Maintenance & Parts Inventory

Module requirement

The Maintenance page and Parts Inventory are only available when the Fleet Maintenance module (fleet_maintenance_enabled) is enabled for your organization. If you do not see these items in your sidebar, ask your Owner to enable the module from Settings > Modules.

The maintenance dashboard

Navigate to Maintenance in the sidebar to open the maintenance dashboard. This is a comprehensive page with multiple tabs, covering all aspects of vehicle servicing for your fleet.

Service reminders

The primary view shows all active service reminders across your fleet. Each reminder represents an upcoming or overdue maintenance task and displays:

• Vehicle — Plate number, make, and model
• Reminder title — The type of service (e.g., oil change, brake inspection, tire rotation)
• Status — One of three states:

• Due date — When the service is scheduled
• Vendor — The assigned service vendor (if one is set)

Reminders are sorted by due date with the most urgent first. Overdue reminders appear at the top with red highlighting to draw your attention.

Maintenance history

The history tab shows a log of all completed maintenance work, sorted by service date (newest first). Each entry includes:

• Vehicle plate number, make, and model
• Service date
• Description of work performed
• Vendor name (if recorded)
• Cost information

This history is valuable for tracking maintenance patterns and total cost of ownership per vehicle.

Completed reminders

A separate view for service reminders that have been marked as COMPLETED. Each entry shows:

• The original reminder details
• Who completed it (dispatcher name)
• When it was completed
• Any completion notes

Maintenance templates

Templates define recurring maintenance schedules that can apply to specific vehicles, vehicle model patterns, or the entire fleet. Each template specifies:

• Service name — What the maintenance task is
• Interval — How often it should occur, defined by:
  • Interval in kilometers — Trigger when the vehicle reaches a certain mileage threshold
  • Interval in days — Trigger after a set number of days since the last service
• Vehicle scope — Applied to a specific vehicle, vehicles matching a model pattern, or all vehicles in the org
• Vendor — Default vendor for this service type

Templates automatically generate new service reminders when their interval conditions are met, ensuring you never miss a scheduled maintenance task.

Coverage gap detection

Fleet automatically detects coverage gaps — situations where a vehicle does not have any matching template for a common maintenance type. The gaps view highlights which vehicles might be missing routine maintenance schedules, helping you ensure every vehicle in the fleet is covered by appropriate templates.

Repair jobs

When the vendor_workflow_enabled module is also active, the maintenance dashboard includes a Repair Jobs tab showing all repair work across the fleet. Each repair job displays:

• Vehicle information
• Vendor details
• Job status and dates
• Cost information
• Link to the associated incident (if the repair was triggered by an incident)

Repair jobs can be created from the incident detail page (linking them to a specific incident) or independently from the maintenance dashboard for non-incident repairs.

Vendor management

Also gated by vendor_workflow_enabled, a Vendors tab provides an overview of your service vendors:

• Vendor count — Total and active vendors
• Recent job count — Jobs created in the last 30 days
• Vendor list — Each vendor with their name, contact details, active status, and total repair job count

Use this tab to monitor which vendors are handling your fleet's repairs and whether workload is distributed appropriately.

Parts inventory

Navigate to Parts Inventory in the sidebar (listed under the Secondary section) to manage your spare parts stock. The parts inventory page lets you:

• View all parts in stock with current quantities
• Search parts by name or by the vehicle they are associated with
• Track stock levels — See which parts are running low and need reordering
• Manage inventory — Add new parts, update quantities, and record usage

Organizing parts by vehicle

Each part can be linked to one or more vehicles, making it easy to find the right component when a specific vehicle needs attention. Use the vehicle filter to see only parts relevant to a particular vehicle.

Daily maintenance workflow

A recommended routine for keeping fleet maintenance on track:

1. Check the maintenance dashboard for any OVERDUE reminders. These are your top priority — arrange service immediately.
2. Review NOTIFIED reminders. These are approaching their due date. Confirm that service appointments are scheduled with the appropriate vendors.
3. Scan the coverage gaps view to ensure no vehicle is missing a maintenance template.
4. If any repair jobs are in progress, check their status and follow up with vendors as needed.
5. Review the Parts Inventory for any low-stock items and initiate reorders if necessary.

Your role in fleet maintenance

As a dispatcher, you're closest to the vehicles' daily reality. You see the inspection photos, hear driver feedback, and notice when a vehicle starts generating more incidents. Your observations feed directly into the maintenance system.

Flagging maintenance needs early prevents breakdowns. A brake pad that's wearing thin today becomes a roadside failure tomorrow — and that failure disrupts routes, strands a driver, and creates an incident report.

Recommendations

• Check the service reminders tab daily for any items in OVERDUE status. An overdue oil change is a minor inconvenience; an overdue brake service is a safety hazard.
• When a driver reports unusual vehicle behavior (noises, pulling to one side, warning lights), log a maintenance note immediately — even before a formal service is scheduled. This creates the paper trail that shows diligence.
• Use maintenance templates for every recurring service. Templates ensure nothing is forgotten and generate reminders automatically based on mileage or time intervals.
• After a vehicle returns from a vendor, schedule its next shift with a close inspection focus. The first post-repair shift catches issues that the vendor may have missed.