FitFleet Customer Portal Kits FAQs

What kitting roles are available in the customer portal?

1. Customer Kitting Roles:
   1. Kitting Requester: Initiates and submits kit requests.
   2. Kitting Reviewer: Reviews and provides initial approval for kit requests submitted by the Kitting Requester before forwarding them to the Kitting Approver.
   3. Kitting Approver: Provides final approval for kit requests before they are submitted to WesTrac for processing.
2. WesTrac Kitting Roles:
   1. Inventory Analyst: Reviews approved kit requests, processes them, and is responsible for building the kits.

How do I assign kitting roles to users within my organisation?

1. Navigate to the Admin Dashboard and select Add User.
   
   

2. Fill out the form fields required for user creation and select the appropriate kitting role.

   Note: Each user can only be assigned one kitting role

   

3. Once the form is completed click the  Add User Profile button which will finalise the user profile creation. This will then trigger an automated email to the new user to complete the setup of their FitFleet Customer Portal account via Okta.

What are the different statuses of a kit request?

You can hover over the status labels in the portal to view a tooltip with an explanation of each status. Below is a summary of the statuses:

1. Draft: The request is in draft. The request is in draft status. You can send it to the kitting reviewer for review and initial approval once completed. This status is only available for kitting requesters.
2. Under Review: The request is under review with the kitting reviewer. Once approved, it will be sent to the kitting approver for final approval.
3. Pending approval: The request awaits final approval from the kitting approver.
4. Rejected: The request is rejected by either the kitting reviewer or the kitting approver.
5. Requested: The kitting approver has approved the kit request, and it has been sent to WesTrac for processing.
6. In Progress: The request is currently being processed by WesTrac.
7. Clarification Requested: WesTrac has requested clarification on the kit request.
8. Clarification Requested - Rejected: The modified kit request, based on the clarifications needed, has been rejected by kitting reviewer or kitting approver.
9. Clarification Requested – Under Review: The modified kit request, based on the clarifications needed, is with the kitting reviewer for initial approval.
10. Clarification Requested – Pending Approval: The modified kit request, based on the clarifications needed, is with the kitting approver for final approval.
11. Completed: The request has been completed by WesTrac.

Please refer to the below diagram that demonstrates the end-to-end process flow for kit requests from initiation to completion.

How do I submit a kit request as a Kitting Requester?

1. Under the Kits Dashboard, select Create New Request.
   
   
2. Start your kit request by either searching for an existing kit associated with your organisation, or uploading a CSV file. You can also select Search Existing Kits on the Kits Dashboard to view existing kits associated with your organisation before creating a new request.
   
   
   
   
   1. Uploading a CSV File:

      Upload a CSV file from your computer containing kits parts details by selecting Choose a CSV File.

      You may also download the template by selecting Download Template. Complete the template and then upload your file.
      

   2. Searching for an Existing Kit:

      
      Search and locate an existing kit associated with your organisation. You can then customise and request the kit directly in the portal interface, or download the kit consist as a CSV file for editing and uploading.
      
      When you choose Customise & Request Kit, you can configure the kit to your requirements by changing the part quantity, adding, or removing specific parts.
      
      
      

3. After customising the kit or uploading the CSV file, complete the required fields for the kit request. You can then either save it as a draft or submit it for review. The request will be routed to the Kitting Reviewer for initial approval.
   
   
   You can view your draft request under the To Review tab on the Kits Dashboard. Here, you can continue working on the request and download the kit consist.
   
   
   After sending your kit request for review, you can check its status under the In Progress tab. This tab allows you to view the request and download the Kit Consist.
   
   
   Kit requests completed by WesTrac will be saved under the Completed tab. Here, you can view the request, request the kit again, and download the Kit Consist.
   
   
   Selecting Request Again will duplicate the kit request under the To Review tab, allowing you to continue working on it.

4. If your request is rejected by the Kitting Reviewer or Kitting Approver, it will reappear in the To Review tab along with the rejection notes. You can review the notes, update the request as needed, and resubmit it for review.
   

5. If your request is sent back by WesTrac for clarification after being approved by Kitting Reviewer and Kitting Requester, it will appear under the To Review tab with the status Clarification Requested. You can review the clarification notes, make the necessary updates, and resubmit the request to the Kitting Reviewer for approval
   
   

How do I review and approve a kit as a Kitting Reviewer?

1. When a Kitting Requester submits a kit for your review, it will appear under the To Review tab in the Kits Dashboard with the status Under Review.
   
   
2. Select the request to review it directly in the portal, or download the kit consist as a CSV file. You’ll be able to view key details including the kit consist, kit number, description, request date, and requester name. You can also search within the kit consist by part number or description.
   
   

3. You can either approve or reject the request:

   If you reject the request, you must provide notes explaining the reason. Select Send & Close to return the request to the Kitting Requester along with your notes. Once resubmitted by the Kitting Requester, it will reappear in your To Review tab with the rejection notes visible for your reference.
   
   

   If you approve the request, it will be forwarded to the Kitting Approver within your organisation for final approval. If you approve a request that was previously rejected, your original rejection notes will also be visible to the Kitting Approver during their review.

   Note: You can also view in-progress and completed kit requests within your organisation, and download the kit consist as needed.

   

4. If the request was returned by WesTrac for clarification and has been updated and resubmitted by the Kitting Requester, it will appear under the To Review tab with the status Clarification Requested – Under Review. You can review the clarification notes and choose to either approve or reject the request.
   
   
   

How do I review and approve a kit as a Kitting Approver?

1. When a Kitting Reviewer submits a kit for your approval, it will appear under the To Review tab in the Kits Dashboard with the status Pending Approval.
   
   
2. Select the request to review it directly in the portal, or download the kit consist as a CSV file. You’ll be able to view key details including the kit consist, kit number, description, request date, and requester name. You can also search within the kit consist by part number or description. Additionally, if the request was previously rejected by the Kitting Reviewer, you can view the rejection notes.
   
   
   

3. You can either approve or reject the request:

   If you reject the request, you must provide notes explaining the reason. Select Send & Close to return the request to the Kitting Requester along with your notes. Once resubmitted by the Kitting Requester and approved by the Kitting Reviewer, it will reappear in your To Review tab with the rejection notes visible for your reference.
   
   
   If you approve the request, it will be submitted to WesTrac with the status Requested. If you approve a request that was previously rejected, your original rejection notes will still be visible during your review.
   

4. If the request was returned by WesTrac for clarification, then updated and resubmitted by the Kitting Requester and approved by the Kitting Reviewer, it will appear under the To Review tab with the status  Clarification Requested – Pending Approval. You can review the clarification notes and choose to approve or reject the request.
   
   

What happens to a requested kit?

1. Once a request is approved by both the Kitting Reviewer and the Kitting Approver, it is submitted to WesTrac with the status Requested. The request will appear under the In Progress tab, where you can view the request details or download the Kit Consist.

2. When the status changes from Requested to In Progress, it indicates that WesTrac is actively processing the request.

3. If WesTrac requires clarification, the request will be returned to the Kitting Requester under the To Review tab with the status Clarification Requested. The Kitting Requester can review the notes, make necessary updates, and resubmit the request for approval. Once reapproved by the Kitting Reviewer and Kitting Approver, it will be resubmitted to WesTrac for processing.
   
   

4. When WesTrac completes processing, the Kitting Requester, Kitting Reviewer, and Kitting Approver will receive an email notification with the outcome and kit details. You can also view kit details under the Completed tab in the Kits Dashboard, which includes Kit Number (if applicable), Kit Price (if applicable), and Completed Details.
   
   

   Completed Details may include:
   Kit has been created as requested
   Kit created with variations to the listed parts (with variations provided)
   Kit unable to be created (with reason provided)