Service schedules

A service schedule is a recurring maintenance interval — an oil change every 90 days, a brake check every 10,000 miles, a safety check on whichever comes first. It holds the interval, the tasks to perform, and when the work was last done, and it feeds a quarter of every vehicle’s health score.

The distance field is labelled Interval (Miles), but nothing converts units: it is compared as a plain number against whatever you record in the vehicle’s mileage field. If your fleet is recorded in kilometres, set the intervals in kilometres and read the label as "distance". Being consistent matters more than the label.

A schedule carries a list of tasks, each with a name, an optional description and a required flag. They are the instruction sheet for whoever does the work — a list of what this service covers, so the technician is not working from memory.

Tasks are not tracked individually. Nothing ticks them off, and the required flag is not enforced anywhere; the unit of completion is the work order, not the task. If you need per-item evidence, use an inspection template instead.

The vehicle is optional, and this is the single most common way to set a schedule up wrongly. An unattached schedule is a definition and nothing more: it never becomes due, never appears in the overdue list, never raises an alert, and never counts towards a health score. A schedule only does work once it names a vehicle.

There is no "apply to all vehicles" — a fleet of forty vehicles on a 90-day service is forty schedules. Creating them through the API or an import is usually faster than the form.

Status is separate: an inactive schedule is kept but ignored, which is how you pause a service without losing its history. Only active schedules are scored.

Upcoming preventive schedules appear on the maintenance overview, and overdue ones do two things:

• they raise a service overdue fleet alert at medium severity, one per vehicle regardless of how many of its schedules are late;
• they pull down the service-compliance quarter of the vehicle’s health score, by roughly a point and a half per day overdue, and separately by distance overrun.

What they do not do is raise a work order. A due schedule is a prompt, not an instruction — someone still has to create the work order, which is also what links the completed work back to the schedule.