Maintenance Tasks
Maintenance tasks help organisations ensure that necessary activities are carried out at the right time and by the right people.
A maintenance task can be used for everything from cleaning and tyre changes to service inspections, oil checks, and other recurring activities. When a maintenance template is assigned to one or more vehicles, Mileage Book automatically creates the tasks that need to be completed.
This makes maintenance planning easier and helps ensure that important tasks are not overlooked.
Tasks can be created as both one-time and recurring activities.
Examples of Maintenance Tasks
Maintenance Example 1: Vehicle Cleaning
Department A requires its vehicles to be cleaned once a month. The cleaning includes interior tidying and exterior washing, including mirrors and wheel rims. The task must be carried out by the department managers in Mileage Book.
Maintenance Example 2: Oil Check
Department B requires an oil check every three months by Peter Petersen, Auto Mechanic. He must ensure that the task is marked as completed in Mileage Book.
Maintenance Example 3: Summer/Winter Tyres
Departments A and B require a maintenance task for changing between summer and winter tyres twice a year. The dates are predefined, and all vehicles are included in the maintenance template so that tasks are automatically created for every vehicle in the system.
How to Create a Maintenance Task
- Go to Fleet Maintenance and click Create.
- Give the maintenance task a name and define whether it applies to Vehicles or Assets.
- Select the maintenance template that the task should be based on: Miscellaneous or Service.
- Service should be selected if you want tasks to be based on each vehicle’s service intervals and service notification settings.
- It is important to ensure that the selected vehicles have their latest service registration updated before creating the maintenance template.
- Miscellaneous can be used for any type of task and is not linked to vehicle or asset-specific data.
- Select the responsible person or role.
- Specify when the task should be completed.
- Choose whether the task should recur.
- Select the vehicles the task should apply to.
- Specify any sub-tasks that should be included in this maintenance task.
- Save the maintenance task.
Tasks will then be generated automatically for vehicles and/or assets within approximately 10 minutes.
If the maintenance task is based on a Service template, tasks will not be generated until the individual vehicle’s service interval becomes due.
Once a vehicle has an assigned task, it can be viewed under the vehicle master data in the Maintenance tab.
Example
Viewing Future Tasks
Under System Setup > Fleet Management > Settings, the fleet administrator can define how far into the future maintenance tasks should be visible to users responsible for completing them.
Sub-Tasks
If it is necessary to define sub-tasks, for example for vehicle cleaning, navigate to:
Fleet Management > Settings > Sub-Tasks
Here you can create all the sub-tasks you need, such as:
- Vacuum interior
- Clean mirrors
- Clean wheel rims
- Refill windscreen washer fluid
- Check tyre pressure
- Check oil level
- Change to summer/winter tyres
Once all required sub-tasks have been created, you can choose which sub-tasks should be included in each maintenance template.