Preventive maintenance
The preventive-maintenance module lets you plan a vehicle's service before something breaks — by mileage, engine hours or the calendar — and keep the parts that service needs in stock. Schedules and stock work together: an approaching service date and a part running low are two signals of the same planning problem.
Who it's for
The maintenance manager configures service schedules, maintains the parts and stock record, and places vendor purchase orders; the fleet manager and organization administrator share the same write access in this module.
Service schedules
A schedule ties a vehicle to a "service every N" rule — kilometres travelled, engine hours, or calendar days. It can be seeded from an existing duty-cycle profile (the interval is snapshotted from the profile at creation) or given an explicit interval. The baseline the due date is measured from is the last recorded service — or the schedule's start date for the first cycle. A mileage or engine-hour due date is compared against the vehicle's current meter reading; a calendar due date against the clock.
Automatic evaluation and the "service due" alert
Every night at 5:00, the system checks every active organization's schedules against current meters and the calendar. A schedule that has reached its due date lands on the "due now" list on the schedules screen and fires a "maintenance due" notification to the maintenance manager and the fleet manager (in-app and email, throttled to once a day). Detecting the due date alone doesn't raise a work order — creating one stays a deliberate human step on the Work orders screen.
Parts, stock and purchase orders
Each part has a SKU, a name, a unit cost in a given currency, an on-hand quantity and a reorder point. Stock can be adjusted manually (receiving or writing off/consuming), and adding a part line to a work order draws stock down automatically — going below zero is rejected. The parts screen surfaces, on demand, every part at or below its reorder point.
Replenishing stock goes through a vendor purchase order: pick a vendor and the ordered lines (part, quantity, unit cost), and once the delivery physically arrives, mark the order as received — only then does the ordered quantity land on each part's stock.
In the background
The nightly schedule evaluation (5:00) is the only automated step in this module — everything else, from raising a work order to receiving a delivery, is a decision made by the maintenance manager or the fleet manager based on what the system surfaces.