Maintenance Scheduler
The Maintenance Scheduler is a powerful tool to manage and track all planned and unscheduled work for your vehicles, ensuring your fleet remains in top condition.
Scheduling a Job
To create a new maintenance job, click the "Schedule Job" button. You will need to provide:
- The vehicle the work is for.
- The date the maintenance is scheduled for.
- A description of the work to be done (e.g., Annual Service).
- The name of the garage or workshop performing the work.
- (Optional) Any relevant notes or booking references.
Once created, the job will have a status of 'Planned' and will appear in the "Scheduled" tab.
Job Statuses
Maintenance jobs move through several statuses, many of which have automatic effects on the vehicle's status on the main dashboard.
- Planned: The default status for a future job. The vehicle remains 'Operational'.
- Due: On the scheduled day of the job, the status automatically changes to 'Due'. If the vehicle is 'Operational', its status will automatically be set to 'Maintenance' on the dashboard.
- Underway: You can manually mark a job as 'Underway' from the action menu to indicate the work has started. This also sets the vehicle's status to 'Maintenance'.
- Completed: Once the work is finished, you can mark it as 'Completed'. If the vehicle has no other 'Due' or 'Underway' jobs, its status will automatically revert to 'Operational'.
- Cancelled: If a job is no longer required, it can be cancelled.
Documents
You can upload supporting documents to any maintenance job, such as invoices, quotes, or photos of the completed work. This creates a complete digital record for every repair and service.
Common Maintenance Questions
How to schedule a proactive fleet maintenance job?
In the Maintenance tab, click the Schedule Job button. You can choose a vehicle, set a future date, describe the planned work (e.g. "Annual Service" or "Tyre Replacement"), and assign the service garage. The system will track the job from 'Planned' to 'Completed', ensuring nothing gets missed.
When does a scheduled job change a vehicle's status to Maintenance?
If a scheduled maintenance job is marked as 'Due' (which happens automatically on the date of the job) or if you manually set its status to 'Underway', the vehicle's status on the dashboard will automatically transition to Maintenance. This blocks standard driver allocations and indicates to the team that the vehicle is currently in the workshop.
Can I upload garage invoices and service sheets?
Yes. You can upload digital documents, invoices, quotes, or photos directly to any maintenance job. This centralizes all your receipts and DVSA-required maintenance logs, keeping your audit trails secure and organized in one paperless system.