Managing your fleet’s maintenance flow is key to keeping vehicles running smoothly and avoiding unexpected downtime. This guide walks you through the full process, from creating maintenance schedules to tracking upcoming services and reviewing completed work, so you can stay in control every step of the way.
Step 1: Plan Your Maintenance Schedule
Every successful maintenance program starts with a solid plan. In this step, you’ll define how often services should occur and which vehicles they apply to, based on real-world usage like mileage, time, or engine hours. To get started, navigate to the Schedule tab on the Maintenance page and click “Create a Schedule” to launch the 3-step schedule creation wizard. Use the 3-step wizard to:
Name & Intervals – Enter a name for the schedule and select one or more service intervals: miles, days, or engine hours. For each, set how often the service should occur.
Select Vehicles – Choose whether the schedule applies to all vehicles or select specific vehicles and tags.
Last Service Info – Enter the last known service date, mileage, and/or engine hours so the system can calculate the next due service.
This step defines the rule that the system will use to calculate when maintenance is due, based on real-time data from your vehicles. Once saved, the schedule will appear in the Schedule tab, and tracking will begin based on real-time vehicle data.
Step 2: Monitor Upcoming Services
Once your schedules are set, the system begins tracking your vehicles in real time to determine when each service is due. You can monitor all upcoming services from the Upcoming tab on the Maintenance page. This view displays a prioritized list of scheduled services, sorted by which ones are due soonest.
Each entry shows the service name, the associated vehicle, current odometer and engine hour readings, and how much time, distance, or usage remains before the service is due. If any value is overdue, it’s highlighted in red to draw immediate attention.
When a service is completed, you can log it directly from this tab using the three-dot menu next to the entry. Selecting “Mark as Serviced” opens a dialog where you’ll enter the service date, mileage, and/or engine hours, based on the schedule’s configuration. This action updates the system so it can calculate the next due interval and keep the schedule accurate.
Step 3: Edit or Delete if Things Change
As your fleet evolves, your maintenance needs might too. If a schedule needs to be updated, whether it’s changing the interval, modifying assigned vehicles, or adjusting the service rule, you can make those changes anytime from the Schedule tab. Simply click the three-dot menu next to the schedule you’d like to update, and choose Edit to reopen the setup wizard. If a schedule is no longer relevant, you can delete it from the same menu. Any changes you make will immediately apply to all vehicles assigned to that schedule.
Step 4: Monitor Your History
The History tab provides a complete log of all completed maintenance across your fleet. Every time a service is marked as completed, it’s automatically added to this view, giving you a searchable and filterable audit trail. Each record includes the vehicle name, service type, date of service, and the mileage or engine hours recorded at the time. This history helps you track performance, validate compliance, and reference past service work whenever needed.
Step 5: Coming Soon – Enable Notifications
Soon, you’ll be able to receive automatic notifications when a vehicle is approaching a scheduled service. These alerts will help you stay ahead of upcoming maintenance, reduce the risk of missed services, and keep your fleet operating smoothly. Notifications will be customizable based on your preferences and will be available via email.
Step 6: Coming Soon – Schedule Maintenance Reports
An upcoming feature will allow you to schedule recurring maintenance reports that are automatically sent to your inbox. These reports will include a summary of upcoming and overdue services, giving you and your team better visibility without needing to log in. Whether it’s a weekly snapshot or a monthly overview, scheduled reports will make it easier to stay aligned and proactive with your maintenance operations.