A rental fleet only stays reliable when someone remembers the service, the tyre change, the inspection and the repair. Maintenance and Tasks in VEVS Car Rental Software gives that work a home: a scheduled list of jobs tied to specific vehicles, with status, cost, downtime and reminders attached. Instead of tracking servicing in a spreadsheet or a paper diary, managers and staff can see what is due, what is in progress and what has been completed, and can keep the vehicle record and the maintenance record in step.
What Maintenance and Tasks covers
Maintenance and Tasks is where you schedule and track maintenance, repairs and other vehicle work, from planned servicing through to completed jobs and their costs. Each entry is a task attached to one vehicle. The task records the kind of work, when it is due, how long the vehicle will be off the road, what it is expected to cost and whether that cost has been paid. Status and repair type let the team separate routine planning from accidental damage, while reminders make sure a due date does not pass unnoticed.
Where to find it
Open Fleet Operations and choose Maintenance and 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. The menu item is only visible when the corresponding module is enabled under Configurator and Business Modules. If the menu is missing, check that configuration before assuming a permissions problem.
The task fields explained
| Field | Purpose |
|---|---|
| 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. |
| Vehicle | The vehicle the task applies to. |
| Date | The scheduled date. Required. |
| Odometer reading | Instead of, or in addition to, the date, the reading at which the task becomes due. |
| Expected downtime | How many days the vehicle is expected to be out of service. |
| 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. |
The two required fields, Date and Task description, are the minimum for a usable record, but the optional fields carry much of the operational value. Downtime tells the counter team when a car is unavailable. Cost and payment details make maintenance visible as a real expense. The odometer reading turns a fixed-date service into an interval service, so the work becomes due at the right mileage rather than on an arbitrary day.
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, so the usual sequence is to create the task, save it, then return to the reminders panel. Reminders are useful for work that depends on a supplier, a part delivery or an inspection slot, because the warning arrives before the due date rather than on it.
Searching and filtering the task list
The task list can be searched by Description or Vehicle, filtered by Task type and Status, and narrowed with the date filters All, Today and Past and This week. The combination is more useful than any single filter. Filtering by status Waiting for parts shows where the fleet is blocked, while Today and Past with the status Scheduled surfaces work that should already have started. Searching by vehicle is the quickest way to answer the question a customer or colleague actually asks: what is happening with this car.
Creating a task step by step
- Open Fleet Operations and choose Maintenance and Tasks.
- Click Add Task.
- Choose the Vehicle, then set the Status, Repair Type and Task type.
- Set the Date and, if relevant, the Odometer reading, then describe the work in Task description.
- Add the Cost involved, Expected downtime and payment details as needed.
- 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, and you can add internal Notes to a task for your team. Together these behaviours turn a task from a private reminder into shared operational knowledge: the fleet list shows what is coming, the history shows what changed, and the notes carry the context that a status alone cannot. Because the task is linked to the vehicle, staff can move from the fleet list to the job without keeping two separate records.
Business benefits
A maintained record of vehicle work supports several parts of the business at once. It gives managers a defensible picture of servicing, which matters for safety, warranty conversations and resale value. It gives the counter team visibility of downtime, so they do not promise a car that is in the workshop. Cost involved and Date paid turn maintenance from a vague overhead into a measurable line. Waiting for parts as a distinct status makes delays visible instead of silently pushing a task back. And because everything is attached to a vehicle, the fleet record and the maintenance record tell the same story. Over a season, the task list also becomes a practical planning tool: regular inspections can be grouped, recurring repairs become easier to spot, and the cost of keeping each vehicle on the road is no longer a matter of memory.
Practical use cases
A small fleet might use tasks mainly for scheduled servicing, with the odometer reading set so the job becomes due at the right mileage rather than on an arbitrary date. A busier operation might run separate task types for inspections, tyres and bodywork, then filter by type during a weekly planning meeting.
Accidental damage can be recorded with Repair Type set to Accidental, keeping it visibly separate from planned work. Seasonal businesses can schedule pre-season checks with a reminder days ahead, so vehicles are ready before demand arrives. A manager facing parts delays can use Waiting for parts and expected downtime to plan substitutions.
Best practices
- Use the Today and Past filter to find overdue or due-now tasks that need attention.
- Set the Odometer reading for interval services so work is triggered by mileage, not only by a fixed date.
- Attach a Reminder to important tasks so nothing is forgotten as the due date approaches.
- Keep task types meaningful and retire ones you no longer use, since inactive types remain visible in the list.
- Record Cost involved and payment details when known, and write descriptions that name the symptom and the action.
- Review History after a task closes and add Notes that will help the next person.
Important behaviour 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.
Conclusion
Maintenance and Tasks turns vehicle work into a visible, shared plan rather than a set of private reminders. Record the job, attach it to the right vehicle, describe it clearly and set a reminder for anything time-critical. Over time the list becomes a dependable service history, and the fleet becomes easier to schedule, cost and trust.