Available to subscription: Fleet Management with the Tasks and Maintenance module
User role: Fleet administrator
Mileage Book can automatically keep track of when your vehicles are due for service. This requires four parts of the system to work together. This article provides an overview of how they are connected. The following articles describe how each part is used.
The four building blocks
| Where | What is it used for? | Who uses it? |
|---|---|---|
| Vehicles → Master data (the Inspection and service box) |
The vehicle's service interval, i.e. how many months and/or kilometres may pass between two services. | Fleet administrator |
| Fleet vehicles → Inspection and service | The vehicle's history: when it was last inspected and serviced, and at what odometer reading. This is the starting point for calculating the next service. | Fleet administrator |
| Fleet vehicles → Maintenance | This is where maintenance tasks are created. They work as templates, e.g. "Service". You choose which vehicles the task applies to and who performs it. | Fleet administrator |
| Fleet vehicles → Tasks (the page is called Perform tasks) |
The list of specific tasks generated by the system. This is where a task is marked as completed. | Fleet administrator, workshop and employees who perform tasks |
How it works in practice
- The service interval is filled in on the vehicle's master data, e.g. 12 months and 15,000 km.
- The latest service is registered under Inspection and service with date and odometer reading. For a new vehicle, the registration date and the odometer reading at delivery are registered as the starting point.
- The vehicle is assigned a maintenance task of the type Service under Maintenance.
- Mileage Book automatically generates a task when the vehicle approaches its next service, either because the date is approaching or because the kilometre limit is approaching. Whichever occurs first applies.
- The workshop or employee performs the task under Tasks, enters the date and odometer reading, and saves with the status Completed.
- The system registers the service and schedules the next one based on the vehicle's service interval. The cycle then starts again.
Remember: Once a service task has been created, it is the task that must be marked as completed. The same service should not also be registered under Inspection and service.
When is a task generated?
This is controlled by two settings under System setup → Fleet management → Settings:
- Handling parameters define how early a service task is generated:
- Number of days before a vehicle's service must be handled (e.g. 90 days)
- Number of kilometres before a vehicle's service must be handled (e.g. 1,000 km)
- Display of future tasks defines how far ahead tasks are visible in Mileage Book (e.g. 365 days).
Example: A vehicle must be serviced every year or every 15,000 km. If the handling parameters are set to 90 days and 1,000 km, the task is generated when there are 90 days until the next service date, or when the vehicle has driven 14,000 km since the last service. Whichever occurs first applies.
Good to know: If a vehicle has a long service interval (e.g. 24 months) and the display is set to 365 days, the task will only be shown once it is less than 365 days in the future. Changes to the settings typically take effect the following day.
Two different dates
- On the Inspection and service page, the Next service column shows the date calculated from the latest service plus the interval in months.
- On the Tasks page, Scheduled date shows the date on which the service should actually be performed. Here the system also takes kilometres driven into account, so the date may be earlier.
It is therefore normal for the two dates to differ. Planning should be based on the date on the Tasks page.
When a vehicle is sold or taken out of service
When a vehicle is given the status Sold or Inactive, no further tasks are generated for it. However, the vehicle is not automatically removed from the maintenance task and must therefore be removed manually. See Create and edit maintenance tasks.