Service Programs Overview

Service Programs vs Service Reminders

• For example, a construction company fleet that includes a variety of heavy equipment but just one crane that has special service needs

Plan Your Service Programs

Before you jump straight into creating Service Programs, setting up Schedules, and assigning Vehicles, it is helpful to pause and strategize how you will manage Service Programs for your fleet as a whole.

It makes sense to NAME your Service Program according to a common characteristic of these assets.

• Example Service Program names include: "Ford Transits", "Forklifts", "Passenger Vehicles", "2015 RAM Promasters".

For a quick start, you can view the OEM/Manufacturer Recommended Service Schedules for a particular vehicle and generate a Service Program automatically.

Service Programs and Meters (miles/kilometers/hours)

It is important to remember that Preventative Maintenance may be scheduled by date or by meter, or by a combination of both. For example, a vehicle may be due for an Oil Change every 6 months or 7,500 miles or whichever comes first. Many construction equipment assets are governed by an hour meter instead of an odometer. An excavator may need an Oil Change every 250 hours.

As you can see, it would not be appropriate for these different types of assets to share the same Service Schedule because the intervals vary widely.

When planning your Service Programs, be sure to group assets according to type and meter.

Bulk Management

Service Programs are geared toward bulk actions. The main advantage of Service Programs is the ability to apply a set of Service Reminders to multiple Vehicles at once. In addition, changes made to the Service Reminders will be automatically applied to each Vehicle that has been assigned to the Program. Add, edit, or remove a Service Reminder from the Program, and see these changes reflected on all Vehicles. In addition, Vehicles may be assigned or removed from any Program at any time, in case your maintenance needs change.

• Apply a Service Program Template (optional)
  • Fleetio offers several Templates to efficiently add common Service Reminders by vehicle or asset type. Modify the predefined set of Service Reminders or build your own from scratch instead.
• Add/Remove Service Reminders
  • When you add a new Service Reminder to a Service Program, any Vehicles on the Service Program will automatically inherit that new Service Reminder.
  • When you remove a Service Reminder from a Service Program, that Service Reminder will be automatically removed from any Vehicles on the Service Program.
• Add/Remove Vehicles
  • When you add a new Vehicle to a Service Program, that Vehicle automatically inherits all of the associated Service Reminders.
  • When you remove a Vehicle from a Service Program, any associated Service Reminders are automatically removed.

Create Service Programs

Add a Service Program

Start by creating a new Service Program:

1. In the Sidebar Navigation, click Service and select Service Programs.

2. Click the + Add Service Program button in the top right.

3. Complete the New Service Program form:
   • Name your Service Program (a). See the Plan your Service Programs section above for guidance on naming.
   • Select an optional Template (b) if you wish to pre-load the Service Program with a set of common Service Reminders based on vehicle/asset type (e.g. Basic Vehicle, Light Duty Truck, Heavy Duty Truck, Excavator Basic Maintenance, Dozer Basic Maintenance, Skid Steer Basic Maintenance).
     • Leave this blank if you wish to build your own custom Service Program from scratch!
   • Upload a Logo image (c) for easy identification on the Service Programs page.
   • Configure the appropriate Primary Meter (d) and optional Secondary Meter (e).

4. When you're finished, click the Save Service Program button.

Create a Service Schedule

A Service Schedule is a set of Service Reminders that work together to cover the complete preventative maintenance needs for an asset over its lifetime.

If you opted to select a Template as shown above, your Service Program will load with a pre-defined set of Service Reminders. Add, Edit, or Delete from this set, or build your own entirely from scratch.

Add Service Reminders individually OR group Service Reminders according to a set of Service Tasks that all recur at the same time or meter interval!

To create a Service Schedule:

1. When viewing a Service Program, click + Add and select Add Service Schedule.

2. Use the drop-down to select one or more Service Tasks (a) to be included.
   • To save effort, group all Service Tasks that recur on the same meter or time interval. For example, add all of the tasks that recur every 5,000 miles or 6 months, whichever comes first.

3. Time Intervals
   • Identify the regularly recurring Time Interval (a), Primary Meter Interval (b), and/or Secondary Meter Interval (c). For example, an Oil Change may be due every 5,000 miles or 6 months, whichever arises first.
   • Optionally set a Due Soon Threshold (d) so that you will receive on-screen and/or email notifications when the Service Tasks are coming up.

4. Set First Service (optional)
   • Many OEM Recommended Service Schedules include Service Tasks that should be completed for the first time at a specific odometer or due date, followed by a different regularly recurring interval of meter usage or time elapsed. The “Set First Service” option accommodates this one-time starting service with subsequent recurring intervals.
   • Check the Set First Service checkbox if the first service on the schedule should be completed at a specific due date/meter.

5. Click Save Service Schedule, then continue to build the Service Schedule by adding Service Reminders for each group of Service Tasks needed.

Add Vehicles

Adding or removing a Vehicle from a Service Program will automatically add or remove all of the Service Reminders on the Service Schedule you established above.

Add Vehicles to a Service Program according to your planning, and be sure to only add vehicles to programs for which the meter intervals are consistent.

To add Vehicles:

1. When viewing a service program, click + Add and select Add Vehicles.

2. Choose vehicles from the drop-down. There are multiple ways to define the set of Vehicles:

• Add by Year, Make, and/or Model (define one or more; vehicles must match all selected criteria)
• Add Specific Vehicles
• Add All Vehicles
• Add by a Vehicle Attribute (define one or more; vehicles must match all selected criteria)

3. After making your selections and choosing your criteria, a preview will display.
   • The blue banner (a) indicates the number of vehicles that will receive new Service Reminders.
   • The Conflicting (b) and Duplicate (c) columns display any conflicting or duplicate Service Reminders that already exist on the target vehicles.

• Click the link in the Conflicting or Duplicate Reminders columns to view the current and new intervals for the reminder.

4. When you're finished, click the Add Service Program Vehicles button.

Maintenance Schedule for New Vehicles

When you're adding a new Vehicle to Fleetio, you can select a Service Program to track vehicle maintenance from the start!

While creating a new vehicle, click the Maintenance section.

Then, select one of the following Service Program options and click Save Vehicle when complete:

• None if no Service Program needs to be selected
• Suggested Existing Program based on make/model match
• OEM Schedule if the OEM is found for the Vehicle's VIN
• Choose an Existing Service Program to select an existing Service Program from the list

Service Program Rules

Service Program Rules allows you to add vehicles to a Service Program using multiple vehicle attributes and create rules for adding new vehicles automatically.

1. Add Vehicles. There are multiple ways to define the set of vehicles with this feature:

• Add By Vehicle Attribute (define one or more; Vehicles must match all selected criteria)
• Add All Vehicles
• Add Specific Vehicles

2. Adding By Vehicle Attribute allows you to add multiple conditions, including custom fields.
3. After you have added all conditions, a preview will display indicating the number of vehicles the Service Program will apply to as well as any Conflicts or Duplicates.
4. Check the box in the lower left to create a Service Program Rule that will automatically:
   • Apply the Service Program to any current vehicles
   • Apply the Service Program to any new vehicles
   • Remove vehicles that do not meet the rule's criteria

5. When you are finished, click the Add Service Program Vehicles button.
6. Review and confirm the Service Program Rule.

A lightning bolt will identify Rule-Based Service Programs within your Service Program Index.

Regular User Permissions

Regular Users can also add Service Program Rules to vehicles. Regular Users, however have some restrictions to the Rules they may create per the scenarios below.

Regular Users with no Custom Field restrictions of any kind:

• With Manage Service Programs permission and Full Access to Vehicle Record Sets, can create and edit Service Program Rules.
• With Manage Service Programs permission and Limited Access to Vehicle Record Sets, cannot create or edit Service Program Rules.
• With Limited access to Vehicle Record Sets can only see vehicles on a Service Program that they have access to.

Regular Users that lack Vehicle Permissions for View Custom Fields:

• Cannot view, edit, or delete a Service Program Rule if the rule contains a Vehicle Custom Field.
• Can create a Service Program Rule with the Vehicle attributes they do have permission to view. Custom Fields are unavailable to view or select.
• Can create a Service Program and perform a one-time add of Vehicles with the Vehicle Attributes they have permission to view. Custom Fields are unavailable to view or select.
• Cannot edit the meter units in the Service Program settings on a Service Program with a Rule that contains a Vehicle Custom Field.

Regular Users with a role that is restricted from viewing a Vehicle Custom Field:

• Cannot view, edit, or delete a Service Program Rule if the rule contains a Vehicle Custom Field that the user is restricted from viewing.
• Can create a Service Program and perform a one-time add of Vehicles with the Vehicle Attributes and Custom Fields they have permission to view.
• Cannot edit the meter units in the Service Program settings on a Service Program with a rule that contains a Vehicle Custom Field that the user is restricted from viewing.
• Can create a Service Program rule with the Vehicle attributes and Custom Fields they do have permission to view. Custom Fields they do not have permission to view are unavailable to view/select.

Edit Service Programs

One advantage of Service Programs is that changes made to the Service Schedule will be automatically applied to each Vehicle that has been assigned to the Program.

Add, edit, or remove a Service Reminder from the Program, and see these changes reflected on all Vehicles.

In addition, Vehicles may be added or removed from any Program at any time if your maintenance needs change. When you remove a Vehicle from a Service Program, ALL corresponding Service Reminders will be removed.

Edit/Remove Service Schedules

1. When viewing a Service Program, click the Service Schedules tab.
2. Click the More Actions Button to Edit an existing Service Schedule, or to Delete the grouping entirely.

Remove Vehicles

1. When viewing a Service Program, click the Vehicles tab.
2. Click the More Actions Button (a) to Delete an individual vehicle.
   • You can also select multiple vehicles using the checkboxes (b), then click Actions (c) and select Delete.

Copy a Service Program

There are two places to copy a Service Program. You can copy them from the index or use an existing Program as a template when adding a new Service Program.

Copy from the Index

In the Service Program index, click the More Actions Button for a service program and select Make a Copy.

All Service Schedules are copied to the new Service Program. Vehicles are not copied.

Use an Existing Service Program as a Template

When creating a new Service Program, use the Template drop-down to select an existing Service Program. You can select from System Service Programs or Your Service Programs.

• System Service Programs are service programs created by Fleetio to help you get started, including options for Basic Vehicle Maintenance, Heavy Duty Trucks, and heavy equipment including Excavators, Backhoes, Dozers, etc.

• Your Service Programs are service programs you've previously created in Fleetio.