Maintenance schedule templates
A maintenance template is the platform's service plan for one vehicle model: which services it needs and how often. Every company inherits the platform schedule and can adjust the intervals for its own vehicles.
Overview#
The platform keeps one maintenance template per vehicle model and fuel type in the vehicle models catalog. A template is a list of maintenance items, each naming a service type with its intervals. When a vehicle has a catalog model, it gets that model's items as its own maintenance schedule; see Vehicle maintenance status. Companies cannot change the template itself, but can override an item's intervals for all their vehicles of that model.
Service types#
A service type is one kind of maintenance work, for example an engine oil change, a brake inspection or a coolant flush. The platform defines 52 service types, each in one of two categories:
| Category | Meaning | Examples |
|---|---|---|
| Mechanical | Mostly replacing a part or fluid | Engine oil, oil filter, air filter, brake pads, tyres, coolant |
| Inspection | Mostly checks, adjustments and routine care | Brakes, battery, belts, tyre rotation, chassis greasing |
Specialist service types cover refrigerated bodies (compressor, refrigerant, temperature logger calibration) and heavy trucks (air brakes, AdBlue, fifth wheel), and coaches (air suspension, air conditioning) and motorbikes (chain, CVT belt, periodic inspection).
Maintenance item fields#
| Field | What it holds | Rules |
|---|---|---|
| Service type | The work to do | One item per service type in a template |
| Trigger | When the item falls due | Whichever First, Km Only or Time Only |
| Interval (km) | Distance between services | Required for Km Only and Whichever First; empty for Time Only |
| Interval (months) | Time between services | Required for Time Only and Whichever First; empty for Km Only |
| Break-in Milestones | One-off services at fixed odometer readings for a new vehicle, for example 1,000 km | Optional; whole kilometres in increasing order. Empty means no break-in phase |
| Critical | Whether the item is marked critical | Shown as a Critical badge on the Vehicle Types page |
| Notes | Guidance for the service | Free text |
How intervals work#
- Whichever First: the item is due at the distance or the date, whichever comes first.
- Break-in first: milestones at or below the vehicle's odometer when its schedule is created count as done. After that, a milestone counts as done only when the service is recorded; until then the item is due at the next milestone, by distance only, and turns Overdue once the vehicle passes it.
- Distance due points are round multiples of the interval: with a 5,000 km interval, a service is due at 5,000, 10,000, 15,000 km and so on. The next due point is the first multiple past the last service, or past the current odometer reading if the item has never been done.
- Time due dates count from the last service, or from the date the vehicle was added if the item has never been done.
- The trigger cannot be changed by a company override; only the numbers can.
Which template a vehicle uses#
- A vehicle uses the template for its catalog model and that model's first active fuel type in code order. A vehicle without a model has no maintenance schedule.
- Every catalog model has a template, including the "any year" rows; electric vehicles have no catalog model and so no template.
- Motorbike templates have no break-in milestones, so a motorbike first recorded with a high odometer reading does not start with overdue items.
- See Vehicle models catalog for the catalog itself.
Company overrides#
- On the Vehicle Types page (sections My Fleet and All Vehicle Types), a company can override, for one maintenance item, the interval in km, the interval in months and the break-in milestones. A field left empty keeps the platform value.
- An override value the item's trigger does not use has no effect: km on a Time Only item, or months on a Km Only item.
- An empty list of break-in milestones in an override switches off the break-in phase for that company.
- An override applies to all the company's vehicles of that model, and those vehicles' due points are recalculated within seconds of saving.
- A company can override items for any model in the catalog, including models it does not run yet.
- Resetting an override restores the platform values.
- See Adjust the maintenance schedule for a vehicle type.
Platform changes#
- Only the platform team can change a template item: its intervals, trigger, break-in milestones, critical flag and notes. Nobody can add or delete template items from the screens.
- A change to a platform item applies to every company's vehicles that use it. Values a company has overridden are kept.
- No notice is sent that a template changed, but items that become Due Soon or Overdue as a result send the usual reminders.
Permissions#
| Action | Tenant Owner | Tenant Admin | Tenant Supervisor | Tenant Accountant |
|---|---|---|---|---|
| Browse vehicle types and their maintenance items | Yes | Yes | Yes | No |
| Save or reset a company override | Yes | Yes | Yes | No |
| Change platform intervals | No | No | No | No |
The maintenance pages also need the maintenance feature on the company's subscription plan.