> For the complete documentation index, see [llms.txt](https://clearquote-van-fleets.gitbook.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://clearquote-van-fleets.gitbook.io/docs/admin-functionality/maintenance-dashboard.md). # Maintenance Dashboard {% embed url="" %} ## Maintenance & Service Reminders ### Overview The **Maintenance & Service Reminders** module helps fleet administrators schedule, track, and manage vehicle maintenance from a single dashboard. With this feature, you can: * Create maintenance schedules * Track services by date or mileage * Receive reminders before services become overdue * Record completed maintenance * Upload service documents * Export maintenance records * Automatically generate recurring reminders *** ## Key Features ### Maintenance Dashboard The dashboard provides a centralized view of all vehicle maintenance activities. Features include: * View all service reminders * Filter by status * Search vehicles * Export reminder data * Complete maintenance records * View service history ## User Access | Role | Access | | ------------------ | ------------------------------------------------------- | | Dealer Admin | Full access to maintenance features for their own fleet | | Dealer Group Admin | Full access across all dealers in the group | ### Access the Maintenance Dashboard To open the **Maintenance Dashboard**: 1. Sign in to the **Web Dashboard**. 2. Click the "**Bell"** icon. 3. You will be redirected to the **Maintenance Dashboard**.
The **Maintenance Dashboard** home page opens and displays an overview of your fleet's service reminders. ### Service Reminder Statuses Every reminder is automatically categorized into one of four statuses. | Status | Description | | ------------- | ----------------------------------------------- | | **Overdue** | Service has passed its due date or mileage | | **Due Soon** | Service is approaching the configured threshold | | **Upcoming** | Service is scheduled for a future date | | **Completed** | Service has been completed |
## Creating a Service Schedule * **Click** "**New Schedule"** in the top-right corner to create a service schedule
### Step 1 – Schedule Details Enter the required schedule information: * **Schedule Name** – Enter a unique name for the service schedule.
* **Service Type(s)** – Add one or more service types (for example, Oil Change or Brake Inspection) and click (+) icon to confirm.
* **Vehicle Selection** – Choose the vehicles to which the schedule will apply.
You can assign vehicles using one of the following methods: * **Vehicle Attributes** – Select vehicles based on attributes such as Make, Model, Fuel Type, Ownership, or Bodystyle.
* **Vehicle Search** – Search for and select individual vehicles.
* **Select Vehicles** – Select the required vehicles using the checkboxes. To select the entire fleet, select the checkbox in the header.
> **Note:** After selecting the required vehicles, click **Next** to continue to the reminder configuration. ### Step 2 – Reminder Configuration Choose how the service reminders will be triggered. **Select a Reminder Mode** Choose one of the following options: * **Duration (in days)** – Reminders are triggered based on the specified service duration in days.
* **Mileage-Based** – Reminders are triggered based on the specified vehicle mileage.
* **Both** – Reminders are triggered by whichever condition (date or mileage) is reached first.
**Configure Reminder Details** Complete the following settings: * **Service Interval** – Specify how often the service should be performed (by days, mileage, or both). * **Due Soon Threshold** – Define when the reminder should change to **Due Soon** before the service becomes overdue.
* **Remainder Mode Frequency** – Select one of the following: * **Repeat** – Automatically creates the next reminder after the current service is completed.
* **One-Time** – Creates a single reminder without generating future reminders.
> **Note:** Click **Next** to continue to the **Service History Setup** step.
### Step 3 – Service History Choose one of the following methods to add the previous service history for the selected vehicles. **Option 1: Bulk Upload** Use this option to import service history for multiple vehicles at once. **Supported file formats:** * Excel (.xlsx) * CSV (.csv) Your file should include the following information: * **Registration Number** * **VIN Number** * **Service Type** * **Last Service Date** * **Last Service Mileage**
> **Tip:** Download the sample template to ensure your file is in the correct format before uploading.
* Once the **CSV/Excel file** has been uploaded, click **Next**.
* On the next page, review the **uploaded file mapping details** and ensure all fields are mapped correctly. * If the mapping details are correct, click **Next** to proceed.
* The uploaded **Licenseplate/VIN Number, Service Type, Completed Date, and Completed Mileage** will be displayed based on the uploaded file. * Review the displayed details and verify that all information is correct. * If any changes are required, click the **Edit** icon.
* A pop-up will appear where you can update the **Last Service Date** and **Last Odometer**. * After making the necessary changes, click **Save Record**.
* Once all details have been verified, click **Create** to complete the maintenance schedule. * A **confirmation pop-up** will appear. Click **Confirm** to complete the scheduling process.
* Once the schedule is successfully created, it will be displayed in the **Manage Schedule** list.
**Option 2: Manual Entry**
Click "Edit" option to enter service history individually for each selected vehicle.
For each vehicle, provide: * **Last Service Date** * **Last Mileage**
Once all required information has been entered, click "**Save "** to create the service schedule and generate the service reminders.
## Managing Schedules After creating a service schedule, you can manage it from the **Service Schedules** page.
From this page, you can: * **View** all existing service schedules.
* Click ***Edit*** from the **Actions** (three-dot) menu next to the Created on to update its details, assigned vehicles, or reminder settings.
* Use **Edit Schedule** to add or remove vehicles from an existing schedule, if required by clicking "**Choose Vehicle**".
* After making the required changes, click "***Save"*** to save and apply the updated service schedule.
* **Delete** a service schedule that is no longer required.
> **Note:** Any changes made to a service schedule will apply to future reminders generated by that schedule. ## Exporting Maintenance Data You can export maintenance reminders for reporting and record-keeping. To export the data: 1. Navigate to the **Service Reminders** page. 2. Click "**Export CSV"** in the top right. 3. Download the report in **CSV** format.
The exported file includes: * **Vehicle Information** * **Service Type** * **Last Service Details** * **Next Due Date** * **Next Due Mileage** * **Reminder Status** ## Service Reminders The **Service Reminders** page provides a centralized view of all scheduled maintenance activities for your fleet. Each reminder displays the following information: * **Vehicle Information** – Displays the vehicle registration and other relevant details. * **Service Type** – Indicates the type of maintenance or service due. * **Current Mileage -** Displays the mileage recorded in the latest inspection. * **Next Due Date** – Shows the scheduled service date. * **Next Due Mileage** – Displays the mileage at which the service is due. * **Current Status** – Indicates whether the reminder is **Upcoming**, **Due Soon**, **Overdue**, or **Completed**. * **Days** **Left**– Shows the number of days remaining until the service is due. * **Actions** – Complete the service, view reminder details, or perform other available actions.
> **Tip:** Use the search and filter options to quickly locate service reminders for specific vehicles or statuses. Once a maintenance activity is **Due Soon**, you can complete it by recording the service completion. * Click "***Complete"*** from the **Actions** menu
**Required Information** Provide the following details: * **Service Completion Date** – Select the date the service was completed. * **Service Completion Mileage** – Enter the vehicle's odometer reading at the time of service.
**Optional Information** You can also add supporting information, such as: * **Repair Order Number** * **Invoice** * **Receipt** * **Service Document** (upload supporting documentation) After entering the required information, click "**Mark as complete**" to save the maintenance record.
> **Note:** For **Repeat** service schedules, the system automatically creates the next service reminder based on the configured service interval. The **Service Reminders** widget on the **Home Page** provides an easy way to view the count of reminders by status, such as **Due Soon** and **Overdue**. * Click the **Service Reminder** notification on the Home Page. You will be redirected to the **Service Reminder** page, where you can view the scheduled service details.
## Email Notifications Email notifications can be enabled to keep administrators informed about upcoming maintenance. You can configure the admin email addresses that should receive **Service Reminder** alerts through the Web Dashboard. * In the **Web Dashboard**, click the **Mail** icon to open the **Email Configuration** page.
* Click **New Email Config**.
* Select **Instant Email** as the email type and click **Next**.
* From the email type dropdown, select **Service Reminder**.
* Enter the email address that should receive the alerts and click the **+** icon to add it.
* Click **Save** to complete the email configuration.
**Email Alerts** – Once configured, you will receive service reminder alerts in the same email format shown below. * **Due Soon** * **Overdue**
> **Note:** Each reminder generates a single email notification when its status changes, helping to prevent duplicate notifications. ***