Introduction
A service appointment reserves a vehicle for the garage, so nobody rents it out while it is on the lift. The app calls an appointment a Maintenance.
Most services are booked from the screen headed Vehicle maintenance scheduler: a table with a Sync button above it and one row per vehicle, each with two clickable numbers counting down to its next service.
You come here when:
- the countdown on a vehicle says its yearly service is a couple of weeks away;
- the garage has given you a slot and you need the vehicle blocked for that day;
- a van came back with a warning light and needs a repair;
- you want to see which vehicles go to the garage this week.
Terms used on this screen
| The screen says | It means |
|---|---|
| Maintenance | A service appointment — the vehicle is booked in at the garage |
| Maintenance scheduler | The repeating service rule per vehicle, for example every 365 days or 30,000 km |
| DaysToService / OdometerToService | Days left, and kilometres left, until the next service is due |
Every way to book a service
| Where you start | What you get | Covered |
|---|---|---|
| Maintenance scheduler tile, click a countdown number | A Checkup a week from now; the schedule moves on | Here |
| The vehicle's record, Maintenance tab, New | An appointment with the dates, type and cost you choose | Here |
| Maintenance tile, New Maintenance | The same, but you pick the vehicle yourself | Here |
| Dragging across empty space on the Scheduler | A Downtime appointment for the dragged dates | Scheduler |
| Planning a statutory safety inspection | An ASI appointment | Safety inspection |
Use the countdown when a scheduled service is due; use the vehicle's own Maintenance tab for everything else.
How to use
Configuration
Booking a service needs no set-up of its own. The countdowns only appear for vehicles that have a service rule; creating those rules is on Set up and follow a vehicle's service schedule.
Before you start: booking, changing and deleting appointments works on an Employee account and on the Company admin role alike. Changing a service rule itself — for example to put back a schedule that moved on by mistake — needs the Company admin role. Ask your administrator if you do not have it.
Using the service screens
Book a scheduled service from its countdown
From the main menu, open Assets, then click the Maintenance scheduler tile (a calendar icon). The screen headed Vehicle maintenance scheduler opens.
- Type part of the number plate in the filter box under Vehicle.
- Click Sync above the table if the numbers look out of date; the countdowns are not recalculated on their own.
- Click the number under DaysToService or under OdometerToService. Both do the same thing.
- Click Proceed on the question Create maintenance and reset schedule? (Cancel there changes nothing).
- Click OK on the reminder Please double check vehicle availability for new maintenance.
- In the Edit Maintenance window that opens, set From and To to the slot the garage gave you, adjust Title and Description if you want, and click Save.
When it worked, the window closes and the row shows the full interval again, for example 365 and 30000.
Proceed saves, not Save. The appointment is saved, and the schedule moved on, the moment you click Proceed. Cancel in the window only throws away your edits: the appointment stays, dated a week out, and the schedule stays moved on.
Book any other service or repair on a vehicle
From the main menu, open Assets. On the Vehicles tab, double-click the vehicle's row, then open the Maintenance tab. The table under Scheduled maintenance lists this vehicle's appointments.
- Click New. A screen headed Maintenance followed by the number plate opens.
- Fill in the fields, then click Save. Skim the table below once; come back to a row when you reach that field:
| Field | Starts as | What it does | What it accepts |
|---|---|---|---|
| From | The moment you clicked New | When the vehicle stops being available | A date and time; must be before To |
| To | The moment you clicked New | When it is available again | A date and time; must be after From |
| Title | Empty | The appointment's name | Up to 200 characters |
| Description | Empty | Notes | Any length |
| Maintenance type | Checkup | The kind of visit, see below | One of the five options |
| External ref | Empty | The garage's job or order number | Up to 200 characters |
| Costs | 0 | What the visit costs | A euro amount, decimals allowed |
The Scheduled event button beside New edits the service rule, not an appointment.
The Maintenance tile on the Assets screen lists every appointment in the company. Its New Maintenance button opens the smaller Edit Maintenance window, where you also pick the vehicle from Vehicle by number plate. That window has no Costs or External ref; add them later from the vehicle's Maintenance tab.
Change or remove an appointment
Click the pencil icon at the end of its row, on the vehicle's Maintenance tab or in the Maintenance list. To delete it, click the bin icon at the end of the row, or the red button on the opened appointment (Borrar on the vehicle's screen, Delete on the Edit Maintenance window). The vehicle is free again at once.
Key details
Appointment types. The type describes the visit. Only ASI changes how the app behaves: it feeds the statutory safety inspection lists. Every type blocks the vehicle in the same way.
| Type | Use it for |
|---|---|
| Checkup | A routine service; the countdown route always uses this |
| Repair | Fixing something that broke |
| Downtime | The vehicle is off the road for another reason; the Scheduler drag uses this |
| ASI | The statutory safety inspection — book these through its own list |
| Other | Anything else |
Fixed dates and title on the countdown route. The appointment always starts exactly seven days after you click Proceed, to the minute, and lasts 24 hours. Its Title and Description are both Scheduled Checkup. The schedule moves on from the previous due date, not from today, and the countdowns show the full interval until the next Sync.
A worked example. Today is Tuesday 29 September 2026. Van GV-482-K is serviced every 365 days or 30,000 km, is due on 15 October 2026 or at 90,000 km, and reads 88,200 km, so its row shows 16 and 1800.
- At 10:15 you click 16, then Proceed. The app saves a Checkup from Tuesday 6 October 10:15 to Wednesday 7 October 10:15, and the schedule now says 15 October 2027 and 120,000 km.
- The garage takes the van on Thursday 8 October, so you set From to 08:00 and To to 17:00 that day, and click Save.
- Later, on the van's Maintenance tab, you add the garage's order number WO-11873 in External ref and 385.00 in Costs. The €385 now counts in the van's maintenance costs.
Service blocks availability. From From to To, the vehicle does not come up as free in an availability search, on the website, or when the app picks a vehicle for a booking. Any overlap counts, even an hour. After To it is available again by itself.
Booking a service on a rented vehicle. The check only runs one way: a service on a vehicle that already has a booking in those dates is saved without any warning, on every route. The reminder in step 5 is not a check, and nothing flags the clash later. Look at the vehicle's row on the Scheduler for those dates first.
What to do next: when the vehicle comes back from the garage, record the work that was done — see Record the maintenance work done on a vehicle. The appointment also shows on your daily overview under Upcoming maintenance in the week before it starts.
Q&A
Why is a customer booked on a vehicle that is at the garage? The app does not stop you booking a service on a vehicle that is already rented out for those dates. Move the customer to another vehicle — see Change the vehicle or vehicle class on a booking — or move the appointment by opening it with the pencil icon and changing From and To.
I clicked Cancel on the Edit Maintenance window. Why is there still an appointment, and why did the countdown jump to 365? Both were saved when you clicked Proceed on the question before it. Cancel only discards what you typed in the window. Delete the appointment with the bin icon on the vehicle's Maintenance tab if you did not want it. The schedule stays moved on to the next service; a user with the Company admin role can put the next service date and reading back with the pencil icon on the Vehicle maintenance scheduler screen — see Set up and follow a vehicle's service schedule.
Why was the vehicle offered to a customer when I booked it in for a service? Check the appointment's From and To. A service booked from the countdown runs for 24 hours, a week after you clicked, until you change it. If the garage keeps the vehicle longer, extend To. Also, the Change asset option on a booking and a Scheduler drag without an availability check do not look at appointments at all; see Change the vehicle or vehicle class on a booking and the Scheduler.
Why does Save show "From should be before To"? To is the same as From, or earlier. Give the appointment a real length, even an hour. Empty dates show From is empty or To is empty instead.
Why do I get two service appointments when I clicked the countdown twice? Every click followed by Proceed books another appointment and moves the schedule on by another full interval. Delete the extra appointment, and ask a user with the Company admin role to put the schedule back.
Why does every appointment in the list say Scheduled Checkup? The countdown route always uses that title. Open an appointment with the pencil icon and change Title to something that tells colleagues what the visit is for.
Can I see whether a booked service actually happened? Not from the appointment. It has no "done" mark, and the work record is kept separately — see Record the maintenance work done on a vehicle. Putting the garage's order number in External ref on both makes them easy to match.
Related pages:
- Set up and follow a vehicle's service schedule — the rules and countdowns this page books from
- Plan and record a vehicle's safety inspection — for the inspection, which has its own list and appointment type
- Clear a warning on the inspection list — when an inspection appointment looks wrong
- Scheduler — to check a vehicle's bookings before booking it in