Audience: CEO/Owner, Dispatcher, Billing Personnel 
Read Time: 15 Minutes

This article will describe how to manage Vehicle Maintenance  including scheduled maintenance and maintenance items.


Companion Video - Vehicle Maintenance Quickstart

The InVision Vehicle Maintenance Module allows an operator to setup recurring maintenance items to be "due" for service at regular intervals; including time-based and mileage-based rules.

Vehicle Maintenance is available to ALL customers. There is NOT an additional fee to use Vehicle Maintenance.


What features are available with Vehicle Maintenance?

In general, Vehicle Maintenance includes three basic parts:

  • Maintenance Items
  • Scheduled Maintenance Definition
  • Scheduled Maintenance Items

A Maintenance Item defines an individual task, repair, etc. that can be tracked on a scheduled basis. For example, you may create Maintenance Items for Oil Change, Tire Rotation, Wiper Blades, Monthly Cleaning, etc. You are free to create whatever items you need for your organization.

A Scheduled Maintenance Definition allows the operator to setup a recurring maintenance for a single item across a single vehicle or vehicle type. Definitions include the setting for recurrence and due date based on mileage-based or time-based settings.

Scheduled Maintenance Event is the instance of scheduled maintenance definition. If you added a definition that required an oil change every 3 months, there would be 4 Scheduled Maintenance Events at the end of one year.

How do I Access Vehicle Maintenance?

The updated workflow for Vehicle Maintenance is only  included in the FASTTRAK InVision software. Currently, FASTTRAK Ultimate has some of the components of Vehicle Maintenance (maintenance items and events), however you are not able to manage Scheduled Maintenance Definition from FASTTRAK Ultimate.   

There are plans to update FASTTRAK Ultimate to include all Vehicle Maintenance support, but not timeline has been set as of yet.

From FASTTRAK InVision

How do I Setup Vehicle Maintenance?

Vehicle Maintenance Management is broken into 4 tabs for easy navigation.

  • Scheduled Maintenance: Allows search and filter of current maintenance events
  • Maintenance Definition: Allows you to add/edit maintenance definition
  • Maintenance Item Setup: Allows you to add/edit maintenance items 
  • Maintenance Analysis: Allows you to run reports to help track vehicle maintenance costs within your operation.

Step 1: Log into InVision and browse to the Vehicle Maintenance module.

Step 2: Create Maintenance Items

Load the Maintenance Item list by browsing to the Maintenance Item Setup tab in Vehicle Maintenance. Depending on how long you have been a customer, you may or may not have default maintenance items in the lists. You can click the Add Maintenance Item button to add a new item or open an existing item double-clicking the grid or using the three-dot menu.

Thinks to keep in mind:

  • The items shown here are also used in FASTTRAK Ultimate. Creating in Ultimate will also create them for use in n InVision.

Add/Edit form

Step 3: Add a Maintenance Definition

Load the Maintenance Definition List by browsing to the Maintenance Definition tab in Vehicle Maintenance. The grid will show a list of all maintenance definitions currently configured in your system. you can click the add button to add a new definition or edit an existing definition by double-clicking a row or using the three-dot menu.

The Vehicle Definition form itself allows a variety of options to enable generation of events across all vehicle and types within your operation. 

Thinks to keep in mind:

  • Maintenance can limited by a future start date for the given items. 
  • Select a single maintenance item to be used within the definition.
  • Select which vehicle or vehicle types will be included for this vehicle maintenance.
    • Applies to selected Vehicle Types: All vehicle of the selected types will have events created for the definition. 
    • Applies to Selected Vehicles: The selected vehicles will have events created for the definition.
  • Select as to whether the definition should apply to Out-of-Service and/or Driver-Owner vehicles
  • Select the recurrence rule, if any:
    • Time-based: Events will be "due" based when the event was last completed ot when the definition was started (if first occurrence)
    • Mileage-based: Events will be "due" based on current vehicle mileage and Every X months(s) setting.
    • A Maintenance Definition does NOT have to be recurring. If no recurrence is set, the items will be generated one time based on the definition.
  • Once created, initial "scheduled" events will be auto-generated based on the definition.
  • If the definition is modified, all "scheduled" events for that definition will be removed and recreated.
  • If the definition is deleted, all "scheduled" events will also be deleted.

Step 4: Review the Scheduled Maintenance report to see which items are currently pending.

Load the Scheduled Maintenance Event List by browsing to the Scheduled Maintenance tab. By default, the list will show all currently scheduled maintenance events. As necessary, you can filter the grid b updating filter criteria and clicking the search button.

How do I Complete Maintenance Events?

Scheduled events are acted upon two primary ways:

  • Complete or Skip events from the Scheduled Maintenance grid
  • Select and complete a scheduled event from the Billing Add Costs workflow

Complete or Skip events from the Scheduled Maintenance grid

On any individual event, you can use the three-dot menu to see available actions. 

  • Scheduled events can be Completed (opens for Edit) or Skipped
  • Completed Events can be Edited
  • Skipped events cannot be modified in any way

When completing or editing an event, the event form is shown which allows you to enter specific details regarding the event.

The next event is automatically generated once the previous event is completed. Current date information and current vehicle mileage information are taken into account to set the due date for the new Scheduled event.

Things to keep in mind:

  • The top section identified the scheduled event and is read-only.
  • The Status is defaulted to Completed but can be set back to Scheduled if only edits are to be made and the event won't be completed.
  • Mileage, Cost, Completion Date and related Confirmation # can all be entered on the completed event.

Select and complete a scheduled event from the Billing Add Costs workflow

From the billing screen, you have the option of entering costs. When clicking on the add cost button, you are shown the same Scheduled Maintenance event as above. In this case, the system will query any Scheduled maintenance items for the vehicle in the reservation and allow you to select that maintenance as completed.

The Scheduled Maintenance form is shown allowing you to choose from either the scheduled maintenance or add a maintenance cost that has not been scheduled. The form will flex in green showing a schedule item was found when selected.

Save and close the maintenance item to ensure the next Scheduled event is created automatically.

How do I Report on Vehicle Maintenance?

Vehicle Maintenance reporting can be found in two areas:

  • On the Maintenance Analysis tab in Vehicle Maintenance module
  • On the Maintenance Log Tab for a single Vehicle from the Vehicle Management screen

On the Maintenance Analysis tab in Vehicle Maintenance module

Running the Maintenance Analysis report will show maintenance costs for all vehicles. You can use the filter and group by options to set how the data should be queried and displayed.

On the Maintenance Log Tab for a single Vehicle from the Vehicle Management screen