What MIG Co Fleet Pilot Is Used For

MIG Co Fleet Pilot is a complete fleet management platform that helps you track vehicles, manage drivers and technicians, schedule maintenance, run inspections, manage parts inventory, and stay compliant — all from one dashboard. It is built for fleet operators across North America, the Caribbean, the Virgin Islands, and South America.

How to Log In

1. 1Open the MIG Fleet Tracker app or go to the website.
2. 2Enter your email address and password.
3. 3Click 'Log in'.
4. 4Alternatively, click 'Continue with Google', 'Microsoft', or 'Apple' for single sign-on.

How to Reset Your Password

1. 1On the login page, click 'Forgot password?'.
2. 2Enter your email address and submit.
3. 3Check your email for a password reset link.
4. 4Click the link and enter your new password twice to confirm.
5. 5Return to the login page and log in with your new password.

How to Update Your Profile

1. 1Log in to the app.
2. 2Click your name or profile icon in the top-right corner.
3. 3Select 'Profile' or 'Settings'.
4. 4Update your name, phone number, or other details.
5. 5Click 'Save' to persist your changes.

How to Select Company / Division (Multi-Access Users)

If you have access to more than one company or division, you will see a company/division selector after logging in.

1. 1After login, look for the company selector dropdown in the top bar.
2. 2Click it to see all companies or divisions you have access to.
3. 3Select the one you want to work in.
4. 4All data shown will be scoped to your selection.

User Roles Explained

MIG Co Fleet Pilot uses role-based access control. Your role determines what you can see and do in the system.

• Mig Co Super Admin — Full system access. Can see and manage all subscribers, companies, users, vehicles, and billing.
• Subscriber Admin — Manages their own company only. Can add users, vehicles, divisions, and manage all company data.
• Supervisor — Oversees daily operations within their company. Can review inspections, assign work orders, and manage drivers.
• Technician — Focuses on assigned work orders. Can add diagnoses, parts, photos, and complete repairs.
• Driver — Uses the driver portal for inspections, reporting, and vehicle assignments.

Add a New Subscriber / Client

1. 1Log in as a Mig Co Super Admin.
2. 2Navigate to 'Client Companies' from the dashboard.
3. 3Click 'Add Company' or the '+' button.
4. 4Fill in the company name, primary contact name, contact email, phone, and address.
5. 5Select the region (Caribbean, Virgin Islands, South America, US, Other).
6. 6Set the subscription tier (Starter, Small, Medium, Large, Enterprise, Custom, Trial).
7. 7Set the vehicle limit for this subscriber.
8. 8Click 'Save' to create the subscriber account.

Edit Subscriber Information

1. 1Go to 'Client Companies'.
2. 2Find the subscriber you want to edit.
3. 3Click the edit (pencil) icon.
4. 4Update the fields you need to change.
5. 5Click 'Save' to apply changes.

Set Subscriber Plan & Billing

You can set the subscription tier, vehicle limits, and billing method for each subscriber.

1. 1Go to 'Subscriptions' from the dashboard.
2. 2Find the subscriber whose plan you want to change.
3. 3Click 'Edit' or 'Manage'.
4. 4Select the new subscription tier.
5. 5Set the maximum number of vehicles/units allowed.
6. 6Choose the billing method (monthly or annual).
7. 7For custom billing, enter a custom price and terms.
8. 8Click 'Save' to apply.

Create a Custom Billing Plan

1. 1Go to 'Subscriptions'.
2. 2Find the subscriber and click 'Manage'.
3. 3Select 'Custom' as the subscription tier.
4. 4Enter the custom monthly or annual price.
5. 5Set the vehicle limit and any special terms in the notes field.
6. 6Click 'Save'.

View All Subscribers & System Activity

1. 1Go to 'Client Companies' to see all subscribers.
2. 2Go to 'System Overview' for a high-level view of all system activity.
3. 3Review vehicle counts, driver counts, and subscription statuses across all companies.

Access & Manage Any Client Account

As a Super Admin, you can access any subscriber's account to help troubleshoot or manage data on their behalf.

1. 1Go to 'Client Companies'.
2. 2Find the client you need to access.
3. 3Click 'View' or 'Open' to enter their account context.
4. 4You can now see their vehicles, drivers, work orders, and other data.

Troubleshoot Subscriber Access Issues

• If a subscriber cannot log in, verify their account is active in 'Client Companies'.
• Check that their subscription status is 'active', not 'suspended' or 'cancelled'.
• Verify the user's email is correct and they have been invited.
• If the subscription is suspended due to payment failure, update payment or reactivate.

Disable or Cancel a Subscriber Account

1. 1Go to 'Client Companies' or 'Subscriptions'.
2. 2Find the subscriber.
3. 3Change their subscription status to 'suspended' or 'cancelled'.
4. 4Optionally add a reason in the notes field.
5. 5Click 'Save'. The subscriber will lose access at the end of their billing period.

Add Divisions

1. 1Navigate to 'Divisions' from the dashboard.
2. 2Click 'Add Division'.
3. 3Enter the division name and any description.
4. 4Click 'Save'.

Add Units / Vehicles

1. 1Go to 'Vehicle Management'.
2. 2Click 'Add Vehicle'.
3. 3Enter license plate, VIN, make, model, year, and vehicle type.
4. 4Set the vehicle status (Good, Needs Attention, Out of Service).
5. 5Enter current mileage and engine hours if available.
6. 6Assign the vehicle to a division if applicable.
7. 7Click 'Save'.

Add Drivers

1. 1Go to 'Driver Management'.
2. 2Click 'Add Driver'.
3. 3Enter full name, email, phone, and license information.
4. 4Set the driver status (Active, Inactive, Suspended).
5. 5Assign to a division if applicable.
6. 6Click 'Save'.
7. 7To give the driver app access, use 'Invite User' with their email and role 'driver'.

Add Technicians & Supervisors

1. 1Go to 'Technicians' for technicians.
2. 2Click 'Add Technician'.
3. 3Enter full name, email, phone, and specializations.
4. 4Set status to 'Active'.
5. 5Click 'Save'.
6. 6To invite supervisors or admins, use 'Invite User' from the user management area and assign the appropriate role.

Assign Users to Divisions

1. 1Go to 'Divisions'.
2. 2Find the division you want to assign users to.
3. 3Click 'Manage' or 'Edit'.
4. 4Add or remove users from the division.
5. 5Click 'Save'.

Create & Assign Work Orders

1. 1Go to 'Work Orders'.
2. 2Click 'Create Work Order' or '+'.
3. 3Select the vehicle/unit.
4. 4Enter the service name and trigger type (mileage, engine hours, schedule, manual).
5. 5Set the priority (Low, Medium, High, Critical).
6. 6Assign a technician.
7. 7Add any notes or parts requirements.
8. 8Click 'Save' — the assigned technician will receive an alert.

Review, Edit & Print Work Orders

• Go to 'Work Orders' to see all open and completed work orders.
• Click any work order to view full details.
• Click 'Edit' to modify details, status, or assignments.
• Use the 'Print' button to generate a printable work order.
• Filter by status to review completed work orders.

Run Reports

1. 1Navigate to the relevant section (Vehicles, Inspections, Reports, etc.).
2. 2Use the filter controls to select date range, vehicle, driver, or status.
3. 3Review the filtered results on screen.
4. 4Click 'Export' or 'Print' if available.

Review Driver Inspections & Technician Status

• Go to 'Inspections' to review submitted pre-trip and post-trip inspections.
• Click any inspection to review the checklist, photos, and issues.
• Use the supervisor review field to approve or flag for action.
• Go to 'Work Orders' > 'By Technician' to see each technician's workload and status.

Logging In & Viewing Your Dashboard

When you log in as a technician, you are automatically redirected to the Technician Portal — a focused view showing only your assigned work orders.

1. 1Log in with your email and password.
2. 2You will be redirected to the Technician Portal automatically.
3. 3Your dashboard shows: assigned work orders, work order counts by status, and alerts.

Receiving Assignment Alerts

When a work order is assigned to you, you receive a notification in the app.

• A notification badge appears in the top bar.
• Click the bell icon to see your notifications.
• The notification will show the work order number, vehicle, and priority.
• Click the notification to open the work order directly.

Opening a Work Order & Reviewing Vehicle Info

1. 1From your dashboard, click on a work order to open it.
2. 2Review the vehicle/unit information at the top.
3. 3Review the 'Concern' field to understand what needs to be fixed.
4. 4Check the trigger type (mileage threshold, scheduled service, manual, etc.).

Adding Diagnosis, Cause & Correction (3Cs)

1. 1In the work order, find the '3Cs Repair Lines' section.
2. 2Add a 'Concern' line — describe the problem reported.
3. 3Add a 'Cause' line — describe what you found during diagnosis.
4. 4Add a 'Correction' line — describe the repair performed.
5. 5Click 'Save' or 'Update' to save your notes.

Adding Parts & Pulling from Inventory

1. 1In the work order, find the 'Parts Requirements' section.
2. 2Click 'Add Part'.
3. 3Search for the part in inventory by name or part number.
4. 4Select the part and enter the quantity used.
5. 5If the part is in inventory, it will be deducted from stock automatically.
6. 6If the part is NOT in inventory, select 'Bypass Inventory' and enter the outside parts source manually.
7. 7Click 'Save' to add the part to the work order.

Uploading Repair Photos

1. 1In the work order, find the 'Repair Photos' section.
2. 2Click 'Upload Photo' or the upload icon.
3. 3Select up to 8 photos from your device.
4. 4Photos will be uploaded and attached to the work order.
5. 5Photos help document the before/after condition of the repair.

Placing a Work Order on Hold

Sometimes you need to pause a work order — for example, waiting for parts or customer approval.

1. 1In the work order, change the status to 'On Hold'.
2. 2Select a hold reason: Parts Delay, Approval Delay, Customer Delay, or Other.
3. 3Add any notes explaining the hold.
4. 4Click 'Save'. The supervisor will be notified.

Resuming & Completing a Work Order

1. 1To resume, change the status from 'On Hold' back to 'In Progress'.
2. 2When the repair is finished, change the status to 'Completed'.
3. 3Make sure all 3Cs lines, parts, and photos are added.
4. 4Click 'Save' / 'Submit for Review'.
5. 5The supervisor/admin will review and close out the work order.

Logging In & Viewing Your Vehicle

When you log in as a driver, you are automatically redirected to the Driver Portal — a simple, focused view for inspections and reporting.

1. 1Log in with your email and password.
2. 2You will be redirected to the Driver Portal automatically.
3. 3Your dashboard shows your assigned vehicle and available actions.

Assigning Yourself to a Vehicle

If your company allows self-assignment, you can assign yourself to a vehicle when you start your shift.

1. 1In the Driver Portal, look for 'Assign Vehicle' or the vehicle selection area.
2. 2Select your vehicle from the dropdown list.
3. 3Confirm the assignment.
4. 4If you need to change vehicles, repeat the process — the old assignment will be updated.

Completing a Pre-Trip Inspection

1. 1In the Driver Portal, click 'Start Pre-Trip Inspection'.
2. 2Go through each checklist item: tires, brakes, lights, fluids, engine, body, mirrors, safety equipment.
3. 3Mark each item as Good, Needs Attention, or Critical.
4. 4If you find defects, describe them in the 'Issues Description' field.
5. 5Upload required photos of any issues.
6. 6Enter your current mileage/odometer reading.
7. 7Review all fields to make sure they are filled in.
8. 8Click 'Submit Pre-Trip Inspection'.

Reporting Defects & What Happens Next

When you report a defect or issue during an inspection, the system automatically alerts your supervisor.

• Any item marked 'Needs Attention' or 'Critical' creates an alert.
• Your supervisor receives a notification immediately.
• If the issue is critical, the supervisor may create a work order right away.
• You will be notified if your vehicle is pulled from service.
• You can also submit a separate 'Report' from the Driver Portal for incidents or concerns.

Starting Live Assignment / Tracking

1. 1After submitting your pre-trip inspection, click 'Start Assignment' or 'Start Trip'.
2. 2Your vehicle's live tracking will begin.
3. 3Your supervisor can see your vehicle's location and status.

Completing a Post-Trip Inspection & Closing Out

1. 1At the end of your shift, return to the Driver Portal.
2. 2Click 'Start Post-Trip Inspection'.
3. 3Complete the checklist just like the pre-trip.
4. 4Note any new issues that arose during the trip.
5. 5Upload photos if needed.
6. 6Enter your final mileage/odometer reading.
7. 7Click 'Submit Post-Trip Inspection'.
8. 8Click 'Close Assignment' or 'End Trip' to close out vehicle tracking.

Add a Vehicle

1. 1Go to 'Vehicle Management'.
2. 2Click 'Add Vehicle'.
3. 3Enter: license plate, VIN, make, model, year, vehicle type (truck, van, car, trailer, bus, other).
4. 4Set status: Good, Needs Attention, or Out of Service.
5. 5Enter current mileage and engine hours.
6. 6Optionally add GPS coordinates, an image URL, and notes.
7. 7Click 'Save'.

Edit Vehicle Information

1. 1Go to 'Vehicle Management'.
2. 2Find the vehicle and click on it to open the detail page.
3. 3Click 'Edit'.
4. 4Update any fields.
5. 5Click 'Save'.

Assign Vehicle to Division & Driver

• Open the vehicle detail page.
• Use the 'Assigned Driver' field to assign or change the driver.
• The division assignment is managed through the Divisions page.

View Service History, Inspections & Open Work Orders

• Open any vehicle detail page to see its full history.
• Service History tab shows all completed maintenance.
• Inspection History shows pre-trip and post-trip records.
• Open Work Orders shows current repairs in progress.

Mark Unit Active / Inactive & Search / Filter

• Use the status field (Good, Needs Attention, Out of Service) to indicate vehicle condition.
• Use the search bar at the top of the Vehicles page to find vehicles by plate, make, or model.
• Use the status filter buttons to show only vehicles in a specific condition.

Full Work Order Process Overview

The work order lifecycle flows from creation through technician assignment, repair documentation, and final close-out.

• 1. Create work order (admin/supervisor)
• 2. Assign technician → automatic alert sent
• 3. Technician accepts/views assignment
• 4. Technician adds labor notes (3Cs: Concern, Cause, Correction)
• 5. Technician adds parts (from inventory or bypass)
• 6. Technician uploads photos (up to 8)
• 7. Pause/hold work order if needed (with reason)
• 8. Resume work order
• 9. Technician marks work order complete
• 10. Supervisor/admin reviews and closes out
• 11. Print work order if needed

Create Work Order

1. 1Go to 'Work Orders'.
2. 2Click 'Create Work Order'.
3. 3Select the vehicle.
4. 4Enter the service name.
5. 5Select trigger type (mileage, engine hours, service schedule, manual).
6. 6Set priority and status.
7. 7Assign a technician.
8. 8Add parts requirements if known.
9. 9Click 'Save'.

Assign Technician & Send Alert

1. 1In the work order, select a technician from the dropdown.
2. 2Click 'Save' — the technician automatically receives a notification alert.
3. 3The work order appears on the technician's dashboard immediately.

Technician Accepts / Views Assignment

• The technician sees the new work order on their dashboard.
• They click to open it and review the concern and vehicle info.
• They change the status to 'Acknowledged' or 'In Progress' to indicate they've started.

Add Labor Notes, Parts & Photos

• Document the repair using the 3Cs section (Concern, Cause, Correction).
• Add parts from inventory or bypass for outside parts.
• Upload up to 8 repair photos.

Pause / Hold & Resume

1. 1Change status to 'On Hold'.
2. 2Select a hold reason (Parts Delay, Approval Delay, Customer Delay, Other).
3. 3Add notes if needed.
4. 4To resume: change status back to 'In Progress'.

Complete, Review, Print & Close

1. 1Technician changes status to 'Completed'.
2. 2Supervisor/admin reviews the work order.
3. 3Supervisor verifies 3Cs, parts, and photos are complete.
4. 4Supervisor changes status to 'Completed' for final close-out.
5. 5The service is automatically archived to Service History.
6. 6Use the 'Print' button to generate a printable copy.

Add Parts to Inventory

1. 1Go to 'Parts Inventory'.
2. 2Click 'Add Part'.
3. 3Enter part name, part number/SKU, and category.
4. 4Set current stock, minimum stock threshold, and reorder quantity.
5. 5Enter unit cost and preferred vendor info.
6. 6Optionally add storage location and notes.
7. 7Click 'Save'.

Search Parts

• Use the search bar on the Parts Inventory page.
• Search by part name, part number, or category.
• Use category filter buttons to narrow results.

Use Parts on a Work Order

1. 1Open a work order.
2. 2Go to the 'Parts Requirements' section.
3. 3Click 'Add Part'.
4. 4Search and select the part from inventory.
5. 5Enter the quantity used.
6. 6The stock level is automatically reduced.
7. 7Click 'Save'.

Adjust Inventory & Bypass

• To manually adjust stock: go to Parts Inventory, edit the part, and update the current stock number.
• To bypass inventory (part not listed): in the work order parts panel, select 'Bypass Inventory'.
• Enter the part name, part number, supplier, and cost manually.
• This records the part usage without affecting inventory levels.

Track Parts by Vehicle & Technician

• Go to 'Service History' to see parts used per vehicle.
• Go to 'Work Orders' > 'By Technician' to see parts used by each technician.
• Open any completed work order to see the full parts list.

Run Inventory Report

• Go to 'Parts Inventory'.
• Review stock levels — items below minimum stock are highlighted.
• Use the low-stock filter to see only items that need reordering.
• Click 'Reorder' to generate a reorder request to the preferred vendor.

Running Reports

Reports can be generated from multiple sections. Use filters to narrow data by date range, vehicle, driver, technician, division, or status.

• By Date Range — Use date filters on any list page.
• By Vehicle/Unit — Go to Vehicle Detail > Service History or Inspections.
• By Driver — Go to Driver Management, click a driver to see their history.
• By Technician — Go to Work Orders > By Technician.
• By Division — Use the division filter where available.
• By Work Order Status — Filter Work Orders by status (Open, In Progress, Completed, etc.).
• By Inspection Result — Filter Inspections by status (Passed, Issues Found, Failed).

Export & Print Reports

• After filtering, click 'Export' to download data if available.
• Click 'Print' or use your browser's print function (Ctrl+P / Cmd+P).
• Reports can be printed as PDF using the browser's print-to-PDF option.

View Your Plan

1. 1Log in and go to 'My Subscription'.
2. 2View your current plan, billing cycle, vehicle limit, and subscription status.

Start a Trial

New subscribers get a 30-day free trial with full access. No credit card required to start.

1. 1Select a plan from the pricing page.
2. 2Click 'Start Free Trial'.
3. 3You'll be redirected to a secure checkout page.
4. 4Your trial begins immediately.
5. 5You'll receive email reminders every 5 days to add your payment method before the trial ends.

Enter Payment Method

1. 1Go to 'My Subscription'.
2. 2Click 'Add Payment Method' or 'Update Billing'.
3. 3You'll be redirected to a secure checkout page.
4. 4Enter your payment details.
5. 5Your subscription will be activated after payment.

Understanding Automatic Billing

• After your trial ends, your payment method is automatically charged.
• Monthly subscriptions are billed on the same date each month.
• Annual subscriptions are billed once per year at a 10% discount.
• If a payment fails, we retry up to 3 times over 7 days.
• If all retries fail, your account will be suspended.

View Unit Limit & Upgrade / Downgrade

• Go to 'My Subscription' to see your vehicle limit.
• To upgrade: select a higher tier plan and complete checkout.
• To downgrade: select a lower tier (if your vehicle count allows).
• Changes take effect at the next billing cycle.

Cancel / Unsubscribe

1. 1Go to 'My Subscription'.
2. 2Click 'Cancel Subscription'.
3. 3Confirm the cancellation.
4. 4Access continues until the end of your current billing period.
5. 5Data is retained for 90 days before permanent deletion.

Super Admin: Custom Billing & Overrides

Mig Co Super Admins can set custom billing for any subscriber.

• Go to 'Subscriptions' > find the subscriber > 'Manage'.
• Set custom pricing, vehicle limits, and billing terms.
• Override billing if needed for special arrangements.
• Create client-specific plans using the 'Custom' tier.