Maintenance

The Maintenance module allows you to schedule, record and manage the service requirements most commonly needed for your fleet. In addition, resources and other contacts, such as mechanics can be automatically e-mailed a reminder about the need for upcoming Maintenance.

HOW TO ACCESS SCHEDULED SERVICES

Steps:

From the Tracking screen, click the Menu Bar icon on the top left-hand corner to access the Navigation Panel
Click the Maintenance menu item
Click the Scheduled Services submenu item

This screen displays the first 30 service items based on their status and is organized into three status categories:

Overdue: Lists maintenance services that have not yet been completed and have exceeded their scheduled mileage or due date
Due Soon: Lists service items that have reached the early reminder parameter set and will be due soon, and
Upcoming: Lists all the maintenance service items that have been created in the system

HOW TO ADD A SINGLE MAINTENANCE SERVICE

A Single Service occurs just once whenever the asset(s) reach their scheduled Mileage or Due Date or Engine Hours or all the three conditions.

Steps:

Click the + Add Service button on the top right-hand corner of the screen
On the New Service screen, type the Name of Service
Click the Repeat drop-down arrow and select No
From the Service Due section, select the checkbox next to By Distance and type the amount of distance at which you require the service to be due, or
Select the checkbox next to By Date and select a date when you want the service to be due from the calendar pop up menu, or
Select the checkbox next to By Engine Hours and type the number of engine hours at which you require the service to be due
Alternatively, select the checkboxes next to By Distance, By Date and By Engine Hours to create a single service based on all three conditions
Click the Next button

HOW TO ADD A SINGLE MAINTENANCE SERVICE

A Repeat Service occurs on a recurring cycle whenever the asset(s) have reached a scheduled Mileage, Due Time or Engine Hours or all the three conditions.

Steps:

Click the + Add Service button on the top right-hand corner of the screen
On the New Service screen, type the Name of Service
Click the Repeat drop-down arrow and select Yes
From the Service Due section, select the checkbox next to By Distance and the type the amount of distance you require the service to be due to every cycle, or
Select the checkbox next to By Time and from the drop-down menu select the Days or Months for the service to be due every cycle, or
Select the checkbox next to Engine Hours and type the number of engine hours you require the service to be due every cycle
Alternatively, select the checkboxes next to By Distance, By Date and By Engine Hours to create a repeat service based on all three conditions
Click the Next button

HOW TO SET UP REMINDER NOTIFICATIONS

You can set up notifications to remind you of a Single or Repeat Maintenance Service before it becomes due.

Steps:

If the service is based on Distance only, on the Reminders section, type the amount of KM/MI in the distance field you would like to be notified before the service is due, or
If the service is based on Time only, on the Reminders section, type a certain amount of time and click the drop-down arrow to select from Days, or Months that you would like to be notified before the service is due, or
If the service is based on Engine Hours, type the number of Engine Hours at which you would like to be notified before the service is due
Alternatively, if the service is created based on Distance, Time and Engine Hours, type the values in all the three fields, as necessary
To set up an Email Reminder, click the Email Reminder drop-down menu and select Yes
In the To field, type the email address of the recipient to send the reminder notifications to
If you do not wish to set up an Email Reminder, click the Email Reminder drop-down menu and select No
Click the Next button

Note1: Remember to separate multiple email addresses with semi-colons.

Note2: If a maintenance service is created based on Distance, Time and Engine Hours you will be notified based on whichever comes first.

HOW TO ASSIGN ASSETS TO A MAINTENANCE SERVICE

You can assign the maintenance service schedule to the asset(s) that the service will apply to.

Steps:

On the Select Assets screen, click the checkboxes next to the Asset descriptions that will require the service
Alternatively, Click the Select All button to assign all your assets to the maintenance service
Click the Done button

HOW TO COMPLETE A MAINTENANCE SERVICE

Once you have set up maintenance schedules, you can begin managing these service items that display on the Scheduled Services screen.

Steps:

Depending on the service item that needs to be completed, click the three-dot ellipsis button located on the right-hand side of the service item
Click Done
To complete a Single Service, on the Service Done screen, type the value(s) at which the service was completed in the Value at Service field(s)
Note: By default, the system will display the asset’s current value.
Click the Done button
Alternatively, to complete a Repeat Service, on the Service Done screen, type the value(s) at which the service was completed in the Value at Service field(s)
Note: By default, the system will display the asset’s current value.
Click the Done button
Note: For Repeat Maintenance Services, the Next Service At row will automatically re-calculate the value for the next service cycle.
To disable a Repeat Service from re-calculating for the next cycle, drag the Recurring Service Slider Bar to the left
Click the Done button