Track vehicle maintenance

The GpsGate Maintenance plugin keeps track of when your vehicles are due for service. You can see their current maintenance status in the application and create notifications when vehicles pass a service interval.

This guide shows you how to install and get started with the Maintenance plugin.

  1. Install Maintenance plugin
  2. Enable Maintenance in your application
  3. Activate an Odometer for your vehicles
  4. Setup Maintenance Schedule
  5. Check Maintenance status and log maintenance events
  6. Maintenance Service Report
  7. Maintenance Reminders
  8. Custom fields in Maintenance
  9. Maintenance notifications using Event Rules

1. Install Maintenance plugin

Login to the Site Administration application and install the following plugins from the repository:

  1. Interval Event
  2. Reporting
  3. Maintenance

2. Enable Maintenance in your application

Go to Applications / Search and Manage in the Site Administration application. Select your application in the list and enable the following features under Enable/Disable features:

  1. Events / _UseRoleBasedEventRule
  2. Plugins / Maintenance
  3. Plugins / Reporting / _CreateReport / MT1000 Maintenance Service History

Save the changes

3. Activate an Odometer for your vehicles

Distance based maintenance is triggered using the Odometer variable, the steps below show how to enable the Odometer for a vehicle.

Login to your VehicleTracker application as an Administrator and follow the steps below for each vehicle.

  1. Right click on a vehicle in the vehicle list and select Edit User
  2. Expand the Accumulators section in the User window
  3. Enter the current Odometer value (or the latest known value and time stamp)
  4. Save the settings

Note: You can add time based accumulators to your vehicles if you want to measure for example Engine hours. Read more about that under the related topics section below.

4. Setup Maintenance Schedule

A Maintenance Schedule is applied to all Vehicles in a Role. In this guide we create a new Role, but you can also apply a Schedule to an existing Role. Create one Maintenance Role for each group of vehicles with similar maintenance requirements.

Note: Multiple Maintenance Schedules can be added to one Role and a Vehicle can have multiple Roles.

Create a Maintenance Role

  1. Click on the menu Admin / Roles
  2. Click on Create copy next to the _Unit role
  3. Name the role “Maintenance Role 1”, click Next and add the vehicles you want in this role
  4. Click Next and enable the privilege Events / _UseRoleBasedEventRule
  5. Save the role

Create a Maintenance Schedule
A Maintenance Schedule includes one or multiple Maintenance Events, such as a “15 000 km Service”. This example shows a simple schedule just to get you started.

  1. Click on the menu Maintenance / Schedules and click Add new Schedule
  2. Name the Schedule “Maintenance Schedule 1” and click Next
  3. Click “Add Event” and enter a name and description for your maintenance event.
  4. You can choose between distance (Odometer) and time based events.
  5. Select the Expires type “when an interval has passed since last service”. This automatically creates a new event with the selected interval after each service. Set the interval for your event.
  6. Setup a Reminder if you want to send an email to the users in a Tag in advance of the event (read about customizing notifications in step 7 below)
  7. Click “Add Event” if you want to add more events to the schedule
  8. Click Next and select the role “Maintenance Role 1”
  9. Save the schedule

Note: Use the Linked Events check-box to “reset” all events in a schedule when one event is logged. Read more about linked events in the Related Topics section below.

5. Check Maintenance status and log maintenance events

Click on the menu Maintenance / Status to get an overview of the current maintenance status for your vehicles. The table shows the distance or time to the next service event for each vehicle. Overdue events are marked in red. You can click on a row to see all the maintenance events for that vehicle.

Note: You need to log a first maintenance event to initiate the plugin when you use the type “when an interval has passed since last service”.

Log Maintenance events

When your vehicle has been serviced you log the maintenance event to update the maintenance status. Follow the steps below:

  1. Click on the menu Maintenance / Status and click on the vehicle in the list
  2. Click Log Event for the maintenance event
  3. Enter the time or odometer value when the actual service took place. By default the current value is shown
  4. Enter a comment, it will be available in the maintenance report, and click Log

6. Maintenance Service Report

The Maintenance Service History report shows a list of all logged maintenance events. To activate the report:

  1. Click on the menu Reports / Manage Reports
  2. Select MT1000 Maintenance Service History from the drop-down and click Open
  3. Change the report name if you want and click Save
  4. Go back to the VehicleTracker tab and click on the menu Reports and select your report from the list
  5. Select your vehicle and click Generate to view the maintenance history report

7. Maintenance Reminders

You can create your own Maintenance Notification templates if you want to customize the reminder emails.

  1. Click on the Panel Menu (down-arrow) in the Maintenance Schedule window header and select Notification Templates
  2. Click on New Notification Template and create your template in the template editor
  3. Save your template. You can now select it for your maintenance events.

Tip: Click on one of the default notification templates to see how it is built up.

8. Custom fields in Maintenance

You can add custom fields to a Maintenance Event Log. This allows you to add fields such as price or a list of parts that were replaced within that maintenance log.

  1. Click on the Panel Menu in the Maintenance Schedule Window and select Manage Custom Fields
  2. Create the desired custom fields and save them
  3. Add/Edit a maintenance schedule
  4. Go to the Events Section and Add/Edit an Event
  5. Enable the desired Custom Fields within the Event

The custom field(s) will now be available when logging a Maintence Event.

9. Maintenance notifications using Event Rules

Maintenance notifications can also be triggered using the standard Event Rules. All the event rule options are available, so you can create alerts in the user interface, over email and SMS.

When a vehicle passes a maintenance interval an overdue signal is enabled. You can create an Event Rule that triggers an event for that using a Digital Expression with the _MaintenanceDue variable.

Related guides


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