AUTO-Trak Fleet Portal

Tracked Vehicles

Drivers / Teachers

Service Due Soon

Down for Maintenance

Fleet Status

Upcoming Maintenance

Reserve / Block Vehicle

Schedule school vehicles and Driver Education vehicles from the Fleet Dashboard. Service issues require an override reason; Fleet Secretary cannot change vehicle service status.

FLEET DASHBOARD

Vehicle

Driver / Teacher

Date

Time Out

Expected Return

Use Type

Destination

Purpose / Notes

Report Vehicle Concern

Flag maintenance, damage, warning lights, or safety concerns for the Admin Today screen. This does not change official vehicle status.

MAINTENANCE ALERT

Vehicle

Import Secretary Mileage Spreadsheet

AUTO-Trak recognizes common Excel headings automatically. Nothing is added to the fleet until an unfamiliar car receives admin approval.

Drop Excel or CSV file here
or

Add Teacher / Driver

Name

Employee ID (optional)

Email (optional)

Phone Extension

Notes

Drivers / Teachers

School Vehicles

Click a vehicle to open mileage history, comments, service history, and status controls.

School Calendar Sources

Use either option—or both. AUTO-Trak combines the school calendar with vehicle reservations so the Secretary can see school closings before approving school-vehicle use.

SHARED CALENDAR

1. Import School Calendar Document

Upload the district calendar as PDF, Word, Excel, CSV, TXT, or ICS. Use this as the baseline for the school year.

Calendar document

First Student Day

Last Student Day

2. SharePoint / Outlook Calendar

Paste a read-only ICS subscription link from the Secretary's Microsoft 365 / SharePoint / Outlook calendar. AUTO-Trak reads it one-way; it does not change the Microsoft calendar.

Read-only ICS calendar link

One-way sync: SharePoint/Outlook → AUTO-Trak. School-vehicle reservations remain managed inside AUTO-Trak.

Full-Year Vehicle Calendar

School closings, vehicle reservations, Driver Education use, and maintenance blocks are combined into one school-year view.

Vehicle Availability

Secretary, Driver Education, and maintenance blocks share this schedule.

New Vehicle Approval Requests

An unfamiliar vehicle name from an imported spreadsheet stays pending until you approve it. Approving creates a permanent alias so future imports recognize it automatically.

Fleet Staff Access

Restricted staff accounts are created and permissioned from the main AUTO-Trak Admin → Staff Access screen. This keeps Fleet Secretary activation, role boundaries, and audit control in one place.

Open Admin Staff Access

Fleet Portal Accounts

Driver Education Staff Access

Create Driver Education restricted staff from AUTO-Trak Admin → Staff Access, then grant Driver Education permission. No separate password-creation path is used here.

Open Admin Staff Access

AUTO-Trak Fleet

Fleet Status

Upcoming Maintenance

Reserve / Block Vehicle

Report Vehicle Concern

Import Secretary Mileage Spreadsheet

Column Mapping

Import Preview

Add Teacher / Driver

Drivers / Teachers

School Vehicles

School Calendar Sources

1. Import School Calendar Document

2. SharePoint / Outlook Calendar

Full-Year Vehicle Calendar

Vehicle Availability

New Vehicle Approval Requests

Fleet Staff Access

Fleet Portal Accounts

Driver Education Staff Access

Driver Education Portal Accounts

AUTO-Trak Fleet

Activate Approved Account

AUTO-Trak Fleet

Fleet Status

Upcoming Maintenance

Reserve / Block Vehicle

Report Vehicle Concern

Import Secretary Mileage Spreadsheet

Column Mapping

Import Preview

Add Teacher / Driver

Drivers / Teachers

School Vehicles

School Calendar Sources

1. Import School Calendar Document

2. SharePoint / Outlook Calendar

Full-Year Vehicle Calendar

Vehicle Availability

New Vehicle Approval Requests

Fleet Staff Access

Fleet Portal Accounts

Driver Education Staff Access

Driver Education Portal Accounts

Vehicle