Vehicle maintenance status
Each vehicle with a maintenance schedule has a list of maintenance items, one per service in its model's template. Each item shows when it is next due and a traffic-light status: OK, Due Soon or Overdue.
Overview#
When a vehicle has a catalog model with a maintenance template, the platform gives it one maintenance item for each service in that template. Each item tracks when the service was last done, when it is next due by distance and by date, and its status. Statuses are recalculated every night and whenever the vehicle's verified odometer, the template or a company override changes. Items that become due send reminders to the company's Tenant Admins and Tenant Supervisors and, when urgent, to the vehicle's drivers. How intervals are set is described in Maintenance schedule templates.
Item fields#
| Field | What it holds |
|---|---|
| Service | The service type from the template |
| Last done | Date and odometer reading of the last completion, and who or which work order completed it |
| Next due (km) | The odometer reading at which the service is next due, or empty for a time-only service |
| Next due (date) | The date the service is next due, or empty for a distance-only service or during break-in |
| Status | OK, Due Soon or Overdue |
| Notes | Notes entered when the item was marked done |
Statuses#
| Status | When |
|---|---|
| Overdue | The vehicle's estimated odometer has reached the next-due reading, or the next-due date has passed |
| Due Soon | Not overdue, and the next-due reading is 2,000 km or less away, or the next-due date is 30 days or less away |
| OK | Neither of the above |
- When an item has both a distance and a date, the more urgent of the two decides the status.
- Distance is measured against the vehicle's estimated odometer: its last verified reading plus GPS distance since. See Vehicle odometer.
- Marking an item done records the service and moves its next-due point forward; see Mark maintenance as done.
When items are created#
- A vehicle gets its items when it is created with a model, and when its model is set or changed later, on the vehicle form, through the API or by import, or on the bulk assignment page.
- Break-in services for milestones the vehicle has already passed are skipped when its items are created, so a used vehicle does not start with overdue break-in work.
- A vehicle with no model, or whose model has no template, has no items. Its maintenance card shows "No maintenance schedule configured".
- The nightly run also creates items for any active vehicle that has a model with a template but no items yet.
When the model changes#
- The old model's items are retired, not deleted, and the new model's items are created.
- Retired items keep their completion history, which the vehicle's maintenance card shows under Previous schedule history. They no longer count towards the status badge, the dashboard or reminders.
- Changing back to an earlier model brings back its old items with their last-done dates, so the schedule continues from the real last service.
- Retiring or bringing back items sends no reminder.
- An inactive vehicle's items are retired when its model changes, but the new items are only created once the vehicle is active again.
Daily recalculation#
- Every night at 02:00 the platform recalculates every active vehicle of every active company.
- A verified odometer reading recalculates that vehicle's items straight away; a template or override change recalculates the affected vehicles shortly afterwards, in the background.
- GPS distance alone does not trigger a recalculation; it is picked up by the nightly run or the next verified reading.
Reminders#
A reminder is sent when an existing item moves into Due Soon or Overdue; each reminder lists all of the vehicle's due items. People who have switched off maintenance alerts in their notification settings receive none.
| Urgency | When | Who receives it |
|---|---|---|
| Urgent | At least one item is Overdue | Tenant Admins and Tenant Supervisors, and the vehicle's current drivers |
| Important | An item is due within 500 km or 7 days | Tenant Admins and Tenant Supervisors, and the vehicle's current drivers |
| Background | Other Due Soon items | Tenant Admins and Tenant Supervisors, in the app only, with no push notification |
An item that returns to OK sends nothing.
Where statuses appear#
- Fleet Maintenance dashboard: tiles counting vehicles Overdue, Due within 1 000 km, Due within 30 days and with No schedule, then the vehicles needing attention with their most urgent item, filterable by status, model, service type and driver.
- The vehicle's detail page: the Mechanical Maintenance card, with Mark as Done on each item for users who may mark items done, on active vehicles.
- The Driver App: a badge on the driver's vehicle card showing how many items are overdue or due soon, and a read-only list of the vehicle's items. There is no badge when every item is OK or the vehicle has no schedule.
Permissions#
| Action | Tenant Owner | Tenant Admin | Tenant Supervisor | Tenant Accountant |
|---|---|---|---|---|
| See the Fleet Maintenance dashboard and maintenance cards | Yes | Yes | Yes | No |
| Mark items done on the vehicle page | Yes | Yes | Yes | No |
Items can also be marked done from a completed work order; see Mark maintenance as done. The Fleet Maintenance dashboard, Mark as Done and the Driver App screen need the maintenance feature on the company's subscription plan. Drivers see only the vehicles assigned to them.