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Changelog

Follow up on some of the latest improvements and updates on the Collective Data platform. 

Inventory Distribution Warehouse

July 17, 2025

We’ve added support for Distribution Centers (DCs) to help streamline inventory storage and movement. DCs act as centralized hubs where you can store items before distributing them to individual warehouses or locations. These locations are meant solely for holding and transferring inventory—items stored in a DC cannot be issued to employees or used on Work Orders until they are transferred to a regular warehouse.

You can add inventory to a DC manually or through an import, and Purchase Orders can now be received directly into a DC. A new Inventory Distribution Management view makes it easy to manage transfers between warehouses, with options for both general transfers and specific bucket-based transfers. You can also view detailed inventory levels, allocations, reorder settings, and more.

Auto-Incrementing Asset Numbers

July 17, 2025

You can now set assets to use auto-incrementing numeric asset numbers for easier and more consistent tracking if you do not have specific numbers to use. Simply enable this in Organization Settings and set your starting number. This feature only works with numerals; you cannot use letters or special characters such as dashes or decimal points.

Preventative Maintenance Thresholds for Work Orders

June 13, 2025

We’re excited to introduce a new level of flexibility for your Preventative Maintenance scheduling.

Now, you have the power to define exactly when you’d like PM services to start appearing on Work Orders – before they’re due. Set your preferred threshold in days or meters, and ensure your team gets a head start on upcoming maintenance.

Prefer the current setup? No problem. If thresholds aren’t set, your system will continue to function as usual, prompting your shop to add services only when they’re due or overdue.

It’s your maintenance – your way.

Improved Recalls Functionality

June 13, 2025

Our Recalls feature has been updated with a new visual enhancement to help you better manage recall progress. A completion graph is now displayed in the Recalls view, providing a quick overview of how many vehicles still require attention.

You can easily manage vehicles within a recall by:

  • Adding vehicles to work orders or maintenance requests directly from the Recalls view.
  • Removing vehicles that no longer apply to the recall.

These actions help streamline the recall resolution process and ensure accurate tracking.

As a reminder, Collective Data integrates with the National Highway Traffic Safety Administration (NHTSA) to automatically import recall data into your application. This integration is included with your standard fleet functionality! No additional modules are required.

Fleet Health Report

June 13, 2025

We are excited to announce a new report available for Fleet, called Fleet Health. This report aims to give fleet managers clarity, control, and foresight by turning raw fleet data into meaningful insights supporting smarter maintenance planning, reduced downtime, and cost optimization across the fleet.

With this report, you’ll be able to:

  • Identify at-risk vehicles – determined by factors such as overdue services, unplanned repairs, and maintenance cost ratios.
  • Depreciation information – see your capital costs and depreciation values
  • Work and Inspections performed – see at a glance how many work orders were performed for a vehicle over a year, inspections, upcoming scheduled services and PM compliance.

A cover page is also available for this report that gives a quick overview of the totals included in the report.

Fleet: Scheduling Tab Badge Update

May 12, 2025

The badges on the Asset View → Scheduling tab have been updated to give even more information on what items are past due, so you can see at a glance what needs to be taken care of for your vehicle. Now, it takes into account expired registrations and will give the total number of expired services.

Shop Module: Shop Scheduler Updates

April 9, 2025

We’re excited to announce new enhancements to the Shop Scheduler, available exclusively in the Shop Module. This feature empowers drivers to schedule services or repairs with your shop, helping you better manage appointments and daily workflows. Here’s what we have added:

  • Time Blocking: Block off entire days or specific parts of the day to better control availability.
  • Time-Specific Services: Set certain work requests—like oil changes—to only be available during designated time slots (e.g., mornings only).
  • Work Code Integration: Assign exact work codes during scheduling, which will automatically carry over to the Work Order upon creation.
  • Improved Limited User Experience
    • Drivers can now view additional service details provided by the shop.
    • Appointment times are now selected via a dropdown, improving usability—especially on mobile devices.
    • Optional comment field for drivers when booking.
    • A new Service History tab allows drivers to reschedule or cancel appointments if needed.

Employee Self-Auditing

April 9, 2025

Limited Users can now easily confirm or deny possession of their issued items directly from the Issued Items tab. This self-audit option provides a quick way to track item accountability without using the Inspection Management view. Once enabled in Organization Settings, users will see Confirm and Deny buttons next to each item, with color-coded status and timestamps. Optional email reminders can also be set up to prompt employees to complete their self-audits.

Collective Data Academy

April 9, 2025

Did you know Collective Data offers a Training section on our website filled with helpful videos and webinars? Our expert trainers walk you through key workflows such as setting up inspections, performing asset audits, using the Report Selector, User Manager, and much more.

You can now access these resources directly from your application – just click the Help icon in the top right corner and select “Training Videos & Webinars.”

When new videos are added, we’ll post them in our monthly release notes. You can also find relevant videos directly within their related topics in the User Guide.

Accessibility Enhancements

April 9, 2025

We’ve added accessibility enhancements to buttons throughout the application. Now, when hovering over elements like the Reports or Question Mark icons in the top row, as well as filters, buttons, and other interactive items within views, an explanation of each button will be displayed.

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March 2026

Our March Release is here! General Updates Work Order Documents We added linkage between the Work Order Documents and Asset Documents. Now, when a Work Order has documents added to it, you can now see those documents in that Asset’s documents tab, and it will be labeled which Work Order they are from.  Inspection Management  We added a date filtering option to the Inspection Management view – now you can filter your inspections to the last 30 or 60 days, or show all. Quick Search field  We changed the Search field at the top of the view to be renamed the Quick Filter field, which is more accurate for…
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February 2026

Our February Release is here! General Updates Collapsible Side Navigation for a Larger WorkspaceYou can now collapse the side navigation to create more space in your application workspace! Click the arrows at the top of the navigation panel to collapse it into an icon-only view. Hover over the icons to quickly access the views you need. Click the arrows again to expand the full navigation menu.Work Order – Documents & PicturesThe Documents and Pictures sections on the Work Order view have been moved to tabs at the top of the screen instead of as buttons in the middle. This makes it easier to…
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December 2025 Updates

Our December Release is here! For any questions or to schedule an update, please reach out to your Client Success Coordinator by clicking here.  General Updates Auto-Incrementing Inventory Numbers You can now set Inventory to use auto-incrementing numeric inventory numbers for easier and more consistent tracking if you do not have specific numbers you want to use. This works the same as the auto-incrementing asset numbers feature. For information on how to use this feature, check the User Guide under the Inventory topic. Admin – Idle and Absolute Timeouts We added controls on the Admin page to manage idle and absolute…
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November 2025 Updates

Our November Release is here! For any questions or to schedule an update, please reach out to your Client Success Coordinator by clicking here.  General Updates Calendar UpdatesWe’re excited to share that Collective Data Calendars have received a fresh new look. The redesigned interface offers a cleaner, more modern experience while keeping all the same functionality you rely on; view upcoming due dates, complete tasks, and navigate directly to related records with ease.The calendars have been added to the left-hand side navigation under their respective topics so you can find them easier.Asset:Asset Registration Calendar (fleet only)PM Schedule CalendarEmployeeLicense/Certifications CalendarOperationsTo-Do CalendarWork Order…
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