Plan preventive maintenance
Define maintenance plans by kilometres, days or engine hours, read the due board, and let the system raise service requests.
Required permission: fleet.configure (plans); fleet.maintenance.view (board)
Before you begin
- Service types exist under Fleet > Configuration > Service Types (12 are supplied, such as Oil change, Minor service, Major service, Engine-hours service).
- Vehicles have odometer readings (or engine hours for equipment). Plans are only as accurate as the readings.
Steps: define a plan
- Open Fleet > Configuration > Maintenance Plans and click New.
- Enter the Plan name and choose the Service.
- Narrow who it applies to with For category, For model or specific vehicles. Blank means every vehicle that matches the interval type.
- Choose Due by: Whichever comes first, Date, Kilometres or Engine hours.
- Enter the interval: Every km, Every days and/or Every engine hours.
- Optionally set how early to warn (Warn km, days or hours before). Blank uses the values in Fleet Settings (500 km, 14 days, 25 hours).
- Enter an Estimated cost.
- Leave Raise a service request when due ticked if you want requests created for you.
- Save.
Road plans are not applied to equipment, and hour plans apply only to equipment categories.
Read the due board
Open Fleet > Maintenance > Preventive Maintenance. The counters show Overdue, Due and Due soon. Tick Show plans not yet due to see everything. Each row shows the vehicle, plan, state, what it is due by, the odometer, kilometres left, due date, days left, last done, the estimate and any open job. Click a row to open Vehicle 360.
Worked example
A plan for an oil change every 10,000 km or 180 days, warning at 500 km. The last oil change was completed at 40,000 km, so it is due at 50,000 km.
| Odometer | State | Reason |
|---|---|---|
| 49,000 | Not due | 1,000 km left |
| 49,600 | Due soon | 400 km left, within 500 |
| 49,950 | Due | 50 km left |
| 50,050 | Overdue | 50 km past due |
What happens next
- Once a day, after the company's midnight, the system scans the fleet. For a road-ready vehicle with a plan that is due and has no open job, it raises one service request with source Maintenance Plan, for example "Oil change due at 50,000 km or by 15 Oct 2026". Priority is High when overdue.
- When a work order for that service is completed, the plan's "last done" resets to the completion odometer and date, and the open request the plan raised is resolved.
- The Dashboard's Maintenance Due card and the Calendar also show due items.
Good to know
- The calendar-day basis for a vehicle with no history of the service is the day it joined the fleet, not an old purchase date.
- The server does not check that the interval matching your Due by choice is filled in. A plan set to Kilometres with no Every km never falls due.
- Deleting a plan that a work order used archives it instead.