Maintenance Overview

Add a New Active Recurring Service Reminder

1. Select the orange button that says ‘ADD NEW REMINDER.’

2. If the vehicle or asset has a tracker associated with it, be sure that 'Tracker' is selected under the 'Type' heading.
   • Select the question below for instructions on how to set up service reminders for items without trackers.
3. Choose the tracker group or just the tracker for which you want to set a reminder from the dropdown menu.
4. Choose a service type.
   • You may also select 'Add/Edit Service Type' to create a custom service type. Type the description in the text box, and click 'ADD' and ‘CLOSE.’ The custom type created will now be selectable in the alphabetical order dropdown.
5. Based on your type of tracker and data you're seeking, choose the type of reminder: time based, mileage (odometer) based, engine hours based or usage hours based. Complete the required information for the chosen type.

5. If you'd like, enter email addresses and mobile phone numbers to receive the maintenance reminder alert. Adding a new line for each email address or phone number with the ‘plus symbol button’ allows multiple people to receive these reminders simultaneously. If you choose not to use a reminder alert via text message or email, be sure to reference your active reminders tab to sort or filter to see what is scheduled and upcoming. 
6. Click ‘SAVE.’

Copy Reminder(s)

1. Click 'Maintenance' in the main navigation.
2. Click the ‘Copy Reminders’ button.
3. Choose the tracker(s) to copy reminders from, and the tracker(s) to which reminders should be copied over to.
4. Select the reminders to copy. Click 'SAVE.'

5. Click the maintenance reminder's edit (pencil) icon under Edit, then edit the 'Next Due' information to bring your reminder up-to-date. Click ‘SAVE.’ Note* Reference additional steps below for how to copy reminders to multiple trackers simultaneously.

Sort, Find and Edit Existing Active Reminders

1. Already existing active reminders are automatically sorted by ‘Next Service Due’, meaning items are in order soonest at the top to latest at the bottom. Note* The exception is if there are any ‘overdue reminders’, with the longest overdue being sorted first.  Priority after ‘next service due’ is then any upcoming services after that. If reminders have the same priority, they are sorted alphabetically by tracker or item name. Search for a tracker(s) or item(s) by name to locate what you'd like to edit easier.

      2. Once sorting takes place the ‘Active Reminders’ list automatically updates to display only the maintenance reminders matching the selected tracker(s) or item(s) you're seeking.

    3. To then edit the existing reminder you've found, click the edit (pencil) icon under Edit, change any information, then click ‘SAVE.’

Delete a Reminder

1. To remove an existing reminder, click the delete (trash can) icon under Delete. Then click 'DELETE' to confirm.

View, sort and filter Maintenance History

1. Click 'Maintenance' in the main navigation.
2. Click 'Maintenance History' on the left side of the maintenance screen.
3. Here, you will see all the documented maintenance events in the date range, tracker group, and service type selected in the filters below the section menu. Columns here allow users to see who originally completed each maintenance service in the ‘Completed By column’. Administrator users can view, add, edit and update notes or upload attachments directly from Maintenance History for any completed active recurring maintenance reminders and any completed one time service events. 
    

4. You may filter further by typing the name of any tracker or item in the 'Filter' text box. Browse trackers and items in separate, alphabetically organized lists. The Maintenance History list automatically updates to display only completed reminders matching the selected trackers or items. Also see completed maintenance attachment details, including the file name, upload date and the user who uploaded the file. Note** Adding or updating notes and attachments does not change the user credited with originally completing the service. Records without attachments will simply display an empty attachment field.

5. Maintenance history preview viewing of completed service items attachments.

How to create and document a One-Time Service Event

1. Click 'Maintenance' in the main navigation.
2. Click the 'CREATE ONE-TIME SERVICE EVENT' button in the top section of the maintenance screen.
3. If the vehicle or asset has a tracker associated with it, be sure that 'Tracker' is selected under the 'Type' heading. If the item does not have a tracker, select ‘Other Item.’ 
4. Select the tracker or item for which you are documenting a service event.
5. Select the service type in the dropdown. 
   • You may also select 'Add/Edit Service Type' to create a custom service type. Type the description in the text box, and click 'ADD' and ‘CLOSE.’ The custom type created will now be selectable in the dropdown.
6. Enter any other relevant information to attachments if you'd like, such as, notes, pictures, invoices and more to the service in the pop-up.
7. Click ‘SAVE.’ Note* Reference additional steps below for how to add attachments to one time service events upon completion!

8. Users may also copy recurring active service reminders from one tracker to multiple trackers in a single action. This enhanced ‘Copy Reminders’ window allows users to copy reminders to other tracker(s) all at once. The copy reminders option can be initiated from the active reminders tab or the maintenance history tab either one, from the ‘copy reminders’ button at the top of the screen.

When the user selects Save, the chosen reminders are copied to all selected trackers if desired and a confirmation message is then displayed.

Adding, editing and Managing Attachments to One-Time Service Events and more.

Add supporting documents and images when creating a One-Time Service Event and also when completing an Active Scheduled Service Reminder.

Users can attach, include and reference receipts, invoices, service photos, staff documents and files, insurance or state inspection documents, other maintenance-related files and any other relevant information that needs to be historically kept track of.

Upload up to 10 attachments per service reminder. Uploaded files can be up to 10 MB each and can be in the form of a PDF, Word, Excel, JPG or PNG files.

This allows the ability to ensure and review selected file names before saving and be able to remove selected attachments before saving. This feature has the capability to allow the open or download of attachments after the service event has been saved.

• Note* The ‘delete attachments’ function has an automatic confirmation message to prevent accidental removal.

Saved attachments are associated with the related tracking device. Maintenance service record attachments can then be accessed in the Maintenance History section.

Note: Images larger than 10 MB may be compressed when possible. If an image cannot be reduced below the upload limit, it will not be uploaded. Closing the service window without saving will discard any pending attachment selections.

1. Adding an attachment to a One time service event, use ‘add attachment’ button at bottom of window.

     2. Delete an attachment prompt for one time service event.

3. Adding attachment when completing a recurring active reminder, select ‘add attachment’ button at bottom of window.

4. Deleting Attachment Before Saving a Completed Active Reminder Scheduled Service Item.

Learn More About Maintenance

• Maintenance History
• Maintenance Reminders