Track vehicle maintenance
2012-12-13 14:05 by Henrik Guides, News

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

Login to the Site Administration application and install the following plugins from the update.gpsgate.com 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
  4. Save the changes

3. Activate an Odometer for your vehicles

Distance based maintenance is triggered using the Odometer variable. You enable the odometer for your vehicles in the Edit User dialog.


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

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. You should 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 details for your maintenance event. You can choose from distance based (odometer) and time based events.
      You can trigger an event once, at a fixed interval or after a certain time/distance since the last service.
  4. Click “Add Event” if you want to add more events to the schedule (you can also create multiple schedules for additional events)
  5. Click Next and select the role “Maintenance Role 1”
  6. Save the schedule


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.


Log Maintenance events

When your vehicle has been serviced you must 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. Find the overdue maintenance event an click Log 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. Name the report and click Save
  4. Click on the menu Reports and select your report from the list
  5. Select your vehicle and click Generate to view the maintenance history

7. Maintenance notifications

Maintenance notifications are configured using the standard Event Rules. All notifications are available as usual, 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 Topics

Using the same Maintenance Schedule for multiple vehicles


Maintenance based on engine hours


Adding Custom Fields to Maintenance Logs

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