When it comes to managing fleets, there's a lot happening on any given day. Instead of having to remember when the oil needs to be changed for all of your vehicles or writing it down and hoping you remember to glance at it in time, Service Reminders do the work for you once they're set up in Fleetio. These reminders use a schedule based on an interval you set, and pop up when a Service Task is close to being due (referred to as "Due Soon" in Fleetio).

Once a reminder for a Service Task comes up in Fleetio, you can use it in conjunction with Service Entries and Work Orders to schedule Preventative Maintenance services (PMs). These are then logged to the vehicle's Service History once completed.

If you want to create a list of Service Reminders for a group of assets with similar maintenance needs, we recommend using a Service Program. Service Programs automatically generate Service Reminders for each vehicle in the program. For example, a disaster restoration company fleet that includes 100 utility vans of the same make and model which have the same standard maintenance needs over the vehicle lifetime.

This article covers the basics for adding and managing Service Reminders.

Preventative Maintenance (PM) Schedules

You can add as many or as few Service Reminders for each vehicle to build a Preventative Maintenance (PM) schedule.

On a PM schedule, the "Interval" refers to the period of time between services. Each Service Task may be tracked according to its own regularly recurring intervals:

• Primary Meter (in miles/hours/kilometers, according to Vehicle meter settings)
• Secondary Meter (if enabled; in miles/hours/kilometers, according to Vehicle meter settings)
• Time (in days/weeks/months/years)

You may configure a simple recurring interval, either by Meter OR Time OR both, whichever comes due first.

Add a Service Reminder

On a Vehicle Details Page, click the + Add Menu and select Add Service Reminder.

Select a Service Task

Select a Service Task using the drop-down menu. This can be an existing Service Task, or if there isn't a match in Fleetio, you can create a new Service Task.

Choose When the Service Task is Due

This section creates the reminder schedule. As you make changes here, the Schedule Preview on the right will be adjusted in real time.

The intervals (Time, Primary Meter, and Secondary Meter) affect how often the Service Reminder will be generated. The Due Soon Thresholds (Time, Primary Meter, and Secondary Meter) affect when the the Service Task is considered "due soon" in Fleetio. Once the threshold is met, the reminder will have a "due soon" indicator on it.

At least one interval is required to set up a Service Reminder, but you can add more. This may be the case if you want a Service Task completed every six months, or every 5,000 miles, whichever comes first. If you add a Secondary Meter, it will only display if it's been enabled in the Vehicle Settings.

If there is NO previous Service Entry history for this task, the first due date and first due meter fall back to default value.

• The first due date is always based on the creation date of the reminder. The due date is calculated by adding the time interval to the creation date of the reminder.
• The first due meters will always use the reminder interval as the first due primary or secondary meter. This ensures that if any service data is accidentally recorded and later deleted, the reminder will reset back to its initial value.

If service has already been performed, but has not been recorded in Fleetio, you can apply a manual override to the due values.

To change the schedule to correspond to an upcoming service appointment or meter reading, select the checkbox to manually set the due date/meter. The schedule preview will adjust accordingly.

In the screenshot above, when adding a new Service Reminder to replace the cabin air filter, the time interval in the schedule was ahead, but the meter interval did not reflect the vehicle's current meter. By adjusting the meter due date, the schedule is aligned with the vehicle's meter.

Once a Service Reminder reaches the "Due Soon" threshold on the schedule, the reminder will have an indicator on it and you'll be notified. If you don't want to receive on-screen or email notification of upcoming Service Tasks, eliminate the "Due Soon" default values. The vehicle will simply go from OK to Overdue status, without the "Due Soon" indication.

Set Notifications

Fleetio will send Notifications to Watchers when a Service Reminder is "Due Soon" and/or "Overdue." Select the checkbox to send notifications, or de-select it to disable them.

By default, the user creating the reminder will be included, along with any user "watching" the vehicle. Adjust recipients by adding or removing users from the list.

Better control how these notifications are delivered in your Notification Settings You can receive a single email and/or push notification per Service Reminder you are watching. You can also receive a regularly scheduled Vehicle Summary Email.

Overdue or Due Soon Reminder Notifications

Fleetio will send an email and/or push notification to watchers at 7:00AM when a Service Reminder becomes Due Soon or Overdue, and every 7 days until the Reminder is resolved or updated. Notifications are sent at 7:00 am in the time zone configured in Account Settings for the organization.

Vehicle Summary Notifications

Fleetio will email a single email per Vehicle, when at least one watched Service Reminder is Overdue or Due Soon, containing a summary of all Service Reminders you're watching for that Vehicle. Emails are sent on Mondays at 7:00 am in the time zone configured in Account Settings for the organization.

Assign Service Reminders

Assign Service Reminders to contacts to help with accountability and compliance. Service Reminders may be Assigned to a single Contact and assignments are visible in the dashboard, service reminder index, contact records, and reminder emails. Assignees receive notifications, and assignments are automatically cleared when Service Reminders are reset. Add an Assignee to a Service Reminder by viewing the Service Reminder and clicking Resolve, or using Bulk Actions. Additionally, Assignee and Assigned At (date) may be added as visible columns to the Service Reminders index via Manage Columns.

Select the Service Reminders you would like to assign to a Contact, select the Contact from the drop down list, and click Assign to complete.

Send Service Reminder Notifications

Notifications are sent to watchers when a reminder becomes "Due Soon" or "Overdue." Change these preferences by editing the reminder. However, you can also prompt Fleetio to send notifications at any time. From the Service Reminder list, select the More Actions menu and then select Send Notification(s). Sending notifications this way does not interrupt scheduled notifications.

@Mention on Service Reminder Comments

If you would like to mention any other user in a Service Reminder comment, simply type the @ symbol and the user's name to mention them in a comment. The user will then receive a notification to their preferred notification method.

Import Service Reminders

The best way to manage Service Reminders for multiple Vehicles at once is through a Service Program. You also have the option to Import reminders.

Edit or Delete Individual Service Reminders

Individual Service Reminders can be managed from the Vehicle Details page or the Service Reminders index:

Go to the Service Reminders tab on the Vehicle Details page (shown below), OR navigate to Reminders > Service Reminders via the Sidebar Navigation.

Click the More Actions button for the Service Reminder, then select Edit or Delete.

Bulk Manage Service Reminders

Select reminders on the Service Reminder list, then select the Actions drop-down menu. You can add or remove watchers, snooze, and delete reminders.

Resolve a Service Reminder

A Service Reminder will display an Overdue or Due Soon status as the due date and or meter approaches and passes, based on the parameters you have entered above.

Service Reminders are reset when the corresponding Service Tasks are recorded on a Service Entry or Work Order.

Snooze a Service Reminder

Service reminders can be Snoozed to prevent unneeded alerts until another time. This is helpful to prevent alerts and emails for non-critical Service Reminders.

Once the snooze period is over, it will return to its normal state. Service Reminders can be snoozed and un-snoozed using the More Actions Button:

Or, for multiple reminders, the Actions Drop-down menu.

To stop a reminder's snoozed status, select Remove Snooze.

Service Reminders for Main Tasks and Subtasks

Service Reminders can be configured for a Main Task, for a Subtask, or for BOTH separately ... but Reminders will ONLY be "resolved" if the corresponding task (whether Main or Subtask) is included on a Service Entry or Work Order.

Service Reminders Export/Permission

Service Reminder Export permissions are controlled by User Type (Regular or Administrator) and by Role.

Account Owners and Administrators can access all exports. Regular users may be provided access by permission.

Under Vehicle Service Reminders, enable Export Data if you want to grant view-only users permission to export.

For more information on exporting a list of Service Reminders, see this article.

Report on Service Reminders

In the Sidebar Navigation, click Reports, then select Service. Here, you can select the Service Reminders or Service Reminder Compliance reports.

You can learn more about reports in Fleetio in Reports Overview.

Service Reminders in Fleetio Go

This section provides useful information to keep in mind when Users use Fleetio Go to view, edit, and add new Service Reminders.

Regular Users, such as Drivers, can learn more about Service Reminders in Service Reminders in Fleetio Go.