Vehicle Maintenance

The module

In order to use Vehicle Maintenance:

For the users to be able to access the site maintenance via jobtrack/portal, they have to be given access to certain settings within their role.

Please reach out to a Viaesys support representative to configure this role for your team.

To configure vehicle maintenance you must first set up some services, Recurring or One-off. To do this you can navigate to “Configure Vehicle Maintenance” and hit “Add” to add a new service.

When you go to Add a new vehicle maintenance service, you will be asked to add a name, description and whether this is a recurring or a one - off service. For recurring services, you can check the box.

Over here you can configure the frequency of recurrence. It can either be based on distance (e.g. every 3000 miles or days or Engine hours)

Note: Engine hours can only be tracked in the OBD units

Under Form Fields you can add customizable fields to collect any specific information that is required by your organization. This is where you can collect information and add checkpoints like:

Underneath this is the Vehicles section. You can add specific vehicles that the maintenance will be applicable on by using this section. Note this is where you can add vehicles one by one.

This section can also be used to configure the maintenance according to each vehicle's current reading/state.

For example, at the time of configuration a certain Vehicle A has just gone through an oil change.

Vehicle A:

Current Odometer: 2765

Now according to the system, the next oil change will be due as soon as the odometer hits 3000. This now needs to be manually overridden to avoid an oil change again too soon.

This is where this section is crucial.

Once everything is configured, you hit “Save” to initiate vehicle maintenance.

For bulk vehicle setup, Go to “Vehicles” from the top menu, right next to Filter.

Over here you are able to view all of your vehicles that are currently in the system. This allows you to bulk add Odometer/Engine hour readings for all your vehicles.

Once these readings are added to the system and configured, the system automatically updates the odometer reading based on the data collected via GPS.

Note: The same applies to Engine hours but only applicable in OBD devices.

In the same section, you can add Vehicle maintenance users. This means only these users will have maintenance access to the vehicles that they are assigned to:

For example for Salt Truck - 1050 only Emily can view the maintenance alerts and carry out the maintenance via JobTrack (Explained more in “” section).

Gives an overview of the 3 sections, Past Due, Due Soon and Current) as mentioned above (see section Running Maintenance via JobTrack for more details)

This can be filtered By Date, Maintenance states and the type of maintenance.

You can also select the specific vehicles you want to view.

Users that have access to or are assigned vehicle maintenance can run it through the JobTrack App.

Navigate to Maintenance from the bottom menu in JobTrack

You will see a section here that gives you an overview of all the inspections. This is divided into 3 sections:

Under each section, you can see the following options:

Each section also shows the exact information for when the maintenance is due e.g. in 500 miles or 10 days , how long has it been due for e.g. over by 200 km or when was it last completed.

Click the "+" icon at the bottom right to start a new maintenance. This is where the configured form comes into action and you can start filling in information.

Select the Vehicle you want to perform the maintenance on.

Once selected, you will be prompted to select the type of maintenance

For this example Oil change was selected.

Once filled, hit submit.

Once submitted you are able to view all past maintenance data from “View Maintenance History” as shown above.

Once submitted, you can view information about all the past maintenance records of all vehicles in “Vehicle Maintenance History” section on the portal as well.

It can be filtered by state, vehicle and maintenance type.

You can reach out to Viaesys Support to configure these settings for you:

Viaesys provides a quick and efficient way to track maintenance for your vehicles, be it recurring or on-off. We also provide a Fleetio integration for customers that use Fleetio to augment their maintenance via Viaesys.

To activate this: