Maintenance Schedules
Set up preventive maintenance rules for vehicles and equipment — trigger work orders automatically by mileage, engine hours, or calendar interval.
Maintenance Schedules
Maintenance Schedules are preventive maintenance rules that monitor vehicles and equipment and automatically generate work orders when service is due. Each schedule defines a target (vehicle or equipment), an interval method, and thresholds — Fleet-Ops tracks usage and fires work orders when the threshold is reached.
Schedule Attributes
| Field | Description |
|---|---|
| Name | Description of the maintenance task (e.g., "Oil Change", "Brake Inspection") |
| Target | The vehicle or equipment being maintained |
| Interval Method | How the service interval is measured |
| Interval Type | The specific trigger type within the method |
| Interval Value | The threshold amount (e.g., 10,000 km, 90 days) |
| Last Service Date | Date of the most recent service |
| Last Service Odometer | Odometer reading at last service |
| Last Service Engine Hours | Engine hours at last service |
| Next Due Date | Calculated next service date |
| Next Due Odometer | Calculated next odometer trigger |
| Default Priority | Priority for auto-generated work orders |
| Default Assignee | Who work orders are automatically assigned to |
| Instructions | Specific instructions for the service task |
| Reminder Offsets | Advance warning periods (e.g., 7 days before due) |
| Status | active, paused, completed |
Interval Methods
| Method | Triggers when |
|---|---|
| Time-based | A calendar interval elapses (e.g., every 90 days) |
| Mileage-based | The odometer exceeds a threshold (e.g., every 10,000 km) |
| Engine Hours-based | Engine hours exceed a threshold (e.g., every 250 hours) |
| Hybrid | A combination of the above — triggers on whichever comes first |
Creating a Maintenance Schedule
Navigate to Fleet-Ops → Maintenance → Schedules.
Click + New Schedule.
Select the Target — a Vehicle or Equipment record.
Enter a Name for the maintenance task.
Select the Interval Method and set the Interval Value (e.g., 10,000 km or 90 days).
Enter the Last Service Date and odometer/engine hours at last service. Fleet-Ops uses these to calculate the next due date immediately.
Set the Default Priority and Default Assignee for auto-generated work orders.
Add Reminder Offsets — e.g., send a reminder 7 days and 1 day before the due date.
Add any Instructions the mechanic needs for this task.
Click Save. Fleet-Ops starts monitoring the vehicle and will trigger a work order when the threshold is reached.
Automatic Work Order Generation
When a schedule's threshold is reached:
- Fleet-Ops creates a Work Order automatically with the schedule's default priority and assignee
- The work order appears in Maintenance → Work Orders marked as open
- The designated assignee receives a notification
- The vehicle's status can be automatically set to
maintenance(configurable)
Calendar Feed and iCal Export
Maintenance schedules can be exported to a calendar:
- iCal Export — download an
.icsfile of all scheduled maintenance dates - Calendar Feed URL — subscribe from Google Calendar, Outlook, or any calendar app using the feed URL
This lets fleet managers track upcoming maintenance alongside other operations calendars.
Pausing and Resuming Schedules
If a vehicle is taken out of service or sold:
- Open the schedule and click Pause — the schedule stops monitoring but is not deleted
- Click Resume when the vehicle returns to service
Paused schedules do not generate work orders. The next due date is recalculated from the resume date.
Attaching Schedules to Vehicles
Maintenance schedules can also be created directly from the vehicle record:
- Open Fleet-Ops → Resources → Vehicles → [Vehicle]
- Click the Schedules tab
- Click + Add Schedule — same form as above, with the vehicle pre-filled