Maintenance
Schedule, assign, and track vehicle maintenance tasks to keep your fleet in optimal condition.
The Maintenance sub-module helps you plan and track all vehicle maintenance activities -- from routine oil changes and tire rotations to major engine repairs and unscheduled breakdowns. By maintaining a structured maintenance schedule, you reduce unexpected downtime, extend vehicle lifespans, and keep operating costs under control.
Navigation: Fleet > Maintenance
Purpose
Proactive maintenance is one of the most effective ways to reduce fleet operating costs and prevent breakdowns during active trips. The Maintenance sub-module allows you to:
- Create and schedule maintenance tasks for individual vehicles
- Define recurring service periods based on mileage or time intervals
- Assign maintenance work to internal mechanics or external vendors
- Track the status and cost of each maintenance task from start to completion
- View complete maintenance history for any vehicle in the fleet
- Monitor upcoming and overdue maintenance items across the entire fleet
What You Will See
The main Maintenance page displays a table of all maintenance tasks across your fleet, sorted by most recent first.
Table Columns
| Column | Description |
|---|---|
| Vehicle | The vehicle this maintenance task is for (plate number and model) |
| Task / Issue | A brief description of the maintenance work |
| Type | Whether the task is Scheduled (preventive) or Unscheduled (reactive) |
| Priority | Low, Medium, High, or Critical |
| Assigned To | The mechanic, team, or vendor handling the work |
| Status | Current status of the maintenance task |
| Scheduled Date | When the maintenance is planned |
| Cost (AED) | Actual or estimated cost of the maintenance work |
Maintenance Statuses
| Status | Description |
|---|---|
| Scheduled | Task is planned and has a future scheduled date |
| In Progress | Work has started on the vehicle |
| Completed | Maintenance work is finished |
| Cancelled | Task was cancelled before work started |
| Overdue | Scheduled date has passed without the task being started |
Use the status tabs at the top to filter by status. The search bar lets you find tasks by vehicle plate number, task description, or assigned vendor name.
Priority Levels
| Priority | When to Use |
|---|---|
| Low | Routine tasks that can be deferred without risk (e.g., interior cleaning, cosmetic touch-ups) |
| Medium | Standard preventive maintenance (e.g., oil change, tire rotation, brake pad replacement) |
| High | Issues that affect vehicle safety or performance and should be addressed soon (e.g., worn brake discs, battery issues) |
| Critical | Urgent issues that require immediate attention -- the vehicle should not be operated until resolved (e.g., engine failure, transmission problem, safety recall) |
Creating a Maintenance Task
To schedule a new maintenance task:
- Click the "Create Maintenance" button in the top-right corner.
- Fill in the maintenance task details.
Fields Reference
| Field | Required | Description |
|---|---|---|
| Vehicle | Yes | Select the vehicle from the dropdown by plate number or model |
| Task / Issue | Yes | Describe the maintenance work (e.g., "Oil change and filter replacement") |
| Type | Yes | Scheduled (preventive/planned) or Unscheduled (reactive/breakdown) |
| Priority | Yes | Low, Medium, High, or Critical |
| Scheduled Date | Yes | The date the maintenance should be performed |
| Assigned To | No | Select an internal mechanic or external vendor |
| Estimated Cost | No | Expected cost of the work in AED |
| Service Period (km) | No | If this is a recurring task, the mileage interval for the next service |
| Notes | No | Additional instructions or context for the mechanic |
| Attachments | No | Upload photos of the issue, previous service reports, or parts lists |
When you create a maintenance task with a Critical priority, the associated vehicle's status is automatically changed to In Maintenance in the Vehicles sub-module. This prevents the vehicle from being dispatched until the maintenance is completed.
- Click "Save" to create the task. It will appear in the Maintenance list with a Scheduled status.
Service Periods
Service periods define recurring maintenance intervals based on distance (kilometers) or time (days/weeks/months). When a vehicle reaches the defined threshold, the system creates a new maintenance task automatically or sends a notification.
Configuring Service Periods
| Field | Description |
|---|---|
| Service Type | The type of recurring maintenance (e.g., Oil Change, Tire Rotation, Full Service) |
| Interval (km) | Distance interval -- a new task is triggered every N kilometers (e.g., every 10,000 km) |
| Interval (time) | Time interval -- a new task is triggered every N days, weeks, or months |
| Vehicle or Model | Apply this service period to a specific vehicle or to all vehicles of a particular model |
Service period automation depends on accurate odometer readings being recorded in the system. If odometer data is not updated regularly, distance-based service reminders will not trigger on time.
How Service Period Reminders Work
- The system checks vehicle odometer readings and elapsed time against configured service periods.
- When a threshold is approaching (within 500 km or 7 days), a reminder notification is generated.
- When the threshold is exceeded, the task status changes to Overdue if no maintenance has been scheduled.
Updating a Maintenance Task
Click on any maintenance task to open its detail view. From here you can:
- Start Work -- Change status from Scheduled to In Progress. Records the actual start date.
- Complete -- Mark the task as Completed. Enter the actual cost, parts used, and completion notes.
- Cancel -- Cancel a scheduled task that is no longer needed. Requires a reason.
Recording Completion Details
When completing a maintenance task, you can record:
| Field | Description |
|---|---|
| Actual Cost | The real cost of the work performed |
| Parts Used | List of parts consumed (linked to Warehouse inventory if available) |
| Mechanic Notes | Notes from the mechanic about the work done, findings, or recommendations |
| Completion Date | The date the work was finished |
| Next Service Due | If this is a recurring task, when the next service should occur |
Maintenance History
Every vehicle's detail page in the Vehicles sub-module includes a Maintenance History section showing all past and upcoming maintenance for that vehicle. This gives you a chronological view of all work performed, costs incurred, and any patterns that might indicate recurring issues.
Dashboard View
The top of the Maintenance page includes summary cards showing fleet-wide maintenance metrics:
| Metric | Description |
|---|---|
| Overdue Tasks | Number of maintenance tasks that are past their scheduled date |
| Scheduled This Week | Tasks scheduled for the current week |
| In Progress | Tasks currently being worked on |
| Monthly Cost | Total maintenance cost for the current month |
A high number of overdue tasks is a red flag. Regularly review the Overdue tab and either reschedule or complete outstanding tasks to keep your fleet safe and reliable.
Tips for Maintenance Coordinators
- Use service periods for predictable maintenance -- Automating recurring tasks like oil changes and tire rotations prevents them from being forgotten.
- Always record actual costs -- This data feeds into financial reports and helps forecast future maintenance budgets.
- Link parts to warehouse inventory -- If you use the Warehouse sub-module, linking parts consumption to maintenance tasks keeps inventory levels accurate.
- Assign external vendors for specialized work -- Use the Vendors sub-module to manage your repair shop and service provider relationships.
- Attach photos -- Before-and-after photos of maintenance work provide a useful record for insurance claims and quality checks.