration)
VIN - Once a valid VIN is provided, additional details such as make, model, and year will be automatically populated by Fleetrock under the VIN Data tab for the corresponding truck or trailer
Status (Active/Inactive)
How Syncing Works
Assets created in Alvys after the integration is successfully configured will automatically sync to Fleetrock.
If any of these newly created assets are later updated in Alvys (for example, changes to license number or status), those updates will also be reflected in Fleetrock.
Changes made to assets directly in Fleetrock will not sync back to Alvys. (Alvys is the source of truth)
If an asset is deleted in Alvys, its status will be set to Inactive in Fleetrock.
If that asset is re-created in Alvys using the same VIN, Fleetrock will detect the match and change the status back to Active
Repair Orders and Alvys Integration
A Repair Order (also known as a Work Order) is a formal request to perform maintenance or repairs on a unit such as a truck or trailer.
Once the Fleetrock integration is enabled, Alvys will automatically import any repair orders from Fleetrock that are either Not Started or In Progress. These repair orders are imported into Alvys as Asset Events.
How to View Repair Orders in Alvys
Go to the Asset List (Truck List or Trailer List)
Select the asset of choice
Click on the Asset Events tab to view related repair orders
The status of each repair order in Fleetrock is translated to a corresponding status in Alvys as follows:
Asset Status Based on Work Order State
The status of a work order also determines the status of the related asset in Alvys
Repair Orders and the Dispatch Planner
To help dispatchers make informed decisions when assigning assets, the Dispatch Planner in Alvys now includes four additional columns in the Drivers view:
Truck Status – reflects the asset status of the truck
Trailer Status – reflects the asset status of the trailer
Truck Maintenance Status – based on work order status or scheduled maintenance
Trailer Maintenance Status – based on work order status or scheduled maintenance
How Maintenance Status is Determined
The Maintenance Status is influenced by both:
The Repair Order status
The Scheduled Maintenance
These columns provide visibility into the operational readiness of each asset based on its repair and maintenance activity.
Repair Order Status to Maintenance Status Mapping
1. Repair Order: Not Started = Maintenance Status: Awaiting Service
When a repair order exists but has not yet been started in Fleetrock, the asset’s Maintenance Status in Alvys will appear as “Awaiting Service”. This indicates that maintenance is scheduled but the asset is still operational and has not been taken out of service. While the asset remains Active and available for dispatch, Alvys will alert dispatchers that service is due soon if they attempt to assign it to a trip.
2. Repair Order: Waiting or In Progress = Maintenance Status: In Shop
If the work order is marked as “Waiting” or “In Progress” in Fleetrock, the Maintenance Status in Alvys updates to “In Shop”. This indicates that the asset is either in the queue to be serviced or is currently undergoing maintenance. The asset status in Alvys will also reflect as In Shop and should typically not be assigned to a trip, as it may be unavailable or unsafe for use. However, to provide users with more control, Alvys does not prevent the assignment. Instead, a warning is displayed when a dispatcher attempts to assign the asset from the Dispatch Planner driver view.
Schedule Maintenance and the Dispatch Planner
Scheduled Maintenance refers to routine planned services such as oil changes etc., based on time, mileage, or engine hours. It helps prevent breakdowns by tracking when maintenance is due and generating work orders as needed. In the Dispatch Planner driver view, scheduled maintenance information is shown in the Maintenance Status column for each asset.
Scheduled Maintenance Status to Asset Maintenance Status Mapping
Scheduled Maintenance: Almost Due = Maintenance Status: Upcoming
When scheduled maintenance for an asset is approaching based on time, mileage, or engine hours, the Maintenance Status will show as Upcoming. The asset remains Active and available for dispatch. If a user attempts to assign the asset from the Dispatch Planner driver view, a notification will be displayed to inform them of the upcoming maintenance.
Scheduled Maintenance: Overdue = Maintenance Status: Overdue When an asset has missed its scheduled service interval, the Maintenance Status will appear as Overdue. The asset still remains Active and can be assigned to a load, but a notification will appear if a user attempts to assign it to a trip from the Dispatch Planner driver view, alerting them that maintenance is overdue.
If more than one Maintenance Status exists for an asset, only the highest-priority status will be shown in the Maintenance Status column of the Dispatch Planner driver view. However, if a user attempts to assign the asset to a load, they will be shown all Maintenance Statuses.
Maintenance Status hierarchy (from highest to lowest priority):
Awaiting Service
Overdue
Upcoming
FAQs
What happens with assets when the integration is activated? Do the lists of trucks and trailers sync?
When the integration is first activated, we do not create new assets in Fleetrock for assets that already exist only in Alvys. Instead, we look for matching assets in both systems that share the same VIN and sync them. Going forward, any new assets created in Alvys (after the integration is active) will automatically sync to Fleetrock, as long as a valid VIN is provided.
What asset fields are synced from Alvys to Fleetrock?
Unit number, license info, VIN, and status. Fleetrock will also auto-fill make, model, and year based on the VIN.
What happens if I delete an asset in Alvys?
It becomes Inactive in Fleetrock. If you recreate the asset with the same VIN, Fleetrock will set it back to Active.
Can changes made in Fleetrock to assets sync back to Alvys?
No. Alvys is the source of truth, only changes made in Alvys sync to Fleetrock.
Are repair orders synced automatically from Fleetrock to Alvys?
Yes. Alvys imports repair orders from Fleetrock if they are Not Started or In Progress.
Can I assign an asset that is marked In Shop or Overdue from the Dispatch Planner?
Yes, but Alvys will display a warning to inform you of its maintenance status.
What about accounting? How do Fleetrock invoices/POs make it to external accounting systems?
Fleetrock supports an integration with QuickBooks Online (QBO). If a customer doesn’t use QBO, they’ll need to build their own accounting integration.
Why don’t I see the Maintenance Status in Alvys right after creating a scheduled maintenance in Fleetrock?
Scheduled maintenance data is sent by Fleetrock to Alvys daily at 5 AM EST, so changes won’t show immediately.