Service due by kilometres, hours or days
Each car or machine has its service plans, due by kilometres or miles, engine hours or days, whichever comes first. The meters come from every signed check. The depot manager gets a to-do when a service is near, and you can stop an overdue car from going out.
PLANSFrom Growth
The problem it solves
- The oil service is tracked in a notebook and missed when the car is out on a long hire.
- Odometer readings sit on paper check sheets and never reach the workshop.
- A crane goes out past its 500-hour inspection.
- The counter has no way to know a car is overdue before handing over the keys.
How it works
- Open Rental > Vehicles > Items > Service Plans, or the Service tab of a car. Add a plan such as Oil service every 15,000 km or 365 days.
- Enter when it was last done: the date and the km and hours then. Next shows the date, km and hours it falls due.
- Every signed check with a reading moves the car's Odometer or Engine Hours forward; a lower reading never winds it back.
- Each day a plan that is Due Soon or Overdue gives the depot manager a to-do on the car. This happens at most once a week per plan.
- With Overdue Service Stops Hire on, a car with an overdue plan cannot go out; the counter and the staff app are told why.
- After the work press Mark Done: the date, km and hours are set from the car's meters and the next due point moves on.
Everything it does
A service plan
- Vehicle and name, such as Oil service or Crane inspection
- Every: km or miles, engine hours and days; any mix, whichever comes first
- Last Done: the date, the km and the hours at that time
- Warn Before: 1,000 km or miles, 50 hours and 14 days to start with
- Next By Date, Next At km and Next At hours, worked out
- Status: Fine, Due Soon or Overdue; archive a plan you no longer use
Meters
- Odometer and Engine Hours on the car, with Meters Read At
- Taken from every signed check that has a km, mile or hour reading
- Only a higher reading is kept, so a typing slip downwards does nothing
- With SmartMy Transit, checks start with the tracker's odometer and engine hours
On the car
- The Service tab: meters, the service status badge and the car's plans
- Service Plans list grouped by vehicle or Entity, with archived plans under a filter
- Mark Done writes a line on the car's history
Reminders and blocks
- A daily run gives a to-do to the depot's manager, or to whoever added the car when the depot has none
- The to-do says the next date, km and hours
- Overdue Service Stops Hire: off to start with; when on, Out is refused for a car with an overdue plan
Who uses it
Fleet or workshop staff (Rent User)Add plans, read the to-dos, press Mark Done after the work.
Depot managerGets the to-dos for the depot's cars and plans the work.
Rent ManagerDecides whether an overdue service stops a hire.
Counter and yard staffTake the meter readings in every check, which keep the plans up to date.
Where you use it
- Web: Rental > Vehicles > Items > Service Plans; the Service tab of each car or machine; Settings for Overdue Service Stops Hire
- The SmartMy Rental Staff app: readings taken in each check. Out says when a car is overdue for service. Built and in testing, not in the app stores yet)
- Not on the customer pages or in the customer app
- Not built: a plan made from a template for a whole class; add a plan per car
What you control
Settings
- Overdue Service Stops Hire: off to start with
- Warn Before on each plan: 1,000 km or miles, 50 hours, 14 days to start with
- Usage meter on each car: odometer or hour meter, from the car's set-up
Notifications
- No message goes out; the depot manager gets a to-do on the car, at most once a week per plan
Works with
SmartMy TransitHandover and return checks start with the odometer and engine hours read from the tracker.
SmartMy GarageRepairs from failed checks can be sent as job cards; see Repairs.
Questions
Where do the kilometres come from?
From the readings in your handover, return and other checks. Each signed check moves the car's meter up. With SmartMy Transit, checks start with the tracker's reading.Can a plan be due by days only?
Yes. Set Every (days) and the Last Done date. Without a Last Done date, a plan by days has no next date and never falls due.Will an overdue car be stopped at the counter?
Only when Overdue Service Stops Hire is on, which is off to start with. Then Out is refused with the reason.Does this work for machines with hour meters?
Yes. Set Every (engine hours) on the plan; the hour reading in each check keeps Engine Hours up to date.Which plan has service schedules?
Growth and Scale.Related features
SERVICE AND REPAIRSRepairs, who pays, and warranty and insurance claimsA check point marked Needs repair takes the car out of service and opens a repair. You record who pays: you, the warranty, the insurer or the customer. A customer charge waits for a manager to confirm, and warranty and insurance claims are followed to paid or refused.CHECKSHandover and return checks with photos, meters and signaturesEvery handover and return runs through a check from your own template. Check points are cards by team, answered with one tap. The check also takes required photo angles, meter readings, the item list and damage marks. Each team signs its part, and the customer signs last. The new check starts from the last one, so readings show their value before and known damage is already listed. The signed report goes to the customer as a PDF.FLEET AND DEPOTSVehicle papers with expiry datesKeep the registration, insurance, permits, fitness and other papers of every car and machine with their numbers, dates and files. The depot manager is reminded before each one expires, and an expired paper stops the car going out.WITH OTHER SMARTMY PRODUCTSVehicle tracking while on hireWith SmartMy Transit and a GPS tracker in the car, Where Is It shows a car's last position on a map. Tracker alerts during a hire land on the rental order with a to-do for the depot manager. Checks start with the readings the tracker reports.FLEET AND DEPOTSVehicles and machines in classes, self-drive or with driverEvery car, van or machine is its own bookable item, grouped in classes your customers recognise. Each item says whether it goes out self-drive, with your driver or operator, or both, and what a driver needs to hire it.CUSTOMERSFleet dashboardTwo ready-made dashboards open first in SmartMy Rental. Dashboard shows what is out, what goes out next, what is called off and what is not ready. Fleet shows the yard: ready, on hire, in turnaround, out of service, and papers by type.
See your fleet on it.
Tell us how many cars or machines you hire out, from how many depots, and how bookings reach you today. We will set up your fleet with you on SmartMy Rental.