Introduction
A service schedule is one repeating rule per vehicle: "service this van every 365 days, or every 30,000 km". The app keeps a countdown for each rule so you can see which vehicles are coming up for their service (the app calls a service a "maintenance"). All schedules sit together on the screen headed Vehicle maintenance scheduler. It has a Back link, a Sync button and one list with a row per vehicle. The two numbers you work from are the countdowns in the DaysToService and OdometerToService columns. Clicking either number books the service.
You would be here because:
- you are planning next week's garage visits and want to see which vans are nearly due;
- a new vehicle has joined the fleet and needs a service rhythm;
- the garage has serviced a vehicle, and its next due date should move on;
- the lease company has changed the service interval for a model;
- you just want a quick look at which vehicles are overdue..
Words this screen uses
Skim this once; come back to it when a label puzzles you:
| The screen says | What it means |
|---|---|
| Maintenance scheduler | The tile that opens the list of service schedules |
| Scheduled event | The button on a vehicle's record that creates or opens its schedule |
| Next maintenance / Next service date | The date the next service is due. The list and the form use different labels for the same date |
| Next odometer service | The odometer reading, in kilometres, at which the next service is due |
| DaysToService | Days left until Next maintenance. In Dutch: Dagen tot service |
| OdometerToService | Kilometres left until Next odometer service. In Dutch: KM tot service |
| Sync | Recalculates every countdown on the list |
Every way to set up a schedule
| Route | What you get | Covered here |
|---|---|---|
| Scheduled event on the Maintenance tab of a vehicle's record | Creates the vehicle's schedule the first time. After that it opens the existing one | Yes |
| The pencil on a row of Vehicle maintenance scheduler | Opens a schedule that already exists | Yes |
| Bulk import from a spreadsheet | Many schedules at once, usually when the fleet is first set up | No. RentVisie support does this |
The list itself has no New button. A schedule always starts from the vehicle.
How to use
Configuration
The schedule has no separate settings screen. Each vehicle's rule is set up on its own form, as described in the steps below.
Before you start: creating, changing and deleting a schedule needs a Company admin account. With any other staff account you can open the list, press Sync and book a service from a countdown. You can open a schedule's form but not save changes to it, and the Scheduled event button is not there. The vehicle must also have at least one odometer reading on its Odometer tab (see Check and correct a vehicle's odometer and fuel readings). If it has none, the form does not open.
Using the service schedule
To set up a schedule for a vehicle: from the main menu, open Assets, click the Assets tile and double-click the vehicle's row on the Vehicles tab. On the vehicle's record, click the Maintenance tab. Under Scheduled maintenance, click Scheduled event (wrench icon) in the bar above the list. A small form headed Edit opens.
- Check Active. A new schedule starts on Yes.
- Leave Vehicle as it is. It already shows the vehicle's registration number.
- Set Repeat every (days) with the slider. A new schedule starts at 365. Use this for a time interval.
- Set Repeat every (km) with the second slider, below the word Or. A new schedule starts at 30,000. Use this for a distance interval.
- Read Current odometer. It shows the highest reading on the vehicle's Odometer tab. You cannot change it here.
- Type Next service date. This is the date the first service is due. A new schedule fills in today, which makes the vehicle due straight away.
- Type Next odometer service. This is the reading at which the first service is due. A new schedule fills in the current reading, which also makes it due straight away.
- Press Save. Cancel throws away everything you changed on the form.
| Field | Starts at | What it does | What it accepts |
|---|---|---|---|
| Active | Yes | A marker you can filter the list on | Yes or No |
| Repeat every (days) | 365 | How far the due date moves after each service | 0 to 710, in whole days |
| Repeat every (km) | 30,000 | How far the due reading moves after each service | 0 to 100,000, in steps of 1,000 |
| Next service date | Today | When the next service is due by date | A date |
| Next odometer service | Current reading | When the next service is due by distance | Whole kilometres |
The sliders set only the interval, never the two "next" fields.
To follow the schedules: from the main menu, open Assets and click the Maintenance scheduler tile. If you are a company admin, you can also go to Admin, then Assets, then the same tile.
- Press Sync above the list. This recalculates the countdowns for every schedule in your company, including rows your filters are hiding.
- Read the countdowns. DaysToService is the days left until Next maintenance. OdometerToService is Next odometer service minus the vehicle's highest odometer reading. A negative number means the service is overdue.
- Sort to find the urgent ones. Click the DaysToService or OdometerToService heading so the smallest numbers come first. The columns repeat days and repeat odometer are hidden when the list opens. To show them, use the column picker at the top right of the list.
- Book the service. Click the countdown number on the vehicle's row. The app asks Create maintenance and reset schedule?. Press Proceed and the steps continue in Book a service appointment.
- Correct or remove a schedule with the pencil or the bin at the end of the row.
Key details
Days or kilometres, whichever comes first. A schedule always has both countdowns. You cannot switch one of them off. Act on whichever reaches zero first. Booking the service moves both on at once.
Worked example. A van was last serviced on 15 March 2026 at 38,000 km. It runs on 365 days or 30,000 km. You set Next service date to 15 March 2027 and Next odometer service to 68,000. On 29 September 2026 its highest reading is 42,380 km. Sync shows 166 in DaysToService (whole days only, so the part-day is dropped). It shows 25,620 in OdometerToService (68,000 − 42,380). If the van reaches 69,150 km before March, the kilometre countdown shows −1,150 after the next Sync. That makes it overdue by distance, even though the date is still months away.
Booking a service moves the schedule on from the old due point, not from today. In the example, booking at 69,150 km sets Next odometer service to 98,000 (68,000 + 30,000), not 99,150. Next maintenance becomes 15 March 2028. The two countdowns show 365 and 30,000 until someone presses Sync again. After that they show the real numbers. This happens the moment you press Proceed. Cancelling the appointment form afterwards does not undo it.
The countdowns are only as fresh as the last Sync. Nothing recalculates them by itself. New odometer readings, the passing days and Save on the form do not change them. Press Sync each time you open the list.
Overdue schedules have no alert. An overdue schedule has no colour, no daily-overview tile and no email. The only sign is a negative countdown. The Maintenance and Upcoming maintenance tiles on your daily overview count booked appointments, not schedules.
Active does not stop anything. A schedule with Active set to No still updates on Sync, and you can still book from it. Use the is active filter to hide such rows.
What to do next: once you press Proceed on a countdown, finish the appointment in Book a service appointment. When the garage is done, log the work in Record the maintenance work done on a vehicle.
Q&A
Why did every vehicle in my new schedule show as due straight away? A new schedule's Next service date is today and its Next odometer service is the current reading, so both countdowns start at zero or below. Open the schedule with the pencil, enter the real next due date and reading, press Save, then press Sync.
Why does "Please populate the mileage of the vehicle first." appear when I click Scheduled event? The vehicle has no odometer reading at all. Add one on its Odometer tab with New, as described in Check and correct a vehicle's odometer and fuel readings. Then click Scheduled event again.
I clicked a countdown by accident. How do I undo it? The schedule has already moved on by one interval. Open it with the pencil and set Next service date and Next odometer service back to what they were, then press Save and Sync. The appointment that was created stays on the vehicle's Maintenance tab until you delete it there.
Why is a vehicle still overdue right after I booked its service? The schedule moves on from its old due point by one interval. If the vehicle was more than a whole interval behind, it is still behind. Open the schedule with the pencil and set both "next" fields from the actual service you just booked.
Why does the Odometer column not match the kilometres the countdown was worked out from? The Odometer column shows the reading saved most recently. The countdown uses the highest reading on the vehicle's Odometer tab. A wrong high reading, such as a typo with an extra digit, makes the countdown look far overdue. A company admin can correct it on the Odometer tab.
Why can I not change a schedule, or why is Scheduled event missing? Changing, creating and deleting schedules needs a Company admin account. Ask your administrator.
Does the bin ask before deleting a schedule? No confirmation is set for it, so treat it as immediate. The vehicle's appointments and logs are kept. To start again, click Scheduled event on the vehicle's record.
Can I set up the statutory safety inspection here? No. The statutory safety inspection (the app calls it ASI) has its own list with its own due dates. See Plan and record the statutory safety inspection and Understand the inspection warning flags.
Related pages:
- Book a service appointment: what happens after you click a countdown.
- Record the maintenance work done on a vehicle: logging what the garage actually did.
- Check and correct a vehicle's odometer and fuel readings: the readings the kilometre countdown depends on.
- Scheduler: see booked services on the planning calendar.