Systemise integration setupBeta

The Systemise integration connects your Vectis fleet account to Systemise, the trade business platform. Once connected, Systemise shows vehicle availability when your team schedules jobs, creates and cancels Vectis bookings as jobs are scheduled or cancelled, and receives trip, fuel and inspection data from Vectis for timesheets, job costing and job notes.

Bookings flow the other way: scheduling a job in Systemise creates the booking in Vectis.

Setup happens in two places, in this order: install the app from the Vectis Marketplace first, then connect from Systemise.

Key concepts#

Before you start#

In Vectis:

• You are a System Administrator with the marketplace.install permission. Ask your Vectis account manager if you are unsure.
• Your organisation's plan includes Marketplace access. Without it, installation is blocked with a message saying so; contact your Vectis account manager to enable it.
• Your vehicles are set up in pools, and at least one pool has vehicles you want to make available to Systemise.

In Systemise:

• You have a Systemise account with administrator permissions.

There are no client IDs, client secrets or API URLs to find or copy. The connection is completed through your Vectis sign-in.

Install the Systemise app in Vectis#

These steps are for the Vectis fleet administrator.

1. Find Systemise in the Marketplace

   Open the Marketplace from the puzzle icon in the top bar. Search for Systemise, or browse the Booking category, and open the Systemise app.

2. Review the app

   Read the description and the permissions (scopes) it needs, then select Install.

3. Grant the scopes

   The wizard lists the scopes Systemise needs (below). Review them, select Select all, then select Install Application.

When the installation completes, continue in Systemise.

Connect from Systemise#

These steps are for the Systemise administrator.

1. Open the Vectis Fleet integration

   In Systemise, open Integrations and choose the Vectis Fleet card.

2. Connect

   Select Connect to Vectis. Your browser goes to the Vectis sign-in screen, or straight to the authorisation screen if you are already signed in to Vectis.

3. Authorise

   Sign in with your Vectis administrator account if asked. Review the permissions Systemise is requesting, which match the scopes you granted when installing, then select Authorize.

Your browser returns to Systemise.

Confirm the connection#

The Vectis Fleet page should now show:

• Connected to Vectis, with status Active;
• Webhook Secret: Configured.

As the last step of connecting, Systemise fetches the webhook signing secret and subscribes to the six webhook topics it uses. To confirm this worked, open Settings → Marketplace Apps → Systemise in Vectis and check the Webhooks tab shows 6 subscriptions pointing at your Systemise webhook address.

Connection problems#

Employee sync#

Employee sync matches your Systemise employees to Vectis drivers, so trips and bookings are attributed to the right person.

How matching works#

Systemise compares each employee's email address with Vectis users. When an email matches, the employee is linked to that driver automatically. Employees without a matching email stay unlinked and can be linked by hand.

• Sync runs automatically every night at 2am.
• New Vectis driver accounts are picked up on the next nightly run.

Run the first sync#

Rather than wait for the nightly run, sync straight after connecting: on the Vectis Fleet page, in the Driver Sync panel, select Sync Employees. The sync starts in the background; check back shortly for the results.

Link an employee by hand#

If an employee uses a different email address in Vectis and Systemise, open the employee in Systemise's employee administration, find the Vectis user in the Vectis section, and select Link.

Check the integration is working#

After setup and the first employee sync, run through this checklist.

Connection

• The Vectis Fleet page in Systemise shows Connected to Vectis.
• Webhook Secret shows Configured.

Employee sync

• At least one employee is linked to a Vectis driver.
• Any unmatched employees are linked by hand, or you have confirmed they have no Vectis account.

Vehicle availability

• In Systemise, edit a job with start and end times set.
• The Vehicle (Vectis Fleet) section shows a pool selector and the available vehicles.
• Selecting a vehicle and saving the job shows the Vectis booking on the job.

Booking creation

• In Vectis, open Bookings. A booking appears for the expected vehicle, dates and driver, with the Systemise job reference in the booking detail.

Webhook events (optional)

• Check out and check in the Vectis booking from the step above.
• On the Vectis Fleet page in Systemise, Recent Webhook Events shows the booking.checked_out and booking.checked_in events.

Disconnecting and uninstalling#

Disconnect from Systemise#

To pause the integration without uninstalling it from Vectis:

1. In Systemise, open the Vectis Fleet integration.
2. Select Disconnect and confirm.
3. Systemise stops calling Vectis. Existing job links stay in place.
4. To reconnect later, select Connect to Vectis and authorise again.

Uninstall from Vectis#

Uninstalling from Vectis permanently revokes Systemise's access and stops webhook delivery.

1. In Vectis, go to Settings → Marketplace Apps and choose Systemise.
2. Select Uninstall, then Confirm Uninstall.

Systemise then shows the integration as disconnected. If you reinstall later, select Connect to Vectis to authorise again.

How the connection is secured#

• Authorisation: the connection uses the OAuth2 authorisation code flow. When you select Connect to Vectis, you sign in to Vectis directly; Systemise never sees your Vectis password. Access uses a short-lived token that Systemise renews automatically. Access tokens expire after 1 hour.
• Webhook secret: set up automatically when you connect and used only to verify the HMAC-SHA256 signature on events from Vectis. If the secret is rotated in Vectis, Systemise needs the new secret before it can verify events again.
• Scopes: if you stop using a feature (for example fuel cost imports), revoke the matching scope (fuel:read) in Vectis at any time on the Scopes tab of the installed Systemise app. The change takes effect immediately.
• Your data only: Systemise can only access data belonging to your Vectis organisation.

For day-to-day use, see Using the Systemise integration.