Fleet Service

This article describes how to complete the following tasks on the Fleet Service screen:

Click the Fleet Service tab to open the Fleet Service screen.

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To create, view, or schedule reports on vehicle services, see Vehicle Maintenance Report.

If you do not have direct access to vehicle information, you may still see vehicles listed in the drop-down lists on the Fleet Service screen. Being able to select a vehicle does not mean you can edit or review any of the vehicle's maintenance information.

View service plan reminders

Click Reminders to open the Reminders tab.

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The Reminders tab lists the service plan reminders that have been triggered but not completed.

To create a service plan, click the CREATE A NEW SERVICE PLAN button.

To filter the Reminders list by vehicle, click the down arrow down_arrow.png in the Vehicle field and then select a vehicle from the drop-down list.

To filter the Reminders list by service name, click the down arrow down_arrow.png in the Service Name field and then select a service name from the drop-down list.

Complete a service

Once a planned service has been performed on a vehicle, you can complete the service reminder on the Reminders tab.

  1. From the Reminders tab, click the Edit icon edit_icon.png for the service plan that you want to complete. The Scheduled Service Completion dialog box opens.
    scheduled_service_completion.png
  2. Complete the fields on the Scheduled Service Completion dialog box.
    To complete the Location field, enter at least three characters of the location name, and then press Enter to search for the location.
  3. Click Save. Because the service is now completed, it is no longer displayed on the Reminders tab. The completed service is displayed on the History tab, instead.

View service record history

Click History to open the History tab.

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The History tab lists the services that have been completed, and includes both scheduled services and one-time services.

By default, you can view your records only. If you are an administrator, you can select the View all vehicles check box to view the service records of all the vehicles that you have access to.

To filter the History list by vehicle, click the down arrow down_arrow.png in the Vehicle field and then select a vehicle from the drop-down list.

To filter the History list by service plans or one-time services, click the down arrow down_arrow.png in the Service Name field and then select either "All Service Plans" or "One Time Service Plans" from the drop-down list.

Create a one time service record

One time service records are displayed on the History tab.

One time service records for a vehicle are visible to any user with access to Fleet Service and that vehicle.

  1. Click History to open the History tab. 
  2. Click the CREATE ONE TIME SERVICE RECORD button. The One time service dialog box opens.
  3. Enter at least three characters of the vehicle name in the Vehicle Name field (required), and then press Enter to search for the vehicle.
  4. Select the vehicle from the list of search results.
  5. Complete the remaining fields. The Service Completion Date field is a required field.
    To complete the Location field, enter at least three characters of the location name, and then press Enter to search for the location.
    one_time_service.png
  6. Click Save.

View service plans

Click Manage Service Plans to open the Manage Service Plans tab.

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The Manage Service Plans tab lets you create, edit, and view service plans for vehicle maintenance. To filter the service plans list by vehicle, click the down arrow down_arrow.png in the Show plans for field and then select a vehicle from the drop-down list.

Set the Show service plans for users I manage toggle to the “On” position to see the Owner column in the table, which lists the owners of the service plans.

The columns on the Manage Service Plans table are as follows:

  • Service name: The name of the service plan. This is decided by the creator of the service plan.
  • Type: The type of service plan. Service plan types include the following:
    • General Service
    • Repair
    • Critical Repair
    • Oil Change
    • Scheduled Service
    • Tire Rotation
    • Preventative Maintenance
  • Description: A short description of the service plan, as decided by the creator.
  • Service Time: The values for the “Time based” reminder triggers. The first number is the Remind me in field value. The second number is the Due every field value. 
  • Distance: The values for the “Engine hours based” reminder triggers. The first number is the Remind me in field value. The second number is the Due every field value.
  • Engine hours: The values for the “Distance based” reminder triggers. The first number is the Remind me in field value. The second number is the Due every field value.
  • Owner: This column is displayed if the Show service plans for users I manage toggle is set to the “On” position, and lists the owners of the service plans.

Create a service plan

  1. Click Manage Service Plans to open the Manage Service Plans tab.
  2. Click the Create a New Service Plan button. The Create a Service Plan screen opens.
    You can also click the CREATE A NEW SERVICE PLAN button on the Reminders tab.
  3. Complete the Service name field.
  4. From the Service Type field, click the down arrow down_arrow.png and then select a service type from the drop-down list.
  5. (Optional) Complete the Service plan ID and Service plan description fields. If you add a service plan ID, it must be unique (this is validated by a green check mark green_tick.png).
    create_service_plan_section.png
  6. In the Reminders section, choose at least one option for how service reminders should be triggered.
    • If you select Time based, specify the number of days in the Due every and Remind me in fields.
    • If you select Engine hours based, specify the engine hours in the Due every and Remind me in fields.
    • If you select Distance based, specify the distance in the Due every and Remind me in fields.
      When you select your reminder options, the Last Service Details section is also updated to show the corresponding field.
      If you select more than one option, whichever option is triggered first sends the service reminder
      .

      The following screenshot shows an example of how to set up a time based reminder. The reminder would be sent 10 days before the service is due:
      time_based.png
  7. In the Select Vehicles section, select the vehicles you want to include in the service plan. If the list is long, you can use the Search field to find the vehicles you want. Once you have selected the vehicles, click the Add button.
    vehicle_select.png
    Click Select All to select all the vehicles that your account has access to.
    Click Deselect All to deselect all of the selected vehicles.
  8. In the Last Service Details section, all of the selected vehicles are listed. The columns that are displayed in this section depend on the following:
    • If you selected Time based in the Reminder section, the Last service date column is displayed.
    • If you selected Engine hours based in the Reminder section, the Engine hours column is displayed.
    • If you selected Distance based in the Reminder section, the Odometer reading column is displayed.
      last_service.png

      If required, you can edit the Last service date, Engine hours, and Odometer reading fields for each vehicle at its last service.
  9. In the Reminder Recipients section, click in the Find user field to open a drop-down list of users' names. Click a name to add it to the list of reminder recipients. As you add users, their names are displayed in the list of reminder recipients.
    To filter the drop-down list, click the Groups icon hierarchy_icon.png. Select the check boxes for the groups that you want to filter the list of recipients by, and then click Apply.
  10. For each recipient, select the check box beside the reminder type you want them to receive:
    • Select the All check box to send all types of reminders to the recipient.
    • Select the Display check box to display reminders on the Fleet Service screen > Reminders tab.
    • Select the Email check box to send reminder emails to the recipient.
    • Select the SMS check box to send reminder SMS messages to the recipient.
      Service plans are evaluated once daily, usually at nighttime.
  11. (Optional) In the Additional emails field, add the emails of other people who you want to send service reminders to. Separate each address with a comma.
    reminder_recipients.png
  12. In the Send reminder to driver field, slide the toggle to the "On" position if you want service reminders to be sent to the drivers who are assigned to the vehicles included in the service plan. Then select the check box beside the reminder type you want the driver to receive:
    • Select the Email check box to send reminder emails to the driver.
    • Select the SMS check box to send reminder SMS messages to the driver.
  13. Click Save to save the service plan. The service plan is listed on the Manage Service Plans tab.

Edit a service plan

  1. Click Manage Service Plans to open the Manage Service Plans tab.
    To filter the service plans list by vehicle, click the down arrow down_arrow.png in the Show plans for field and then select a vehicle from the drop-down list.
    Set the Show service plans for users I manage toggle to the “On” position to see the Owner column in the table, which lists the owners of the service plans.
  2. Click the Edit icon edit_icon.png for the service plan that you want to edit. The Edit Service Plan screen opens.
  3. Edit the service plan as required, and then click Save.

Delete a service plan

  1. Click Manage Service Plans to open the Manage Service Plans tab.
    To filter the service plans list by vehicle, click the down arrow down_arrow.png in the Show plans for field and then select a vehicle from the drop-down list.
    Set the Show service plans for users I manage toggle to the “On” position to see the Owner column in the table, which lists the owners of the service plans.
  2. Click the Delete icon trash_icon.png for the service plan that you want to delete.
  3. Click Delete on the confirmation dialog box.

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