How to set up vehicle maintenance
Maintenance is created as a record with a date and, if needed, a repeat.
Steps
- Open the relevant vehicle card, or open the maintenance section if you want to select several vehicles.
- Create a maintenance record.
- Specify the date and the type of work.
- Set a repeat if the work is regular.
- Set how far in advance to warn.
- Save.
What is filled in
| Field | What it means |
|---|---|
| Vehicles | In a vehicle card, the record is for that vehicle; in the maintenance section, you can select several at once |
| Type of work | What exactly is being done |
| “Service date” | The next due date is calculated from this date |
| “Next maintenance date” | A separate date for insurance |
| Responsible employee | Which employee is in charge |
| Contractor | Entered when completing maintenance if an outside contractor did the work |
| Criticality | How urgent it is |
| Description | A free-form note |
Interval: days or mileage
Recurring maintenance is set with a step — by number of days or by mileage. These are different bases: an oil change is tied to mileage, while insurance and inspection are tied to dates. For ordinary maintenance, the next date is the previous service date plus the day interval; a separate next date can be entered only for insurance.
Advance reminder
You separately specify how far in advance to warn. After the due point is detected, the system schedules notifications for the following day at about 10:15 in the company time zone.
Tip
Selecting several vehicles at once is handy for seasonal work: a tire change is created for the whole fleet with one record.
When the reminder fires
There can be two reminders for each record, and they arrive at different moments.
The first is in advance. By mileage, it fires when the current mileage reaches the mark “last maintenance mileage + step − notify for”. By dates — the same, only in days.
The second is on the due date. When the due point itself arrives: the last maintenance mileage plus the full step, or the date plus the full step in days.
Important
When “Notify for” is zero, there is no separate advance warning. The notification is scheduled when maintenance itself is due.
Set a margin that matches how much time you need to organize the work.
After completion
When a recurring record is completed, you can enter a contractor. The system creates the next record with the same interval, counted from the new readings.
Tip
Check the created record right away: the previous step is carried over, and it may have changed along with the maintenance schedule or operating conditions.
Who receives notifications
If the record has responsible employees assigned, notifications go to them, plus an email to the company's general address. If there are no responsible employees, only the company's general channel remains: an email to its address and a message in the general chat, if one is connected.
Tip
Assign a responsible employee where a specific person does the work. Without one, the reminder goes into the general flow, where it's easy to miss.