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Maintenance schedules

Updated

Overview

Maintenance schedules are interval templates that tell Fleet when a vehicle is due for a particular type of service. You define the service type and interval (miles, days, or both), and Fleet tracks each vehicle's status against that schedule automatically, marking items as Due or Overdue when thresholds are reached. This removes the need to manually track service dates across a large fleet.

Create a Maintenance Schedule

  1. Go to Fleet > Maintenance > Schedules.
  2. Click New Schedule.
  3. Enter a name (e.g., "Oil Change", "Tire Rotation", "Annual Inspection").
  4. Set the interval:
    • Miles — trigger when a vehicle has traveled this many miles since the last service of this type.
    • Days — trigger after this many days since the last service.
    • You can set both: the schedule fires when either threshold is reached first.
  5. Set the vehicle group this schedule applies to (all vehicles, or filtered by type, department, or tags).
  6. Click Save.

Default maintenance schedules (oil changes, tire rotations, annual inspections) are seeded automatically when you complete the setup wizard.

How Fleet Evaluates Schedules

The background maintenance-alert job runs daily at 07:00 UTC. It reads every active schedule, checks each vehicle's last service date and mileage for that service type, and marks items as:

  • Upcoming — within the alert threshold of the interval.
  • Due — interval has been reached.
  • Overdue — interval was reached and service has not been recorded.

Overdue items trigger notifications to fleet managers and admins.

Record Completed Service

When service is performed, log it as a maintenance record to reset the schedule counter:

  1. Go to Fleet > Maintenance and click New Record.
  2. Select the vehicle and maintenance type.
  3. Enter cost, parts used, technician, and vendor.
  4. Enter the mileage at service.
  5. Set the completed date.
  6. Click Save.

Fleet recalculates the next due date and next due mileage automatically based on the schedule interval.

Create a Work Order for Scheduled Work

When a vehicle shows Due or Overdue status, you can convert it to a work order for tracking:

  1. Open the vehicle or the maintenance schedule view.
  2. Click Create Work Order next to the due item.
  3. The work order is pre-filled with vehicle, maintenance type, and due date.
  4. Assign a technician or vendor, set priority, and add any parts.
  5. Click Save.

Work orders move through statuses: Scheduled > In Progress > Completed. When completed, the linked maintenance record is created automatically.

Edit or Delete a Schedule

  1. Go to Maintenance > Schedules.
  2. Open the schedule you want to change.
  3. Update the interval or vehicle group and click Save.

Changes apply to future calculations only. Historical records are not affected. To stop tracking a service type entirely, delete the schedule from its detail page.

Frequently Asked Questions

Can I set a schedule for one specific vehicle rather than a group?

Yes. When setting the vehicle group filter, narrow it down to a specific department, tag, or individual vehicle.

What if the same vehicle type needs different intervals for different service types?

Create separate schedules for each service type. Each schedule is evaluated independently.

How do I get alerted when something is overdue?

The maintenance-alert job sends notifications daily. Make sure your notification preferences are enabled under Settings > Notifications.

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