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[post_content] => You can create, edit, and manage completed services for all assets in your fleet from the Completed Services tab of the Maintenance Page.
Creating a Completed Service Log
You can log a Completed Service that is not connected to an upcoming service task.
A Service Log entered without a corresponding service task will not schedule or affect upcoming services. A history of service will not show for that log.
- From the Completed Services tab of the Maintenance Page, click + Add service log.
The Add service log panel appears.
- Under Details, complete the following fields:
- Service name (Required)
- Vehicle (Required)
- Service type (Required)
- Date completed (Required)
- Odometer at service
- Engine hours at service
- Performed by
- Under Costs, complete the following fields:
- Total
- Parts
- Labor
- Other
- Under Attachments & Notes, upload applicable attachments using the Upload Attachment button
or enter applicable notes in the Notes field (1,000 character max.)
- Click + Add log.
A pop-up appears at the top right-hand corner of the screen confirming you have successfully created a completed service.
Editing a Completed Service
Make an edit to a completed service quickly from the Maintenance Page.
- From the Completed Services tab of the Maintenance Page, locate the completed service you want to edit then click on the Edit button (
) under the Actions column in the corresponding row.
The Edit completed service panel appears.
- Make your edits. All fields under the Completed info, Costs, and Attachments & Notes sections can be edited.
All fields under Schedule & frequency are not editable.
- Click Save & return.
A pop-up appears at the top right-hand corner of the screen confirming you have successfully edited the completed service.
Viewing Completed Service Task Details
You can view detailed information about a completed service using the View Details button.
- From the Completed Services tab of the Maintenance Page, locate the Service Task you want to view then click on the Overflow button (
) under the Actions column.
- Click on View Details.
The Completed service details panel appears showing the following:
- Service type
- Frequency
- Service date
- Odometer at service
- Engine hours at service
- Performed by
- Attachments and notes
From this panel, you can also view service history and perform actions such as editing, applying the service to other vehicles, or deleting the service.
Applying Completed Service to Other Vehicles
You can apply a completed service to one or more vehicles from the Completed Services tab.
- From the Completed Services tab of the Maintenance Page, locate the completed service you want to apply then click on the Overflow button () under the Actions column.
- Click Apply service to other vehicles.
The Create service template pop-up appears.
- The Details and Schedule & frequency sections are pre-populated with information from the current service task; however, the fields can be edited.
- Make edits to the Details and Schedule & frequency sections if applicable then click Save & Continue.
The Create multiple services page appears with the Add vehicles & assets panel open to the right-hand side of the page.
- Select Groups or Hierarchies.
- To select a vehicle or a group/hierarchy, use the drop-down, list search field, or list. You can also use the Add all button to apply the service task to all vehicles and assets in your fleet.
Selected vehicles, groups, or hierarchies appear under Vehicles added.
- You can make edits to available fields under the Next service at/on column or use the Actions column to add the service task by clicking + next to selected vehicles one at a time, clicking + Create services to apply to all selected vehicles, or remove the selected vehicle by clicking on the X button.
- Click on the Maintenance icon in the menu navigation bar to return to the Maintenance Page.
Viewing Vehicle Service Logs
You can use the View vehicle's service button to be directed to a vehicle's Vehicle Card displaying Service Logs.
- From the Maintenance Page, locate the completed service you want to delete then click on the Overflow button () under the Actions column.
- Click View vehicle's service.
You are redirected to the Map page showing the selected vehicle's Maintenance tab on its Vehicle Card.
Deleting a Completed Service Task
Delete a completed service task quickly from the Completed Services tab of the Maintenance Page.
- From the Completed Services tab of the Maintenance Page, locate the completed service you want to delete then click on the Overflow button () under the Actions column.
- Click Delete.
A pop-up appears asking you to confirm you would like to delete the selected completed service.
- Click Yes, delete to delete the completed service or Cancel to exit without deleting the completed service.
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[post_content] => You can create, edit, and manage Service Tasks for all assets in your fleet from the Services Due tab of the Maintenance Page.
Creating a New Service Tasks
Learn how to efficiently create a new service task from the Maintenance Page in the GPS Fleet Tracking Portal by following the steps below to streamline your service task creation process. You can create a service task for one or more vehicles at a time.
The gif above shows the process for creating an individual service task.
- From the Maintenance Page, click + Create service.
- Click Service task to create an individual service task or click Multiple service tasks to create a service task to be applied to multiple vehicles.
The Create Service card form appears for an individual service task or if you selected to create multiple service tasks then the Create service template card appears.
- In the Service name field, add a service name.
- If creating an individual service task, select the applicable vehicle using the Vehicle drop-down.
After selecting a vehicle, the vehicle's odometer and engine hours (if available) are automatically populated.
- Select a service type using the drop-down.
- Select the Service Frequency: Repeats or One-time.
A message appears instructing you to select at least one of the Due options:
- Due Every in Miles or Kilometers
- Due Every in Days or Weeks.
You can select both Due options.
- Click the checkbox next to your selected "Due at" option.
- Enter the applicable distance or duration in the corresponding field. You can use the available drop-downs to change the distance or duration measurements (Miles/Kilometers or Days/Weeks).
- If creating an individual service task, upload any applicable attachments using the Upload attachment button and/or enter applicable notes in the Notes field.
- Click + Create for an individual service task or Save & Continue for multiple service task creation.
For an individual service task, the Service task created is added to the Services Due table. If you are creating multiple service tasks, the Create multiple services page appears.
- From the Add vehicles & assets panel open on the right-hand side, use the Groups/Hierarchies toggle, drop-down, list, or Add all buttons to select applicable vehicles.
- Click +Create services, then click Yes, create.
The service task is created for all of the selected vehicles and appears on the Services Due tab.
Viewing Service Task Details
You can view detailed information about a service Task using the View Details button.
- From the Maintenance Page, locate the Service Task you want to view then click on the Overflow button () under the Actions column.
- Click on View Details.
The Service details panel appears showing the following:
- Due in status
- Odometer (due at)
- Due date
- Service type
- Frequency
- Current odometer
- Current engine hrs
- Attachments and notes
From this panel, you can also view service history and perform actions such as editing, marking the service as complete, applying the service to other vehicles, or deleting the service.
Editing an Upcoming Service Task
Make an edit to an upcoming Service Task quickly from the Maintenance Page.
- From the Maintenance Page, locate the Service Task you want to edit then click on the Overflow button () under the Actions column.
- Click Edit.
The Edit service panel appears in editable form. All fields are editable, except for the Vehicle and Service type drop-downs and Service frequency toggle.
You can also access the Service Details panel by clicking on the Service name (in blue font) from the Service Task row under the Service Name column and clicking Edit.
- Make your edits and click Save.
The updated Service Details panel is shown.
Applying Service to Other Vehicles
You can apply a service to one or more vehicles directly from the Maintenance Page.
- From the Maintenance Page, locate the Service Task you want to apply then click on the Overflow button () under the Actions column.
- Click Apply service to other vehicles.
The Create service template pop-up appears.
The Details and Schedule & frequency sections are pre-populated with information from the current service task; however, the fields can be edited.
- Make edits to the Details and Schedule & frequency sections if applicable then click Save & Continue.
The Create multiple services page appears with the Add vehicles & assets panel open to the right-hand side of the page.
- Select Groups or Hierarchies.
- To select a vehicle or a group/hierarchy, use the drop-down, list search field, or list. You can also use the Add all button to apply the service task to all vehicles and assets in your fleet.
Selected vehicles, groups, or hierarchies appear under Vehicles added.
- You can make edits to available fields under the Next service at/on column or use the Actions column to add the service task by clicking + or remove the selected vehicle by clicking on the X button.
- Click on the Maintenance icon in the menu navigation bar to return to the Maintenance Page.
Viewing Vehicle Service Logs
You can use the View vehicle's service button to be directed to a vehicle's Vehicle Card displaying Service Logs.
- From the Maintenance Page, locate the Service Task you want to delete then click on the Overflow button () under the Actions column.
- Click View vehicle's service.
You are redirected to the Map page showing the selected vehicle's Maintenance tab on its Vehicle Card.
Deleting a Service Task
Delete an upcoming Service Task quickly from the Maintenance Page.
- From the Maintenance Page, locate the Service Task you want to delete then click on the Overflow button () under the Actions column.
- Click Delete.
A pop-up appears asking you to confirm you would like to delete the selected Service Task.
- Click Yes, delete to delete the Service Task or Cancel to exit without deleting the Service Task.
Completing a Service Task
You can close out a Service Task by marking it as Complete from the Maintenance Page.
- From the Maintenance Page, locate the Service Task you want to close out then click Complete under the Actions column.
The Complete Service pop-up appears.
- Enter the date the service was completed on by typing the date into the Date Completed field or using the calendar tool.
- Optional: Enter the associated cost of the service in the Service cost field.
- Optional: Enter the value of the odometer at the time of the service in the Odometer at service field.
- Optional: Enter the engine hours at the time of the service in the Engine hrs at service field.
- Optional: Add any applicable notes to the Notes field.
- Click Complete.
The Service Task is marked as Complete and is removed from the Service Due table.
[post_title] => Managing Service Tasks
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[post_content] => All scheduled and completed maintenance service tasks are available in a single view from the Maintenance Page in the GPS Fleet Tracking Portal. From this page, you can also:
On each tab, you can sort table columns using the ascending 
and descending 
buttons next to the column headers.
Filter options are available for the following data:
The Hierarchy feature is available to Enterprise customers and customers using the Advanced Administration add-on. If you'd like to learn more, please contact your Account Manager.
Distance units in your exports follow your Measurement Units setting in User Preferences: US (Standard): Distances export in Miles or Metric: Distances export in Kilometers. To change your distance unit, go to User Preferences and update Measurement Units.
All elements within the tabs of this report can be filtered, minimized/maximized, exported, and refreshed.
The Service Reminders tab can be filtered by the following within the report:
The Service History tab can be filtered by the following within the report:
A comprehensive list of services due and services completed for the fleet is available from the Maintenance Page.
In order to manage maintenance items, you must have the Maintenance permission enabled in the User Access List and the Service Reminder item enabled in the Menu Access List (Account Category).
to upload any attachments and/or enter a note in the Notes field (1,000 character max.).
, then click Delete.
A Service Log entered without a corresponding service task will not schedule or affect upcoming services. A history of service will not show for that log.
or enter applicable notes in the Notes field (1,000 character max.)
) under the Actions column in the corresponding row.All fields under Schedule & frequency are not editable.
) under the Actions column.
) under the Actions column.) under the Actions column.
) under the Actions column.
"Less than 20% of service interval remaining",
"Less than 10% of service interval remaining",
"At recommended service",
"Overdue more than 10% of service interval",
[/et]
[/solution][solution term="pro,enterprise"]In addition to service reminders, you may also track service history.
In order to manage maintenance items, you must have the Maintenance permission enabled in the User Access List and the Service Reminder item enabled in the Menu Access List (Account Category).
"Less than 20% of service interval remaining",
"Less than 10% of service interval remaining",
"At recommended service",
"Overdue more than 10% of service interval",
[/et][/solution]
[post_title] => About Maintenance
[post_excerpt] => The portal allows you to track vehicle maintenance.
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[post_content] => Create new service reminders by entering them into the web portal or importing a spreadsheet for batch entries. After creating a reminder, you can receive notification whenever scheduled service is approaching or is past due.
Example Company XYZ wants to require all Delivery vehicles to have an oil change every 3,000 miles and a vehicle inspection every 100 engine hours.
To create a service reminder:
The Vehicle Maintenance Schedule page opens in a new browser tab. The list of vehicles in your fleet are shown in the Vehicle Maintenance Schedule grid.
Although you can enter values for miles, hours, and date, most services are sufficiently defined by one value. For example, a date might be most appropriate for a vehicle registration renewal because that type of maintenance is not measured in miles or hours. If you do enter more than one value, the order of precedence for how the reminder settings are configured relies on whatever value triggers first.
Depending on the values you entered, a message may appear to prompt you to create a service log. In the Company XYZ example, we assume JESSE has just been serviced. Although it would be reasonable to add the first service entry now, we'll wait to do this until later.
The details of the new service reminder appear in the Vehicle Maintenance Schedule grid.
In the Company XYZ example, we should repeat the steps to create a new service reminder for a vehicle inspection every 100 engine hours. If a vehicle has multiple service reminders, they are added as new line items under the vehicle name.
For each service reminder, when the odometer value, run time, or date (if applicable) reaches less than 20% of the service interval remaining, a warning indicator appears. Warnings start in yellow, and they intensify to orange and red hues as the service gets closer or past due.
Determining the Value of the Date vs. Odometer
The current odometer is 33,900 mi, with a target for the next service at 36,888 mi. With an interval of 3000 miles and a difference between the current mileage of exactly 2998 miles, the remaining is 99.6%. The current date is 11/8/2019 with a target date of 5/7/2020.
The dates are similar, but with an interval of 182 days and a difference of 181 days, the remaining is 99.4%. Because the days are closer (by a hair, 99.4% vs 99.6%), the dates are being shown.
To import the Create Service Reminders spreadsheet:
Within the spreadsheet, column names appear in Row 1 and an example record appears in Row 2.
Field(s) in the Reference column on the Update/Export page are required. 
The Import Step 2: Define Columns grid appears. This grid allows you to see how your spreadsheet column names (shown in the drop-downs) will be applied to the appropriate fields in the portal (shown in bold). Select the Reference item and match it to the Reference column in your spreadsheet. No changes will be made to the data listed in the Reference column; this will only be used as the identifier to update auxiliary information. Set any fields marked “IGNORE” to the appropriate column name if they will be updated. If you don’t want to add/update those columns, leave them set to “IGNORE.” Some spreadsheets don’t have columns named specifically for “Update” purposes. In those cases, search for the Update section within the drop-down window of the field you want to update.
The Import Step 3: Preview Import Data grid appears. This grid allows you to verify the data that will be imported. Valid values for reference fields will be marked with a green check box. The next action will overwrite/add data in the portal, so it's very important to verify that columns are being mapped to the correct areas within the portal. If you haven't already exported your current data as a backup, do so now!
The Import Step 4: Import All Data grid appears. This grid provides a summary of the import results. If any rows were skipped, they will be listed here with the reason they were not imported.
Service Reminders Report (ad hoc),
Service Reminders Report (scheduled),
Service Reminders Dashlet,
[/et]
[post_title] => Adding a Service Reminder
[post_excerpt] => Create new service reminders by entering them into the web portal (no import option available). After creating a reminder, you can receive notification whenever scheduled service is approaching or is past due.
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[post_content] => Each time a vehicle receives service, create a new log entry to record the event. After logging individual service records for each vehicle, you can view aggregate fleet maintenance data using the Service History report.
[solution term="standard"]ExampleTruck 150 at Company XYZ was just serviced for an oil change.
To create a service log entry:
[/solution][solution term="pro,enterprise"]Example Truck 150 at Company XYZ was just serviced for an oil change.
To create a service log entry:
The Vehicle Maintenance Schedule page opens in a new browser tab. Vehicles with active service schedules have an Edit button (pencil icon) in the Vehicle Maintenance Schedule grid.
The history day for this service entry is now included in relevant Service History Reports:
Example Truck 150 has several service logs associated with it. The fleet manager recently moved the tracking device to another vehicle and installed a new device in Truck 150. He wants to export the service records from Truck 150 and import them into the new vehicle record.
To export service logs:
The Vehicle Maintenance Schedule page opens in a new browser tab. Vehicles with active service schedules have an Edit button (pencil icon) in the Vehicle Maintenance Schedule grid.
Now the fleet manager would change the vehicle label in the spreadsheet and upload it on the Spreadsheet Update/Export page.
[/solution] [post_title] => Tracking Service History [post_excerpt] => Each time a vehicle receives service, create a new log entry to record the event. [post_status] => publish [comment_status] => closed [ping_status] => closed [post_password] => [post_name] => tracking-service-history [to_ping] => [pinged] => [post_modified] => 2021-06-29 17:22:47 [post_modified_gmt] => 2021-06-30 00:22:47 [post_content_filtered] => [post_parent] => 135 [guid] => http://gpsihelp.wpengine.com/?post_type=documentation&p=951 [menu_order] => 2 [post_type] => documentation [post_mime_type] => [comment_count] => 0 [filter] => raw ) ) [post_count] => 3 [current_post] => -1 [before_loop] => 1 [in_the_loop] => [post] => WP_Post Object ( [ID] => 135 [post_author] => 12 [post_date] => 2015-11-20 17:48:49 [post_date_gmt] => 2015-11-20 17:48:49 [post_content] => The Portal allows you to track vehicle maintenance through scheduled service reminders. [solution term="basic,standard"]Click the Maintenance menu item to open the Maintenance tab. All of your maintenance reminders and their color-coded statuses are listed on this tab.
"Less than 20% of service interval remaining",
"Less than 10% of service interval remaining",
"At recommended service",
"Overdue more than 10% of service interval",
[/et]
[/solution][solution term="pro,enterprise"]In addition to service reminders, you may also track service history.
In order to manage maintenance items, you must have the Maintenance permission enabled in the User Access List and the Service Reminder item enabled in the Menu Access List (Account Category).
"Less than 20% of service interval remaining",
"Less than 10% of service interval remaining",
"At recommended service",
"Overdue more than 10% of service interval",
[/et][/solution]
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[post_content] => Create new service reminders by entering them into the web portal (no import option available). After creating a reminder, you can receive notification whenever scheduled service is approaching or is past due.
Although the portal interface has been updated since this video was recorded, the process has not changed.
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[post_title] => Tracking Service History [post_excerpt] => Each time a vehicle receives service, create a new log entry to record the event. [post_status] => publish [comment_status] => closed [ping_status] => closed [post_password] => [post_name] => tracking-service-history [to_ping] => [pinged] => [post_modified] => 2019-11-21 09:07:44 [post_modified_gmt] => 2019-11-21 16:07:44 [post_content_filtered] => [post_parent] => 0 [guid] => http://gpsihelp.wpengine.com/?post_type=video&p=1295 [menu_order] => 0 [post_type] => video [post_mime_type] => [comment_count] => 0 [filter] => raw ) ) [post_count] => 2 [current_post] => -1 [before_loop] => 1 [in_the_loop] => [post] => WP_Post Object ( [ID] => 1292 [post_author] => 12 [post_date] => 2016-02-04 22:00:10 [post_date_gmt] => 2016-02-04 22:00:10 [post_content] => Create new service reminders by entering them into the web portal (no import option available). After creating a reminder, you can receive notification whenever scheduled service is approaching or is past due.Although the portal interface has been updated since this video was recorded, the process has not changed.
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The Portal provides you with a simple and easy-to-use user interface, intuitive features, and streamlined processes.
