TradeWeave · ServiceTitan System Guides

Fleet Pro

GPS-hardware-backed vehicle tracking layered on top of ServiceTitan's technician and truck records. Only produces meaningful data once hardware, vehicle records, and the serial-number match between them are all correctly wired together.

Live Map Fleet Data Reports Maintenance Alerts Requires GPS hardware

Three things have to be correctly wired together before Fleet Pro produces anything trustworthy: the physical GPS hardware, the ServiceTitan vehicle/driver records, and the serial-number match linking the two. Get that setup wrong and every downstream report — driver scores, cost per mile, diagnostics — is either empty or silently wrong. Warehouse/Inventory Manager or Office Manager typically own the admin side; Dispatcher and Owner/GM are the primary ongoing consumers of what it surfaces.

Setup

Four-step configuration

A hardware project first, a software configuration second — most go-live delays trace back to the physical install, not ServiceTitan settings.

1

Request and install hardware

Pro Products page
  • Request through the Pro Products page or a CSM/Pro Account Manager.
  • GPS devices must be physically installed in every vehicle before onboarding begins — this is the actual bottleneck on go-live timing, not the software setup.
2

Create drivers and vehicles

Settings > People > TechniciansTrucks & Warehouses
  • Enable Fleet Pro Driver on each technician's profile.
  • Create a Truck record for each vehicle.
3

Match hardware to records

Fleet Pro > Vehicle Data
  • Click each device's serial number, assign vehicle/driver/camera via dropdowns.
Not broken, just registering New devices take 15-30 minutes to register after installation. Don't troubleshoot a "missing" vehicle during that window — it likely just hasn't registered yet.
4

Enable employee access

Role PermissionsProfile screen
  • Grant "View Fleet Pro" permission for anyone who needs to see the data.
  • Enable "Fleet Pro Access" separately on a user's own Profile for email alerts and geofencing notifications — a distinct toggle from the view permission.

Ongoing use

Core workflows

Not sequential — pull from whichever of these a given day's work calls for.

Live Map

Real-time vehicle tracking with location history; can integrate with GPS timekeeping.

Fleet Data

Manage vehicle/asset/driver/camera records, view driver scores, manage hardware devices.

Maintenance

Set reminders and log service entries — Upcoming, Due Soon, or Overdue status.

Alerts

Custom rules for idling, speeding, hard braking, unauthorized use, with violation notifications.

Groups

Organize vehicles/assets for bulk configuration instead of editing one at a time.

Geofences

Geographic boundaries that trigger automated actions or location-based alerts.

Ongoing use

Reporting & cost management

The reason to actually open Fleet Pro every week, not just at setup.

1

Driver Score Report weekly/monthly

  • Safety Score: 75+ Safe, 65-74 Watchlist, ≤65 Risky — built from hard braking, speeding, acceleration, idling, distracted driving.
  • Use to find coaching candidates and top performers, not just problems.
2

Trips Report

  • Vehicle Operating Cost = Distance × Cost Per Mile. Benchmark idling against a 10% target.
Default cost is a placeholder Default CPM is $0.71 and is only a starting point — every cost figure downstream is wrong until it's updated to reflect actual operating costs.
3

Diagnostics Report weekly

  • OBD-II codes with repair importance/difficulty ratings — schedule high-priority repairs before a breakdown, not after.
4

State Mileage Report

  • Mileage and duration by state, for IFTA compliance on multi-state fleets.
Lookback ceiling Reports max out at a 93-day window. Plan report cadence around that ceiling rather than assuming a full year is available in one pull. Pair real-time alerts (single bad events) with monthly reviews (repeated patterns) — alerts alone won't surface a pattern.
Connected systems: Fleet data feeds Dispatch Pro (routing optimization), Contact Center (ETA accuracy), Field (technician performance context), Pricebook (cost-to-serve calculations), and GPS Timekeeping.

Reference

Pitfalls & performance

Common pitfalls

SymptomFix
Tracking not appearingCheck the OBD-II/hardwired power connection first
Driver score not populatingUnassign and reassign the technician to force refresh
Video request stuck PendingDelete and resubmit rather than waiting
New vehicle "missing" after installWait the full 15-30 min registration window
Cost figures look wrong fleet-wideUpdate CPM from the $0.71 default

KPIs to watch

MetricWhere
Safety Score by driverReports > Driver Score Report
Vehicle Operating CostReports > Trips Report
Idling percentageTrips Report
Diagnostic repair priorityReports > Diagnostics Report
Maintenance statusFleet Data > Maintenance Reminders

Source articles