Set-up and Manage Vehicle Maintenance Schedules and Notifications

Schedule a New Maintenance Event

    1. From the Schedule Maintenance tab, click the + Add New button.
    2. Fill in the fields from the Schedule Maintenance window.
    3. Save the new maintenance schedule and reminder. This will be added to the Maintenance Schedule and table.

Create the Maintenance Schedule

Add the details of the vehicle, maintenance schedule and notification. Fields with (*) are required.

General Information

  1. Vehicle ID/Name*
    • Select the specific vehicle that the maintenance event is to be created for.
    • Use the search bar to find the vehicle, using either the Vehicle name or ID number.
  2. Service Type*
    • Select the service to be performed from the drop-down list.
    • If the service is not on the list, type this on the field. When the schedule is saved, the service will also be saved and added to the list for future schedules.
  3. Email Users
    • Tick the checkbox beside the email address (or email addresses) and click anywhere outside the field to select this. Tick All to select all the email addresses on the list.
    • All selected email addresses will receive a reminder regarding the maintenance schedule.

Recurrence*

In the recurrence section, indicate when the maintenance schedule is due (when should be done). The maintenance can be set to be due on a certain date, after a certain number of miles or a certain number of engine hours. Notifications can also be set to remind the recipients regarding the upcoming maintenance schedule.

By Date

  • Tick the button By Date 
  • Enter the date when the maintenance should be done on the Due Date field using this format MM/DD/YY. Please note that the date should not be earlier than today’s date.
    • Alternatively, click the calendar icon and select the date.
  • To set the schedule to occur on specific days, tick the checkbox for Reoccur Every.
    • Add the frequency rate and select either Week, Month or Year.
  • Set when the reminder notification should be sent
    • Tick the Reminder checkbox and add the number of days before the due date when the reminder will be sent.
    • Once the set reminder is reached, the notification will be sent to the indicated email recipients.
    • If this notification is not set, no reminder will be sent, even if recipient email addresses are selected.

By Miles

  • Tick the button By Miles
  • The value on the Current field is based on the current mileage entered under the vehicle profile creation or update.
    • Enter the required vehicle mileage when the maintenance will be done in the Due field.
    • To set the schedule to automatically recur after a specific number of miles, tick the checkbox for Reoccur Every.
      • Add the number of miles added to the mileage for the next schedule to occur.
    • Set when the reminder notification should be sent
      • Tick the Reminder checkbox and add the number of miles before the due mileage is reached for the reminder to send.
      • Once the set reminder is reached, the notification will be sent to the indicated email recipients.
      • If this notification is not set, no reminder will be sent.

By Engine Hours

  • Tick the button By Engine Hours
  • The value on the Current field is based on the current engine hours entered under the vehicle profile creation or update.
  • Enter the number of engine hours at which the maintenance needs to be done on the Due field.
  • To set the schedule to automatically recur after a specific number of engine hours, tick the checkbox for Reoccur Every.
    • Indicate the number of engine hours added for the next schedule to occur.
    • Set when the reminder notification should be sent
      • Tick the Reminder checkbox and add the number of hours before the due engine hours are reached for the reminder to send.
      • Once the set reminder is reached, the notification will be sent to the indicated email recipients.
      • If this notification is not set, no reminder will be sent.

Update the Maintenance Schedule

  1. From the Maintenance Schedule list, select the schedule to be edited. Click anywhere on the row to open the Edit Schedule Maintenance window.

  2. Update the necessary maintenance schedule information.
  3. Save the changes.

Delete the Maintenance Schedule

  1. From the Maintenance Schedule list, tick the checkbox to the left of the event to be deleted.
    • To delete multiple schedules, tick mark all of these from the table. 
  2. Click the Delete button. The schedule will be removed from the list.