Service

Service keeps track of routine servicing: an oil change every 10,000 km, a forklift inspection every 250 hours, a full service every 6 months. You describe the routine once as a service programme, say which vehicles it covers, and Fleet Management works out for each vehicle when the next service is due, warns you as it gets close, and restarts the count when the service work order is completed.

Distances, hours and amounts on these screens follow the organization's number settings. Distances show in the unit chosen in Fleet settings.

#Before you start

• You need the Service row of the permission matrix: View to open the screen, Create to add a programme, Edit to change one and to use Set last done and Create work order, Delete to remove one. With View (own) you see programmes you created.
• You also need to be able to see the vehicle (Vehicles › View) to see its row.
• Create work order also needs Maintenance › Work Orders › Create. See Create a work order from a due service.
• A vehicle's readings drive the distance and hours triggers, so keep them up to date (Meter readings).

#The Service screen

Open Fleet Management › Service. It has two tabs, Due and Programmes. A vehicle's own Service tab shows the same due list for that vehicle only.

#Due

One row for each vehicle that a programme covers.

The State drop-down above the table narrows the list to one state. With business units, the funnel icon opens a Business unit filter, and the vehicle's unit decides which rows are shown.

Each row has Create work order (or Open work order while one is open) and Set last done.

#Programmes

One row per programme with its Name, what it is due Every (for example "10,000 km or 6 months"), how many Vehicles it covers and whether it is Active. New programme is shown with Service › Create; each row has Edit and Delete according to your permissions.

#Create or edit a programme

1. On the Programmes tab select New programme, or Edit on a row.
2. Complete the fields below.
3. Select the save button at the bottom of the form.

If you set no interval you are told "Set at least one interval: distance, hours or months."

#Which vehicles a programme covers

A programme covers every vehicle of the chosen types, every vehicle in the chosen groups and their sub-groups, and each vehicle picked by name. A vehicle matched more than once is covered once. Sold and disposed vehicles are never covered. The vehicle picker lists only vehicles you may view.

When you save, vehicles that are now covered get a row in the due list, and vehicles that are no longer covered lose theirs, unless a work order is still open on that row. The overnight run (see Renewals) also adds rows for vehicles you have added or retyped since.

#Delete a programme

Select Delete and confirm "Delete name?". The programme and its rows are removed and its vehicles stop being tracked for it. A programme with an open work order cannot be deleted: "Finish or cancel the open work orders of this programme first."

#How the due date is worked out

Every vehicle row remembers when the service was last done: a date and, if the programme uses them, the odometer and engine hours at that time. Each interval in the programme gives its own next-due point from there:

• Months: the last-done date plus that many months.
• Distance: the odometer at last done plus the distance.
• Hours: the engine hours at last done plus the hours.

The service is due whichever comes first. The row is Overdue as soon as any one point has passed, and Due soon when any one point is within its "due soon" threshold (the days, distance or hours remaining). Otherwise it is OK.

• A distance or hours trigger needs a current reading on the vehicle. Without one it is left out rather than guessed, and the row shows the other triggers only.
• A vehicle whose type does not track distance or hours can still use a months trigger.
• Estimated is the earliest date the service is expected to fall due. For a months trigger it is the due date. For a distance or hours trigger it is today plus the remaining distance or hours divided by how much the vehicle has been used per day over the last 90 days, worked out from its accepted readings. With fewer than two accepted readings in that time there is no usage figure, so that trigger gives no estimate. An overdue trigger estimates today.

State and dates are refreshed whenever a reading is accepted, when a programme is saved, when a service is completed or Set last done is used, and every night.

#Set last done

A new row starts counting from the day the vehicle was added to the programme, using the vehicle's current readings. If the service was really done at another time, correct it.

1. On the row select Set last done (needs Service › Edit).
2. Enter Last done on (required, not in the future) and, if you know them, Odometer then and Hours then. A reading you leave empty keeps what the row already had.
3. Select Save. A toast says "Last done saved".

The next-due points, estimate and state are recalculated at once.

#Create a work order from a due service

1. On a row with no open work order select Create work order. You need Service › Edit and Maintenance › Work Orders › Create.
2. In the box, check or change the Name (it starts as the programme name), the Due date, Assign to (a member of your organization, or Nobody), the Vendor (or In house) and the Description. Leave the description empty to list the programme's tasks.
3. Select Create work order. A toast says "Work order #number created" and the new work order opens in Maintenance.

The work order is a Preventive work order for the vehicle, numbered by Maintenance like any other. The row now shows Open work order, which links to it, and another cannot be created until this one is completed or cancelled ("This service already has an open work order."). A sold or disposed vehicle takes no new work orders.

What happens next, as people work the work order in Maintenance:

An odometer or hours reading entered on completion goes through the usual checks. If it is held for review (Why a reading is flagged) it is kept but does not count, so it does not restart the service count; the date still does. See Maintenance for the work order screens.

#Notifications

The overnight run sends a service message to the Fleet managers chosen in Fleet settings and to the manager of the vehicle when a service newly becomes Due soon or Overdue. Each person gets one message that lists all of their newly due services, for example "Vehicle services need attention: 1 overdue, 2 due soon." A service already announced is not announced again until it has been back to OK. The message opens the Service screen. You choose how you hear about it (in the app, by email) under Settings › Notifications, event "A vehicle service became due soon or overdue". See Preferences.

#Errors you may see

#Current limitations

• A programme is time and meter based only. There are no service history documents or cost estimates on a programme.
• The estimate looks at the last 90 days of readings and is a guide, not a promise.
• A service completed outside Maintenance cannot be recorded; use Set last done.
• The Service due report is described in Fleet reports.