Available to subscription: Fleet Management with the Tasks and Maintenance module
User role: Fleet administrator, workshop and employees assigned to tasks
When a task has been performed, e.g. when a vehicle has been serviced, it is marked as completed in Mileage Book. This applies both to fleet administrators and to workshops and employees who have been assigned tasks.
Important: A service is registered in one place only, namely on the task. When a service task is saved as Completed, Mileage Book registers the service on the vehicle and automatically schedules the next one. The service should not also be registered under Inspection and service.
Find the task
- Go to Fleet vehicles → Tasks. The page is called Perform tasks.
- Use the filters at the top:
- From date / To date: the period for which you want to see tasks.
- Performed by employee: e.g. your workshop.
- You can also filter directly in the columns using the funnel icon, e.g. by Vehicle, Department, Fleet group or Task status.
- Click Clear filters to reset all filters and see the full overview again.
The list shows, among other things, Scheduled date, Tasks, Task type, Vehicle, Department, Fleet group, Task assigned to and Task status. Click Excel to export the list with the selected filters.
Perform the task
- Click the pencil on the far right next to the task.
- At the top, Vehicle, Scheduled for, Performed by and the task description are shown.
- Fill in the following under Execution:
- Comment on the execution of the task (optional, max. 200 characters), e.g. "Service completed, wiper blades replaced".
- Odometer reading: the vehicle's odometer reading when the service was performed.
- Reading date: the date on which the service was actually performed. If the service was performed before or after the scheduled date, enter the actual date here.
- Select any Subtasks that have been completed.
- Click Save with status, and select Completed.
Check the odometer reading: The odometer reading entered is used to calculate when the next service is due. An incorrect odometer reading results in an incorrect next task.
Statuses
Under Save with status, you can select:
- Scheduled: The task is waiting to be performed (default).
- In progress: The task has been started.
- Pending: The task is waiting for something, e.g. spare parts or a workshop appointment.
- Cancelled: The task will not be performed.
- Completed: The task is finished. Only this status registers the service and generates the next task.
What happens when a service task is completed?
- The service is registered on the vehicle with the date and odometer reading entered.
- Mileage Book calculates the next service based on the vehicle's service interval and generates a new task when the vehicle is once again within the handling parameters.
- The completed task is kept as history. A vehicle may therefore have several tasks in the list, e.g. one completed and one newly scheduled.
Please note: It may take up to 24 hours before the new scheduled task and the updated history are shown everywhere.
View completed tasks
- Completed tasks have an eye icon instead of a pencil. Click the eye to see what was registered, when and by whom.
- If a completed task is not shown, check that From date is set far enough back, and that the Task status filter is not hiding it.
- All tasks for a vehicle can also be viewed under Vehicles → [vehicle] → the Maintenance tab. Click View task to open it.
For workshops and external partners
- You see the tasks assigned to you.
- Click the vehicle in the Vehicle column to see the vehicle's details, e.g. licence plate. This requires that your role gives access to master data.
- If you cannot find a task, please contact the fleet administrator at the customer. The task may not have been generated yet, or the vehicle may not be assigned to you.