Service Task Overview

Service Tasks are the building blocks of maintenance and repairs logged in Fleetio. Service Tasks can represent recurring Preventive Maintenance tasks, as well as unplanned one-time repair tasks. 

• Examples of Preventive Maintenance Service Tasks: Engine Oil & Filter Replacement, Tire Rotation, and Cabin Air Filter Replacement. Learn more about how to create a Preventive Maintenance schedule using Service Tasks here.
• Examples of unplanned repair tasks: Windshield Repair,Front Bumper Replacement, and Radiator Water Pump Gasket Replacement.

Standard Service Tasks are commonly performed fleet maintenance tasks. Your Fleetio account is pre-populated with a list of Standard Service Tasks, all of which are preset with default VMRS categorization.

Establish a Preventive Maintenance schedule using Service Tasks according to time or meter-based intervals. This will create Service Reminders so that key contacts within your organization are notified via email, on-screen alerts on the Fleetio web app, and push notifications on mobile when maintenance is "Due Soon" or "Due." Resolve Service Reminders by logging that Service Task on a Work Order or Service Entry. Once complete, the Service Tasks will be recorded into a vehicle's service history by logging a Service Entry or Work Order.

Manage Service Tasks

Select Service > Service Tasks from the left sidebar menu to go to the Service Tasks index. This is where you manage Standard Service Tasks and can add your own tasks, also known as custom Service Tasks.

Add Service Tasks

Service Tasks can be added individually or by importing Service Task data in bulk.

To add an individual Service Task:

Click + Add Service Task in the Service Task index (shown above) and complete the following entry information:

Details

• Name - Each Service Task must have a unique name; Fleetio will prevent you from adding two Service Tasks with the exact same name.
• Description - An optional description of the service to be performed.
• Subtasks - Identify any subtasks which should be included, making this a "main" task.

Click Continue.

Fleetio Recommendations

Fleetio will provide recommendations for matching Standard Service Tasks (if available). Click the radio button to select the best match.

Then, click the Add to button to add the Service Task to a Work Order or Service Entry.

If there is not a match, or you'd like to continue creating a custom Service Task, click No Thanks.

Parts

Next, you have the option to link any required Parts to be automatically added when using the Service Task.

1. Use Search (a) to find a specific Part.
2. Set the quantity (b) that you expect to be used when performing this Service Task.
   • If you want to delete the part, click the trash can icon (c).

3. Repeat steps one and two to add any additional Parts as needed.
4. Click Continue to proceed to the Expected Labor Hours section.

Expected Labor Hours

The Expected Labor Hours section allows you to enter the expected time it will take for the Service Task labor to be completed.

1. Manually type your hours into the Expected Labor Hours text field (a), or click a time (b) to populate it in the field.

2. Click Continue to proceed to Maintenance Categorization and complete your Service Task.

Maintenance Categorization

Using Maintenance Categorization with VMRS, you can categorize your Service Tasks by using Fleetio's recommended categorization or setting default VMRS codes, which will be applied to Work Order and Service Entry line items when a Service Task is used. This will give you line item-level insight into the categorical trends in your maintenance activity. You can set the following four default VMRS codes:

• Category
• System
• Assembly
• Component
• Reason for Repair

Once you've completed the Service Task form, click Save Service Task at the bottom of the page.

Import Service Tasks in Bulk

To add multiple new Service Tasks or to update and make changes to multiple existing Service Tasks, save time and manual data entry by taking advantage of Fleetio's import process.

You may also update Maintenance Categorization for Service Tasks in bulk directly from the index. To do this:

1. Select one or more records in the Service Task Index.
2. Click the Actions Drop-down menu and select Update Service Tasks.
3. Choose to update System, Assembly, Component, and Reason for Repair Codes.

4. Then, select if you would like these changes to apply to all historical and future line items or only to future line items.
5. Confirm the information you've added is accurate and click Confirm & Save.

Service Task Groups - Main Tasks and Subtasks

Service Tasks can be grouped together to ensure that tasks that should be completed at the same time are not overlooked and to keep your data consistent. A Service Task group consists of one main task with one or more subtasks. Hover over an icon in the Service Task list to identify if it is a main task or subtask. Adding a main task to a Service Entry or Work Order will automatically add line item entries for each subtask. Part and labor details may be associated with either the main or subtask for specific cost accounting.

A subtask may belong to multiple main tasks, thus establishing different groups, but only one "level" of nesting is available in the main/subtask relationship - a subtask cannot act as a main task with subtasks of its own.

Adding a main task to a Service Entry or Work Order will automatically add line item entries for each subtask. Part and labor details may be associated with either the main or subtask for specific cost accounting.

View Service Task History

If you want to check if a Service Task has ever been edited or which User created it, hover over the record in the Service Tasks list, then click the More Actions Button and select View Record History.

Archive or Delete Service Tasks

Archive a Service Task if you want to retain a task's historical data but remove it as an active task. Archived tasks can't be added to Service Entries or Work Orders.

To archive a Service Task, hover over the record in the Service Tasks Index and click the More Actions Button. Then, select Archive. The task will be moved to the Archived tab.

To archive multiple Service Tasks, select the checkboxes for the records you want to archive, click the Actions Drop-down Menu, then select Archive.

Tasks with active Service Reminders cannot be archived. Remove the task from any reminders to archive it.

Service Tasks must first be archived before they can be deleted. Only custom tasks can be deleted; Standard Service Tasks can only be archived.

When you Delete a Service Task, any associated Service Reminders and Service History will also be deleted.

To delete a Service Task, go to the Archived tab on the Service Tasks Index. Hover over the record, click the More Actions Button, and select Delete.

To delete multiple Service Tasks, go to the Archived tab on the Service Tasks Index. Use the checkboxes to select the records to delete, click the Actions Drop-down Menu and select Delete.

Merge Service Tasks

There may be instances where you need to Merge Service Tasks in Fleetio. Let's review why you would need to merge Service Tasks below:

1. A Custom Service Task was previously added, but Fleetio is now recommending merging this into a Standard Service Task.
2. If multiple users have permission to create new Service Tasks, duplication may result, and your reporting results will be skewed. For example, misspelling and capitalization differences could lead to separate entries for "Alignment," "alignment" and "Alinement." The parts and labor costs for these tasks in Service Entries and Work Orders would not be consolidated in a cost totals report.

If you'd like to Merge an Existing Service Task with Fleetio's recommended Standard Service Task:

1. On the sidebar navigation, click Service and select Service Tasks.
2. Select the Custom Service task by clicking the row.
3. On the right panel, select the Service Task Fleetio is recommending and click Merge.

Service Reminder Reset

Service Reminder due dates and meter readings are recalculated upon completion of a Service Task, whether through a Service Entry or Work Order.

If you have established a Service Task group as shown above, a Service Reminder is only necessary for the main task, which then governs the recurring intervals for the subtask. Optionally, reminders may be configured for each task independently.