Update Vehicle Qualification Status in Encompass

Purpose

This article explains how to update a Vehicle’s Qualification Status in the J. J. Keller® Encompass® system. Users can access the Unit through Vehicles > Service by searching, filtering, or selecting from the List, then either open the Unit File or use the Edit icon. In the Unit Qualification section, they can enter the initial Qualification Date, mark the Unit as currently Qualified, or if not, enter a Disqualification Date and comments. Once changes are made, users save the updated information to ensure accurate fleet records.

When to Use This Article

• You need to record or update the qualification status of a vehicle unit.
• You need to mark a unit as disqualified and add a disqualification date and comments.
• You cannot find the Unit Qualification section in the unit file.

Steps to Follow

Go to Vehicles > Service. Find the unit using the search function, advanced filters, or by just finding the unit in the pre-populated list.

Click on the unit code to open up the unit's file OR hover and click on the pencil to open a Edit box.

If you are in the unit file, click Edit in the Unit Qualification section.

At the Edit Unit Qualification screen:

• Enter the Date Initially Qualified or select the date from the calendar.
• Toggle on Currently Qualified? if the unit is currently qualified. This will gray out the remaining fields. 
• If the toggle is left off, meaning Not Currently Qualified, enter a Disqualified On date and any Comments. 

Click Save to store the information.

What Not to Do / Common Pitfalls

• Do not leave the Currently Qualified? toggle off without entering a disqualification date -- this creates an incomplete record.
• Do not forget to click Save after making changes -- unsaved changes will be lost.
• Do not confuse the Unit Qualification section with Unit Inspection or Out of Service sections -- each tracks different information.

Escalation Path

• If the Edit button is not available in the Unit Qualification section, check the user's role and permissions. Escalate to an Encompass administrator if needed.
• If qualification data is not saving, confirm all required fields are completed and contact J. J. Keller Support at [e-mail] or 1-800-327-1342.