Maintenance

Fleet → Maintenance (/operations/fleet/maintenance). Shows which vehicles are due for a service, the defects drivers have found, and the workshop record.

The cards at the top count Service overdue, Service due soon, Open vehicle defects and Records shown.

Service due

Every vehicle that can be serviced, most urgent first. Inactive and archived vehicles are left out. Click a column heading to sort by it.

• Interval comes from the vehicle type, set on Fleet Types & Capacities. It can be in km, in months, in engine hours, or a combination. A vehicle can have its own km interval, set in its vehicle form, which overrides the type’s.
• Last service is the latest record whose Work is Service, with its odometer reading.
• Latest odometer is the most recent reading from any source. See Fleet KMs.
• Due in is the km left (or the km over), plus engine hours where the type has an hours interval. Due by is the last service date plus the interval in months.

A service is due at whichever interval comes first. Due soon means within 30 days, or within 1,000 km or a tenth of the km interval (whichever is larger), or within 25 engine hours or a tenth of the hours interval (whichever is larger).

Vehicles the page can’t work out show why: No interval set, No service recorded, or No reading since service.

Record service opens the record form with the vehicle selected and Work set to Service.

Defects inbox

Open faults from drivers’ vehicle checks, grouped by vehicle, worst first.

1. Tick the defects that one repair will fix. If you tick none, all the defects on that vehicle that are not already on a repair are included.
2. Click Create repair. The record form opens as Create repair from defects, with the defects listed and their descriptions filled in.
3. Leave Work is done — close the defects ticked if the repair is finished. Saving then closes the defects. Untick it if the repair is only booked. The defects move to in repair and stay in the inbox, marked booked on repair #….
4. Once a booked repair is finished, click Mark repaired on any of its defects. This closes every defect still open on that repair.

• One repair can only cover defects on one vehicle, up to 50 at a time. A defect can only be on one repair.
• A repair that closed defects must stay a repair on the same vehicle. You can’t change its Work or move it to another vehicle.
• If there are more than 500 open defects, the inbox shows the 500 most severe and says so. Open a vehicle’s Compliance tab to see all of its defects.

To acknowledge, defer or reopen a defect, use Compliance defects.

Records

The workshop record for all vehicles, including the services, repairs and tyre work imported from iDrv4 (marked iDrv4). A repair made from defects shows how many it closed.

Use Vehicle, Work, From and To to narrow the list, then click Filter. Clear removes the filters. The list shows the latest 500 records. To see older ones, narrow the filters.

Adding or editing a record

Add record (top right) or Edit on a row opens the record form:

• Vehicle, Date and Work (Service, Repair, Tyres, Inspection or Other) are required. Archived vehicles are listed under Decommissioned, so you can still record or correct work on them.
• Service type, Description, Fault found, Odometer (km), Engine hours, Cost ($), Invoice no, Workshop / provider and Notes are optional.
• Receipts / invoices attaches files: PDF, Word or photos, up to 10 MB each. Click a file name in the Receipts column to download it.

Rules the form checks:

• The date can’t be in the future. Record work once it has been done.
• The odometer and engine hours must fit between the vehicle’s readings before and after that date. The newest reading becomes the vehicle’s current one, so a typo would otherwise move its service due date.
• If the record saves but an attachment fails, the form says so. Press Save again to retry the attachment. This does not create a second record.

Edits to records imported from iDrv4 stay in Onyx. They are not sent back to iDrv4.

Only Operations and Admin accounts can add or edit records and create repairs.