Create and edit maintenance tasks

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

User role: Fleetmanager

A maintenance task is a template that tells Mileage Book what needs to be done, who should do it, and which vehicles it applies to. Based on the template, the system automatically generates the specific tasks shown under Tasks.

If you are new to the module, we recommend that you first read Maintenance and tasks – how it fits together.

Before you start

Applies to service tasks. Make sure that the vehicles you want to assign have:

• a service interval in months and/or kilometres in the master data
• a latest service registered under Inspection and service

If either is missing, the system cannot calculate when the next service is due, and no task will be generated. See Inspection and service – service interval and history.

Create a maintenance task

1. Go to Fleet vehicles → Maintenance.
2. Click + Create.
3. Enter the Task name (max. 40 characters), e.g. "Slagelse car pool – service".
4. Select the Task type:
   • Service: Tasks are generated automatically based on each vehicle's service interval. Used for services.
   • Miscellaneous: Tasks with a fixed date or fixed recurrence that do not depend on the vehicle's mileage, e.g. cleaning or tyre changes.
5. Under Performed by, select who will perform the task: Own workshop, External workshop or Assigned employee. Then select the employee or workshop in the Employee field when it appears.
6. Optionally enter a Task description (max. 600 characters). The description is visible to the person performing the task, e.g. "Remember to enter the date and odometer reading at the service."
7. Optionally select one or more Subtasks, e.g. "Check tyre pressure". See the section Create subtasks at the end of this article.
8. Fill in Scheduling:
   • Service: Nothing needs to be filled in. The task recurs automatically according to the vehicle's service interval and the service notification settings.
   • Miscellaneous: Select Recurring (Yes/No). If Yes is selected, specify the Interval (Daily, Mon, Tue, Wed, Thu, Fri, Week(s) or Month(s)) and Every, e.g. every 6 months.
9. Click the pencil next to 0 vehicles assigned to the task to select vehicles. See the next section.
10. Click Save.

Miscellaneous tasks and the To be performed on field: When you assign vehicles to a Miscellaneous task, you specify the date on which the task is to be performed for the first time. If the task recurs, the recurrences are calculated from this date. If a task is performed on a different day than scheduled, the subsequent recurrences are not moved.

Select vehicles for the task

1. Click the pencil in the box showing vehicles assigned to the task. The Vehicle page opens.
2. Use the filters at the top to find the relevant vehicles: Assigned to the task, Department, Fleet group, Service (months) and Service (km).
3. Select the checkbox in the "Select" column for the vehicles the task should apply to.
4. Click Assign.
5. Click Back, and save the task.

Tip: Select the Assigned to the task filter to show only the vehicles already assigned to the task.

When are the tasks shown?

• It takes up to approximately 10 minutes before new tasks are shown under Tasks.
• For the Service task type, a task is only generated when the vehicle is within the handling parameters (e.g. 90 days or 1,000 km before the next service). It is therefore normal for the Task assigned column to show fewer tasks than the number of vehicles on the maintenance task.
• A vehicle's tasks can always be viewed on the vehicle itself under Vehicles → [vehicle] → the Maintenance tab.

Edit or delete a maintenance task

1. Go to Fleet vehicles → Maintenance.
2. Click the pencil (Edit) next to the task to change the name, performer or vehicles.
3. Click the bin (Delete) to delete the task.

Please note: A deleted maintenance task cannot be restored.

Recommendations

• One vehicle, one service task: If a vehicle is assigned to two maintenance tasks of the type Service, two tasks are generated each time. Check the Tasks column in the list if a vehicle appears twice.
• Sold or decommissioned vehicle: When the status is set to Sold or Inactive in the master data, no further tasks are generated. Also remove the vehicle from the maintenance task by opening the task with the pencil, clicking the pencil next to the vehicles, clearing the checkbox for the vehicle and saving.
• New vehicle: Fill in the service interval and register a starting point under Inspection and service before the vehicle is assigned a service task.

Create subtasks

1. Go to System setup → Fleet management.
2. Click Go to page under Subtasks.
3. Create the subtasks you need, e.g. "Vacuum cabin", "Check washer fluid", "Check tyre pressure" or "Change to winter tyres".

The subtasks can then be selected when you create or edit a maintenance task.

Read more

• Perform tasks
• Why has no service task been generated? – checklist and frequently asked questions