Service plans and job cards
Plan each service by kilometres, days or engine hours, whichever comes first, and see what is due soon or overdue. Every repair is a job card with parts, labour, vendor, cost and downtime, and the vehicle stays off the road while it is open.
PLANSScale only
The problem it solves
- The oil change was due 2,000 km ago and nobody noticed.
- A bus under repair is put on the morning route because the workshop is next door.
- Repair bills sit in a file, so you cannot say what one vehicle cost you this year.
- Nobody can say how many days a vehicle was off the road.
How it works
- On each vehicle's Service tab, add a plan: the service (General Service, Engine Oil Change or your own). Say every so many km, days or engine hours, and when it was last done.
- Every night, and when readings change, each plan works out its next due date, km and hours, and turns OK, Due Soon or Overdue.
- When a plan turns due, the vehicle's manager (or someone in the transport office) gets a to-do.
- From Transport > Maintenance > Service Plans, press Job Card on a due plan. A job card opens for that vehicle and service.
- On the job card, add the vendor, the reason and the parts and labour lines. Tick Vehicle Off-road if it cannot be used; the downtime starts.
- While it is open and off-road, no run starts with that vehicle and it is not offered for bookings or as a replacement.
- Finish the job card: the vehicle is back on the road, the downtime is worked out, and the plan starts its next interval.
Everything it does
Service plans
- Per vehicle and service: Every (km), Every (days), Every (engine hours); whichever comes first
- Last Done, Last Done At (km), Last Done At (engine hours)
- Next Due, Next Due At (km), Next Due At (hours)
- Status OK, Due Soon or Overdue; due soon by 7 days, 500 km or 10 engine hours to start with
- Engine hours come from the GPS trips, so plans by hours need a tracking device
- Recomputed every night and when the odometer or engine hours change
- A to-do for the vehicle's manager when a plan turns due
- Ready-made services: General Service and Engine Oil Change; add your own
Job cards
- Built on the vehicle's service log: vehicle, service type, date, description, vendor, odometer, notes, status
- Reason: Scheduled Service, Breakdown, Accident or Repair
- Parts and Labour lines: kind (Part, Labour, Other), description, quantity, unit cost; the job card's cost is their total
- Vehicle Off-road, Off-road From, Back on Road and Downtime (hours)
- Breakdown and Accident put the vehicle off the road from the start
- Linked to the service plan, the trip checklist or the run it came from, and who reported it
Off the road
- A red Off-road ribbon on the vehicle and the job card
- A run with an off-road vehicle does not start unless the office writes a reason
- Not offered for bookings or as a replacement vehicle
- Back on the road when the last job card keeping it off is done or cancelled
Lists and reports
- Service Plans opens on Due: Due Soon and Overdue first, red and orange
- Job Cards opens on open job cards; filters Open Job Cards, Vehicle Off-road, Breakdowns; group by Reason
- Job cards as list, kanban or pivot; export any list to a spreadsheet
Who uses it
Fleet managerSets up service plans, gets the to-dos when they fall due and opens job cards.
Transport officeRecords repairs, parts and labour, and puts vehicles off and back on the road.
DriverReports a breakdown, or damage in the checklist remarks, from the Crew app.
Where you use it
- Web: Transport > Maintenance > Service Plans and Job Cards, and the Service tab of each vehicle
- Settings: the Entity's Transport tab, group Service Plans
- The SmartMy Transit Crew app: breakdown reports and checklist remarks that become job cards (built and in testing, not in the app stores yet)
- Not linked to purchasing or accounts: the cost stays on the job card
What you control
Settings
- Service Due Soon: Days Before: 7
- Service Due Soon: km Before: 500
- Service Due Soon: Engine Hours Before: 10
- Service types: General Service and Engine Oil Change ready; add more
Notifications
- A to-do for the vehicle's manager, or one person of the transport office, when a plan turns Due Soon or Overdue
- Breakdowns reported from the app send a Transport Alert to the office at once
Questions
Can a plan go by kilometres and by days at once?
Yes. Fill both, and engine hours too if you want. The plan is due at whichever comes first.Where do engine hours come from?
From the vehicle's GPS trips, added up every night. Without a tracking device, use kilometres or days.Can a vehicle under repair still be sent out?
Not by mistake. A run with that vehicle does not start, but the transport office can let it go by writing a reason, which stays on the run.Does the job card post to our accounts?
No. The job card keeps the cost from its lines. Bills are entered in your accounts as usual.Do we have to start every job card from a plan?
No. Open one from Job Cards, from a due plan, from a checklist's remarks, or by a breakdown report from the driver.Related features
BREAKDOWN AND REPLACEMENT VEHICLEBreakdowns and replacement vehiclesWhen a vehicle breaks down on a run, the driver reports it from the Crew app. A job card takes the vehicle off the road and the office is alerted at once. The office picks a replacement from vehicles that are free, with valid papers and enough seats, and riders are told of the change.MAINTENANCETyres and batteriesKeep each tyre and battery of every vehicle by position and serial number, from the day it is fitted to the day it is removed. Keep the kilometres it ran and why it came off.MAINTENANCEFuel log with mileage warningsEvery fill-up is recorded with litres, cost, odometer and the bill photo, by the office or by the driver in the Crew app. Kilometres per litre are worked out between full tanks, and a fill-up well below the vehicle's expected mileage is flagged and sent to the office.TRIP CHECKLISTTrip checklist with stamped photosAt the start and end of a run or booked trip, the driver records the odometer, fuel level and remarks. They add camera photos stamped with the time and place. You decide when it is needed; without it the run does not start.TRIPS, KILOMETRES, ALERTSTrips and kilometres per vehicleEvery night each tracked vehicle's trips of the day before are worked out from its GPS positions. Each has start and end, kilometres, duration, top speed, idle time and who drove. The day's kilometres are added to the vehicle's odometer, marked From GPS.RECORDS AND REPORTSReports, exports and change historyKilometres, idle time and driving score by vehicle and driver; services due, job cards, fuel and the bookings calendar; a dashboard of today's runs. Every list exports to a spreadsheet. Every change to stops, routes, riders, runs, devices, bookings and job cards is kept with who made it and when.
See your own routes on the map.
Send us your stops and routes and we will show you a demo with them.