Maintenance Schedule
Preventive maintenance keeps your vehicles on the road and out of the shop. The Maintenance Schedule feature lets you set up recurring maintenance reminders based on time intervals, mileage, or engine hours, so nothing falls through the cracks.
Setting Up Recurring Maintenance Schedules
Section titled “Setting Up Recurring Maintenance Schedules”You can create maintenance schedules for any type of routine service — oil changes, tire rotations, brake inspections, and more. Each schedule defines what needs to be done and when it should happen next.
How to create a maintenance schedule:
Section titled “How to create a maintenance schedule:”- Navigate to Maintenance and then Maintenance Schedule.
- Click Add Schedule (or the + button).
- Select the vehicle (or vehicles) the schedule applies to.
- Choose the maintenance type (e.g., Oil Change, Tire Rotation, Brake Inspection).
- Set the trigger for when the maintenance should come due (see section below).
- Add any notes or special instructions for the service.
- Click Save to activate the schedule.
Tip: You can apply the same maintenance schedule to multiple vehicles at once, which saves time when setting up schedules for a large fleet.
Schedule Triggers
Section titled “Schedule Triggers”RouteMate supports three types of triggers that determine when a scheduled maintenance item becomes due:
By Days
Section titled “By Days”Maintenance becomes due after a set number of calendar days since the last service. For example, you might schedule an oil change every 90 days.
By Miles
Section titled “By Miles”Maintenance becomes due after a set number of miles driven since the last service. For example, you might schedule a tire rotation every 10,000 miles. RouteMate tracks odometer readings from the ELD device automatically.
By Engine Hours
Section titled “By Engine Hours”Maintenance becomes due after a set number of engine hours since the last service. This is especially useful for vehicles that idle frequently, such as delivery trucks or buses, where mileage alone does not capture total engine wear.
Note: You can combine multiple triggers for the same schedule. For example, an oil change might be due every 90 days or every 15,000 miles, whichever comes first. This gives you the most reliable maintenance coverage.
Viewing Upcoming Scheduled Maintenance
Section titled “Viewing Upcoming Scheduled Maintenance”The Maintenance Schedule page shows you a clear view of all upcoming maintenance items across your fleet.
What you will see:
Section titled “What you will see:”- Vehicle — Which vehicle the maintenance is for.
- Service type — The type of maintenance scheduled.
- Due date or threshold — When the maintenance is expected to come due.
- Status — Whether the item is upcoming, due soon, or overdue.
Items that are approaching their due date are highlighted so you can plan ahead, and overdue items are flagged for immediate attention.
Tip: Review your upcoming maintenance list at the start of each week. This gives you time to schedule shop visits, order parts, and coordinate with drivers so that maintenance does not disrupt your operations.
Receiving Maintenance Due Alerts
Section titled “Receiving Maintenance Due Alerts”RouteMate can notify you when maintenance items are approaching their due date so you never miss a scheduled service.
How maintenance alerts work:
Section titled “How maintenance alerts work:”- When a scheduled maintenance item is nearing its trigger threshold (days, miles, or engine hours), RouteMate generates an alert.
- Alerts appear in your RouteMate notifications and can also be sent via email, depending on your notification settings.
- You can configure how far in advance you want to be notified (e.g., 7 days before due, 500 miles before due).
Note: Maintenance alert settings can be configured by your administrator. See the Alert Configuration admin page for details on customizing notification thresholds and delivery methods.