Inspection and service – service interval and history

Available to subscription: Fleet Management with the Tasks and Maintenance module

User role: Fleet manager

For Mileage Book to schedule inspections and services, the system needs two pieces of information about each vehicle:

1. How often the vehicle must be serviced (the service interval).
2. When the vehicle was last serviced, and at what odometer reading (the history).

Specify service interval and inspection in the master data

1. Go to Fleet vehicles → Vehicles, and open the vehicle.
2. On the Master data tab, the Inspection and service box is located on the right-hand side.
3. Fill in:
   • Interval in months, e.g. 12.
   • Interval in kilometres, e.g. 15,000.
   • Years between inspections: how often the vehicle must undergo periodic inspection.
4. Click Save.

The fields First registration, Latest registration and Estimated next inspection are retrieved from the Danish Motor Register. The Motor Register does not provide the actual inspection date, so Estimated next inspection is an estimate based on the first registration and the vehicle type.

Register history on the Inspection and service page

1. Go to Fleet vehicles → Inspection and service.
2. Find the vehicle. Optionally use the Department and Fleet group filters.
3. Click Add in the Add service column (or Add inspection).
4. Enter the date and odometer reading, and save.

Click the arrow to the left of the vehicle to view the history: Inspection date, Service date (with odometer reading) and Registration inspection date. Use the pencil and the bin to correct or delete a registration.

When is Add service used?

• At start-up: to register each vehicle's latest service before you start using maintenance tasks.
• For a new vehicle: register the registration date and the odometer reading at delivery as the starting point. Without a starting point, the system cannot calculate the first service.
• If the vehicle is not linked to a service task, and you therefore do not use Tasks for it.

Do you use service tasks? Then ongoing services are registered via the task under Fleet vehicles → Tasks and not here. When the task is saved as Completed, the service is automatically added to the history. See Perform tasks.

How to read the overview

• Next service: calculated from the latest service date and the vehicle's interval in months. A service task may be scheduled earlier if the vehicle reaches the kilometre interval first.
• Km to next service: how many kilometres remain. A negative number means that the interval has been exceeded, or that a registered service is missing.
• Next inspection: the next periodic inspection.
• If Next service shows a dash (–), no service has been registered for the vehicle. Add a starting point.

Which date should planning be based on? Use Scheduled date on the Tasks page. It takes both months and kilometres driven into account.

Notifications

• Under System setup → Fleet management → Handling centre, you choose whether you want to be notified when a vehicle is due for service or for periodic inspection.
• Under System setup → Fleet management → Notifications, you can add an email notification when a vehicle is approaching its service.
• Under Create custom notifications, you can set up emails to, for example, the workshop or several recipients.

The notifications are based on the registered dates and odometer readings. It is therefore important that the history is kept up to date.

Read more

• Maintenance and tasks – how it fits together
• Create and edit maintenance tasks