Maintenance Scheduling

Fleet's maintenance module tracks every service event for every vehicle — from routine oil changes to engine repairs. You can schedule future maintenance, record in-progress work, and maintain a complete service history with costs and parts used.

Maintenance Types

Fleet supports 11 maintenance categories:

Type	Description
Oil Change	Engine oil and filter replacement
Tire Rotation	Rotating tires to even wear
Brake Service	Brake pad/rotor inspection, replacement, or adjustment
Transmission	Transmission fluid changes, rebuilds, or repairs
Engine	Engine repairs, tune-ups, spark plugs, belts
Electrical	Battery, alternator, wiring, lighting, and electronics
Body Work	Dents, paint, glass, door repair
Inspection	General safety or regulatory inspection (see also the Inspections module for DOT/pre-post trip)
Recall	Manufacturer recall service
Preventive	Scheduled preventive maintenance (air filter, coolant flush, etc.)
Other	Any service not covered by the above types

Maintenance Statuses

Status	Meaning
Scheduled	Service is booked for a future date
Upcoming	Service is approaching (within alert threshold)
Overdue	Past the due date with no completion recorded
In Progress	Vehicle is currently being serviced
Completed	Service is finished with a completion date recorded
Cancelled	Scheduled service was cancelled

Creating a Maintenance Record

1. Navigate to Maintenance in the left sidebar
2. Click Add Maintenance
3. Select the Vehicle from the dropdown
4. Choose the Maintenance Type
5. Set the Status (usually Scheduled for future work, In Progress for current work)
6. Fill in scheduling details:
   • Due Date — When the service is due
   • Mileage at Service — Odometer reading at time of service (for completed work)
7. Fill in service details:
   • Vendor — Service shop or internal technician name
   • Technician — Individual technician performing the work
   • Cost — Total labor and parts cost
8. Optionally add a Description and Notes
9. Add Parts Used if tracking component-level cost (see below)
10. Set Next Due Date and/or Next Due Mileage to auto-generate the follow-up reminder
11. Click Save

Parts Used

Each maintenance record can include a list of parts consumed during the service:

Field	Description
Part Name	Name or description of the part (e.g., Oil Filter - Motorcraft FL-500S)
Quantity	Number of units used
Cost	Cost per unit

Parts cost is included in the maintenance record's total cost and rolled up in the cost-per-mile report.

💡Link parts to your Inventory module by using the same part name. This helps reconcile shop inventory consumption against maintenance records.

Date-Based vs. Mileage-Based Scheduling

Fleet supports both trigger types:

Date-based: Set a due_date. Fleet generates an alert as the date approaches.

Mileage-based: Set a next_due_mileage. When the vehicle's current mileage approaches this threshold, Fleet generates an alert.

Both together: Set both next_due_date and next_due_mileage. This is typical for oil changes (e.g., every 6 months or every 5,000 miles — whichever comes first).

Setting Up Recurring Maintenance

Fleet doesn't have automatic recurrence, but you can simulate it using the next_due_date and next_due_mileage fields:

1. When completing a maintenance record, set the Completed Date
2. Fill in Next Due Date — e.g., today + 6 months
3. Fill in Next Due Mileage — e.g., current odometer + 5,000
4. Save the record
5. Create a new Scheduled record using those next-due values as the trigger

The maintenance forecast report shows all scheduled and upcoming records grouped by month so you can see your service workload ahead of time.

Completing a Maintenance Record

When work is finished:

1. Open the maintenance record
2. Click Edit
3. Change Status to Completed
4. Set the Completed Date
5. Confirm or update the Cost and Parts Used
6. Update the vehicle's Current Mileage if applicable
7. Click Save

ℹ️Completing a maintenance record does not automatically update the vehicle's status back to Active. If the vehicle was set to Maintenance status, manually update the vehicle status to Active.

Viewing Maintenance History

There are two ways to view maintenance history:

Per vehicle: Open the vehicle detail page → click the Maintenance tab. Shows all records for that vehicle sorted by date.

Across fleet: Navigate to Maintenance in the sidebar. Filter by:

• Vehicle — Show maintenance for a specific vehicle
• Status — Show only scheduled, overdue, completed, etc.
• Type — Show only oil changes, tire rotations, etc.

Maintenance Alerts

The background maintenance alert timer runs daily at 6:00 AM UTC and generates maintenance_due alerts for records that are upcoming or overdue. These alerts appear in the Fleet Alerts page and on the dashboard.

See Alerts for details on alert acknowledgment and notification channels.

Maintenance Forecast Report

Navigate to Reports → Maintenance Forecast to see:

• All scheduled and upcoming maintenance records grouped by calendar month
• Estimated cost per month based on existing records
• Individual line items for each upcoming service

Use this report for budget planning and to identify months with high service load.

See Reports for the full report reference.