A comprehensive guide to setting up and using the Samsara integration to sync assets, GPS data, and meter readings with FMX. Future updates will include syncing alerts.

How the Integration Works

The FMX-Samsara integration connects your organization's fleet and asset data from Samsara directly into your FMX site. This streamlines maintenance operations by ensuring that equipment information is always up-to-date.

Once configured, the integration works automatically in the background, enabling the following workflows:

Asset Sync

Samsara Vehicles, trailers, and other tracked equipment are duplicated as Equipment records in FMX to avoid double data entry. The sync includes creating, updating, and retiring assets as their status changes in Samsara. When an asset is removed from Samsara, its corresponding record in FMX will be Retired (set to Inactive), preserving its maintenance history. Each equipment record will also contain a link that takes you directly to that asset's page in Samsara.

GPS Location Sync

On an equipment record that is synced from Samsara, you can click the Map tab to see the asset's last known location, which is updated automatically every hour. For a live view, use the link on the equipment record to view the real-time location in Samsara.

Meter Sync

Meter Readings for mileage and engine hours are updated automatically for synced equipment. This ensures that meter-based Preventive Maintenance schedules are triggered accurately without requiring manual data entry.

Alerts to Work Requests Sync (COMING SOON)

In a future update, Samsara alerts, such as Diagnostic Fault Codes (DFCs), will automatically create Work Requests in FMX. The request will have the correct Equipment item pre-linked and the Samsara alert details populated in the Description field.

Note: This integration is currently a one-way integration, allowing Samsara to remain the source of truth on asset details.

Setup Guide for Administrators

This section provides step-by-step instructions for configuring the integration for the first time.

Prerequisites

Before starting the configuration wizard, you must complete the following setup steps in both FMX and Samsara.

1. Configure FMX

  • Create a dedicated User Type: Configure a new user type with the required permissions. For more information, see How to Customize User Access. The permissions needed are:
    • Equipment Access:
      • Create: Checked
      • Read: Any
      • Update: Any
      • Retire: Any
      • Delete: Any
      • Can access geolocation map: Checked (Required for GPS sync)
    • Work Request Access (for your chosen module, e.g., Maintenance Requests):
      • Create: Any
      • Read request & public responses: Any
      • Update: Any
      • Assign equipment: Any
  • Create a dedicated User: Create a new user and assign it to the user type you just configured. For more information, see Adding and Editing Users & Contacts.
    • Assign an identifiable name (e.g., "Samsara Integration").
    • Use an email address where you want to receive notifications (e.g., "email+samsara@domain.com").
    • Securely document this user's password for use in the configuration steps.
  • Create needed Custom Fields: If you plan to map asset details from Samsara, create these as Custom Fields for Equipment beforehand. For more information, see Form Builder: How to create custom fields.
  • Create needed Meter Types: To sync mileage and engine hours, you must first create corresponding Meter Types. For more information, see Adding Meter Types. Go to Admin Settings > Equipment Settings and ensure you have meter types for "Mileage" (unit: mi) and "Engine Hours" (unit: hr).
  • Ensure Buildings are configured: The integration requires you to assign a default building to synced assets. For more information, see Adding Buildings.

2. Generate Samsara API Token

For more technical details, see Samsara's official API Authentication Guide.

  1. Log in to your Samsara dashboard and go to Settings > API Tokens.
  2. Click + Add an API Token.
  3. Enter a descriptive name (e.g., FMX Integration), set Tag Access to Entire Organization, and grant Read access for the following scopes:
    • For Asset Sync: Vehicles, Trailers, Equipment
    • For Meter Sync: Vehicle Statistics, Trailer Statistics, Equipment Statistics
  4. Click Save.
  5. Copy the new token immediately, as it will not be shown again.

Configuration Wizard

Step 1: Initial Configuration

  1. In FMX, navigate to Admin Settings > Integrations.
  2. Locate the Samsara integration and click Configure.
  3. Click Next on the first screen.

Step 2: FMX & Samsara Connection

  1. FMX API Connection: Enter the Hostname, Username, and Password for the dedicated integration user you created.
  2. Samsara API Token: Paste your Samsara API Token and enter your Samsara Organization ID.
  3. Click Next.

Step 3: Integration Information

Enable the toggles for the data you wish to sync:

  • Asset Sync: Enable the toggles for Vehicles, Equipment, and Trailers.
  • GPS Sync: Enable the Vehicle Location toggle.

Click Next.

Step 4: Equipment Mapping

On the Equipment Mapping screen, you will assign default FMX settings for the assets you are syncing.

  • For Vehicles:
    • Vehicle Equipment Type: Select the default FMX Equipment Type to assign to vehicles synced from Samsara.
    • Vehicle Tag: Select the Samsara field whose value will be used as the primary identifier (tag) for vehicles. We suggest choosing a field that is always present, such as name, serial number, or Samsara ID.
  • For Equipment:
    • Equipment Equipment Type: Select the default FMX Equipment Type to assign to equipment synced from Samsara.
    • Equipment Tag: Select the Samsara field to use as the tag for equipment.
  • For Trailers:
    • Trailer Equipment Type: Select the default FMX Equipment Type to assign to trailers synced from Samsara.
    • Trailer Tag: Select the Samsara field to use as the tag for trailers.
  • Default Buildings:
    • For each asset type (Vehicles, Equipments, and Trailers), you can select a default Building in FMX. This is an optional setting; if left blank, no building will be assigned. 

Note: For assets to be created without a building, the Building field must be set to "Optional" under Admin Settings > Equipment Settings. The default building is only assigned when an asset is first created by the integration and will not update the building for existing equipment.

Click Next.

Step 5: Field Mapping

  1. Asset Field Mappings: On each tab (Vehicle, Equipment, Trailer), map the desired Samsara fields to your FMX Custom Fields. Select "Do Not Sync" for any fields you wish to exclude.
  2. Meter Mapping: Map Samsara Engine Hours and Mileage to the corresponding FMX Meter Types.

Once you have configured all settings, you will click Finish to save and activate the integration. The initial data sync will begin and may take some time to complete.

Alert Mapping and Activation (COMING SOON)

This step will be enabled in a future update to allow mapping Samsara alerts to FMX Work Requests.

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