PSTrax / Fleetio Integration

Overview

PSTrax has worked with Fleetio, a leading fleet maintenance and management platform, to develop an integration between PSTrax's Vehicle/Station module and Fleetio. This allows our shared customers to:

• Create a Fleetio issue (similar to a work ticket) directly from a PSTrax vehicle alert, right as part of a normal truck check.
• Send only the alerts they choose to Fleetio, so routine, non-fleet alerts stay in PSTrax.
• Track each issue's progress—received, started, or completed—from a Fleet Dashboard inside PSTrax, without logging in to Fleetio.

This is not a separate module. It works within the Vehicle/Station module you already use, so the people running checks can flag a maintenance issue the moment they spot it, and the people managing the fleet receive it directly in Fleetio.

Pricing

The integration with Fleetio is offered at no additional cost to PSTrax customers using the Vehicle/Station module. Your organization must have its own Fleetio account.

How It Works

Once configured, creating a Fleetio issue is part of your normal alert workflow. When you create or edit a vehicle alert for a Fleetio-linked apparatus, you'll see a new "Send to Fleet Provider" checkbox. Check it and save, and PSTrax automatically creates a matching issue in Fleetio for that vehicle. The PSTrax alert receives an automatic comment confirming it's linked, and you can follow the issue's status anytime on the new Fleet Dashboard under Vehicles & Stations.

Vehicles are linked to Fleetio by VIN, which reliably identifies the same physical apparatus even when names or call signs change. The "Send to Fleet Provider" checkbox only appears for linked vehicles.

Connect your Fleetio account

To connect the two systems, PSTrax needs a Fleetio API key and your account token. You generate these in Fleetio, then send them to PSTrax.

1. In Fleetio, open your Account Settings.
2. Go to Manage API Keys.
3. Click Add API Key. Select the most recent API key version listed, and give it a descriptive label so it's easy to recognize later—for example, "[Your Department] PSTrax Integration."
4. After the key is created, you'll have both an API token and an account token. Send both values to PSTrax so we can finish enabling the connection.
5. Once we've enabled it, confirm the integration is live: a new Fleet Dashboard will appear under Vehicles & Stations in your PSTrax side navigation. 

Link your vehicles by VIN 

PSTrax links each vehicle to its match in Fleetio using the VIN. We use the VIN rather than the name or call sign because names like "Engine 3" can change over time, while the VIN reliably identifies the same physical apparatus.

For each vehicle you want connected:

1. In PSTrax, open the apparatus and go to Actions → Edit Details.
2. Make sure the VIN is entered in the apparatus details.
3. Confirm the same VIN exists on the matching vehicle in Fleetio. If it's missing there, add or correct it in Fleetio so the two match exactly.

Creating a Fleetio issue from an alert 

Once a vehicle is linked, creating a Fleetio issue is part of your normal alert workflow:

1. Create or edit a vehicle alert in PSTrax as you normally would during a check.
2. For a Fleetio-linked vehicle, you'll see a new "Send to Fleet Provider" checkbox. Check it.
3. Save the alert. PSTrax automatically creates a matching issue in Fleetio for that apparatus.
4. The alert in PSTrax gets an automatic comment confirming it's successfully linked to a Fleetio issue.

Setup happens once per department: connect your Fleetio account to PSTrax (using a Fleetio API key and account token), then link your vehicles by VIN. If you're a Fleetio customer, please contact us to set up this integration.