Geotab Maintenance Center

Written By Philip Stanoev

The Maintenance feature streamlines maintenance processes and ensures vehicle and asset longevity through comprehensive maintenance tracking, automated reminders, and predictive maintenance capabilities. The system provides centralized access to maintenance records, upcoming maintenance reminders, and rule configuration for proactive maintenance scheduling and issue identification.

System Prerequisites

Required Permissions: Users require specific permissions based on access level including View reminders, Ability to skip maintenance reminders, Ability to snooze maintenance reminders, Administer reminders, and Manage maintenance events. Any user account with enabled permissions can access Maintenance functionality.

Access Path: Navigate to Maintenance tab from main menu to access Reminders, Maintenance Records, and Upcoming Maintenance sections.

Maintenance Reminders

Proactive Maintenance Scheduling

The system supports proactive vehicle maintenance through scheduled reminders for routine services including oil changes, tire rotations, and minor automotive services. GPS fleet tracking monitors vehicle usage and signals when vehicles require service, preventing costly repairs from neglected routine maintenance.

Reminder Management

Access reminders through Maintenance > Reminders with organization options by reminder name, maintenance type, repeat condition, or number of vehicles using Sort by dropdown menu. Parent group members can publish reminders to subgroup members with editing capabilities for asset addition and rule condition modification. All subgroups can view reminders, but only shared subgroups can modify configurations.

Adding Reminder Rules

Rule Creation Process:

  1. Click Add reminder from top menu on Maintenance Reminders page

  2. Enter Reminder name

  3. Choose Maintenance type from dropdown or click Add new maintenance type for custom options

  4. Specify reminder repeat criteria using checkboxes for Time, Distance, or Engine Hours

  5. Enter corresponding reminder values below checkboxes (day/frequency for Time, kilometer amount for Distance, etc.)

  6. Use Add Assets tab to search and add assets to rule

  7. Click Save to complete rule creation

Multiple Criteria Selection: Select multiple reminder values (example: every six months AND every 10,000 km) with reminder activation when asset reaches any single criterion.

Upcoming Maintenance

Maintenance Completion Recording

Recording completed maintenance service is optional with reminders continuing regardless of outcome recording. Reminder schedules operate independently of actual completion dates, requiring rule modification for next reminder timing changes.

Automated Data Insights

System-Generated Maintenance Types:

  • Electrical System Rating (ESR): Alerts when electrical system rating drops to or below 15 out of 100, indicating potential battery and electrical connection inspection requirements

  • Oil Life Remaining: Estimates remaining oil life based on asset-specific data and driving behaviors for optimal oil change timing and maintenance planning

Recording Completed Maintenance Process

  1. Navigate to Maintenance > Upcoming Maintenance

  2. Click Complete button beside completed maintenance

  3. Enter maintenance or servicing information

  4. Click Save to return to Upcoming Maintenance page

Maintenance Records

Historical Maintenance Tracking

Maintenance Records integrates with maintenance reminders to provide comprehensive asset maintenance history with flexible organization options for fleet-specific reporting needs. Access through Maintenance > Maintenance Records with search capabilities by asset, maintenance type, or maintenance reminder name including archived asset inclusion/exclusion options.

Individual Maintenance Record Addition

Single Record Process:

  1. Select Add maintenance record from Add maintenance dropdown

  2. Enter maintenance or servicing information with optional cost inclusion

  3. Click Save to complete record creation and return to Maintenance Records page

Bulk Maintenance Record Import

Multiple Record Process:

  1. Select Bulk import maintenance from Add maintenance dropdown

  2. Click Download template for maintenance information organization

  3. Upload completed template file with formatting verification for error resolution

  4. Click Import to complete bulk record addition

The Maintenance system provides comprehensive fleet maintenance management through automated reminders, predictive insights, and flexible record keeping for optimal vehicle and asset condition maintenance.