Maintenance & Tasks

Maintenance & Tasks is where you schedule and track maintenance, repairs, and other vehicle work, from planned servicing through to completed jobs and their costs.

Where to access it

Open Fleet Operations → Maintenance & Tasks. The page shows a list of tasks. Click Add Task to create a new task, or click a row to open an existing one.

Task fields

• Status – Scheduled, In progress, Waiting for parts, Completed, or Cancelled.
• Repair Type – Planned or Accidental.
• Task type – the kind of work (for example a service, inspection, or repair). Inactive task types are marked as inactive in the list.
• Vehicle – the vehicle the task applies to.
• Date – the date the task is scheduled for (required).
• Odometer reading – instead of, or in addition to, the date you can set the odometer reading at which the task becomes due.
• Expected downtime – how many days the vehicle is expected to be out of service, in days.
• Cost involved – the expected or actual cost of the work.
• Date paid – when the task was paid for.
• Payment reference – an optional reference for the payment.
• Task description – a free-text description of the work (required).

Reminders

A Reminders panel on the edit page lists any reminders attached to the task, showing who each reminder goes to, the contact method, and how many days before the task it fires. Use Add Reminder to create one. For a brand-new task you must save the task first before reminders can be added.

Searching and filtering the list

• Search by Description or Vehicle.
• Filter by Task type and Status.
• Use the date filters – All, Today & Past, or This week – to focus on upcoming or overdue work.

How to use it

1. Open Fleet Operations → Maintenance & Tasks.
2. Click Add Task.
3. Choose the Vehicle, set the Status, Repair Type, and Task type.
4. Set the Date and, if relevant, the Odometer reading, then describe the work in Task description.
5. Add the Cost involved, Expected downtime, and payment details as needed.
6. Click Save, then add any Reminders.

What happens next

• The task appears in the list and, when scheduled, in the vehicle's upcoming-task column in the fleet list.
• Changes to an existing task are recorded and can be reviewed under History.
• You can add internal Notes to a task for your team.

Important behavior and special cases

• The Date and Task description are required.
• A task can be driven by a date, an odometer reading, or both.
• Reminders can only be added once the task has been saved.
• Editing is only available to users with permission to manage maintenance tasks; otherwise the page is read-only.

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