Book a vehicle in for a service

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

Every way to book a service

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.

1. Type part of the number plate in the filter box under Vehicle.
2. Click Sync above the table; the countdowns are not recalculated on their own.
3. Click the number under DaysToService or OdometerToService; both do the same.
4. Click Proceed on the question Create maintenance and reset schedule? (Cancel there changes nothing).
5. Click OK on the reminder Please double check vehicle availability for new maintenance.
6. 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. The appointment was saved at Proceed; Cancel in the window only drops your edits.

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.

1. Click New. A screen headed Maintenance followed by the number plate opens.
2. Fill in the fields, then click Save. Skim the table below once; come back to a row when you reach that field:

Clicking Items opens a window headed Select items: tick the kinds of work and click Apply. They are stored when you click Save on the appointment.

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 Delete button at the bottom left of the opened appointment. The vehicle is free again at once.

Close an appointment once the work is done

When the vehicle is back from the garage:

1. Open the appointment. If you changed Costs, click Save and open it again.
2. Click Mark as executed, bottom left (Mark executed on the small Edit Maintenance window, once saved). It does not ask first.
3. In the Edit Maintenance Log window that opens, correct Log date and Mileage and click Save.

The appointment becomes a log entry. It leaves the planner at once; the log takes its Title, Description and items. An ASI appointment opens Record ASI instead; see Plan and record a vehicle's safety inspection.

Key details

Appointment types. Every type blocks the vehicle in the same way; only ASI changes how the app behaves, because it feeds the safety inspection lists.

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 6 October 10:15 to 7 October 10:15 (always a week out, for 24 hours); the schedule moves on from the old due point to 15 October 2027 and 120,000 km.
• The garage takes the van on 8 October, so you set From to 08:00 and To to 17:00 that day, and click Save.
• Afterwards, on the van's Maintenance tab, you add WO-11873 in External ref and 385.00 in Costs, click Save, then Mark as executed. The €385 cost moves to the new log entry.

Service blocks availability. From From to To the vehicle is not offered in a search, on the website or by the app. Any overlap counts.

Costs become a fleet cost. Saving Costs records a cost in the category Maintenance; deleting the appointment removes it, Mark as executed moves it to the log. See Record what a vehicle costs you.

What to do next: when the vehicle is back, close the appointment with Mark as executed — 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, on any route; the reminder after Proceed is not a check, and nothing flags the clash later. Look at the vehicle's row on the Scheduler before you book. To fix a clash, 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.

I clicked Cancel on the Edit Maintenance Log window after Mark as executed. Where did the appointment go? Mark as executed removes the appointment before the log window opens, and Cancel there does not bring it back. If the appointment had no cost, no log entry is kept either: add one by hand with New Maintenance log on the Maintenance log screen, as described in Record the maintenance work done on a vehicle. If it had a cost, the log entry was saved already, with the cost on it; open it from the vehicle's Maintenance logs list to complete it.

Why did changing Costs not change the cost that was already sent to accounting? Once the cost has been sent to the accounting package, changing Costs on the appointment, or setting it to 0, no longer changes it. What can still be corrected is explained on Record what a vehicle costs you.

Why did a garage bill disappear from the Maintenance Costs report under Dashboards? That report lists appointments that are still in the planner, with their Costs. Once an appointment is marked executed it is no longer an appointment, so it drops off the report. The cost itself is kept, on the log entry; look it up on the cost screens described in Record what a vehicle costs you.

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? An appointment that is still in the planner has not been marked executed. Once someone clicks Mark as executed, it leaves the planner and becomes an entry in the vehicle's maintenance log; see Record the maintenance work done on a vehicle. An appointment whose To date has passed and that is still listed usually means the work was done but nobody closed it.

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