Vehicle & Mileage at Check-In — Requiring It or Turning It Off
Where the check-in mileage requirement comes from, and the one switch that controls it
By default, when a technician checks in on a site visit, Service Envoy requires them to select a vehicle and enter Start Mileage and End Mileage for the drive (Start Mileage is auto-entered from the vehicle's previous logged mileage, or from the starting mileage on the vehicle detail page). Many companies rely on this for IRS mileage-deduction records, reimbursement, and fleet tracking — but if your company doesn't track mileage, you can turn the requirement off with one switch.
Where the setting lives
Go to My Account (click your avatar in the top-right corner and choose My Account, or open serviceenvoy.com/account). Scroll to the Check-In Requirements card and flip the switch labeled "Require vehicle & mileage on check-in."
Switch ON (the default) — technicians must pick a vehicle and enter start and end mileage before they can check in on a site visit.
Switch OFF — the vehicle and mileage fields are hidden from the site visit check-in form entirely. Techs check in with one less step, and nothing about the rest of the visit changes. The Assigned Vehicle field is also hidden when you add or edit an employee, since it doesn't apply to your company. (An employee who already has a vehicle assigned still shows it, so you can clear it.)
Turning it off while adding an employee
If the switch is still on and you open Add Employee, you'll see a Don't track vehicle mileage? Turn it off link under Assigned Vehicle. Click it and confirm, and the setting is turned off for your whole company right there. Anything you've already typed on the form stays put, and the Assigned Vehicle field disappears. The link only appears for people who are allowed to change the setting.
Who can change it
This is a company-wide setting. The Check-In Requirements card appears for anyone who holds the Manage Check-In Requirements permission — by default the Owner, Admin, and Project Manager roles. Project Managers get it because they're usually the ones dispatching technicians who may not drive a company vehicle. The owner can adjust who holds it in the Role Permissions grid on User Management. If you don't see the card on your My Account page, ask your workspace admin to make the change.
Good to know
The change takes effect immediately for everyone in your workspace — techs already mid-check-in may need to refresh the page.
The setting applies to site visit check-ins only. The standalone Log Task / Mileage check-in (from the side menu, not tied to a site visit) always requires a vehicle and mileage, because logging mileage is its whole purpose. A Ride Along check-in never asks for a vehicle either way.
Turning the requirement off doesn't delete anything: mileage already logged on past visits stays on record, and flipping the switch back on restores the fields exactly as before — safe to change in either direction.
How it works with the Marketplace and your Private Network
This is the key part for companies that send or accept outside work: the setting always follows the technician's own account, never the company that created the ticket.
Your own crew: Your setting applies to all their check-ins — your internal tickets and marketplace work they pick up. If you require mileage, they log it everywhere.
An outside technician working your site visit: Their setting applies, not yours: their own if they're independent, or their company's if they work for one. If it's turned off, they won't be asked for mileage on your visit — even though you require it for your own techs. You don't need to change anything for them. (The reverse is true too: another company can't force your techs to log mileage on their work.)
Why it works this way: mileage is the technician's own record for their taxes and reimbursement, so each company controls it for its own people.
Why you might leave it on
If your technicians drive company vehicles or claim mileage deductions, requiring mileage at check-in is the easiest way to build an audit-ready log — every site visit gets a start/end odometer reading tied to a real visit, with no separate spreadsheet to maintain.
FAQ
Will turning it off delete past mileage records?
No. It only changes what's required on new check-ins.
An outside technician worked my site visit and didn't enter mileage — is that a bug?
No, as long as the technician's own account (or their company's) has the setting turned off. They control it, not you.
Can I require mileage for marketplace work but not internal work (or vice-versa)?
No — it's one company-wide switch and applies to both for your own techs.
Who can change it?
Anyone with the Manage Check-In Requirements permission (Owner, Admin, and Project Manager by default), on the My Account page.