Workshop and Maintenance
Manage maintenance requests, repair jobs, parts, preventive schedules, and vehicle downtime
Overview
The Workshop and Maintenance module tracks every service event in a vehicle's life — from routine oil changes to major collision repairs. It manages the full lifecycle of maintenance requests, repair jobs, parts usage, preventive maintenance schedules, and vehicle downtime. Keeping workshop records accurate ensures fleet reliability, controls costs, and maximizes vehicle availability.
Maintenance Request Lifecycle
Every maintenance event starts as a maintenance request. The request progresses through defined statuses until the vehicle is returned to service.
| Status | Meaning |
|---|---|
| Submitted | Maintenance need identified and logged |
| Triaged | Workshop has reviewed and prioritized the request |
| Approved | Budget and scope approved by manager |
| In Progress | Repair or service work has started |
| Waiting for Parts | Work paused pending parts procurement |
| Completed | Work finished, vehicle ready for inspection |
| Verified | Quality check passed, vehicle cleared for service |
| Rejected | Request denied or deferred |
Request Priority Levels
| Priority | Response Target | Examples |
|---|---|---|
| Critical | Within 4 hours | Safety issue, breakdown, flat tire |
| High | Within 24 hours | Engine warning, brake noise, AC failure |
| Medium | Within 3 days | Minor electrical, cosmetic repair, service due |
| Low | Scheduled | Preventive maintenance, cosmetic touch-up |
Creating a Maintenance Request
From Fleet Inspection
- During a vehicle inspection, staff identifies a maintenance need.
- Click Create Maintenance Request from the vehicle detail page.
- The vehicle information pre-fills.
- Complete the request form:
| Field | Required | Notes |
|---|---|---|
| Vehicle | Yes | Pre-filled if created from vehicle page |
| Request Type | Yes | Corrective, Preventive, Emergency |
| Priority | Yes | Critical, High, Medium, Low |
| Description | Yes | Detailed description of the issue |
| Reported By | Yes | Staff member or customer who identified the issue |
| Photos | No | Upload images of the issue if available |
| Estimated Cost | No | Preliminary cost estimate if known |
- Click Submit. The request enters the workshop queue.
From Contract Check-In
During vehicle return inspection, damage or maintenance needs may be identified:
- Complete the return inspection.
- If issues are found, the system prompts to create a maintenance request.
- Link the request to the contract and damage assessment.
- Submit the request.
Business Tip: Vehicles under maintenance cannot be rented. Create maintenance requests immediately when issues are identified to minimize downtime.
Repair Jobs
A repair job is created when a maintenance request is approved and work begins.
Repair Job Details
| Field | Description |
|---|---|
| Job Number | Unique repair job reference |
| Linked Maintenance Request | Parent request reference |
| Vehicle | Vehicle being serviced |
| Workshop | Internal workshop or external service provider |
| Technician | Assigned mechanic or technician |
| Start Date | When work began |
| Estimated Completion | Expected completion date |
| Actual Completion | Actual date work was finished |
| Status | Current repair job status |
Repair Job Statuses
| Status | Meaning |
|---|---|
| Scheduled | Job is planned but not started |
| In Progress | Active repair work |
| Waiting for Parts | Paused for parts procurement |
| Quality Check | Work complete, pending verification |
| Completed | Work finished and verified |
| On Hold | Temporarily paused for customer or manager decision |
Closing a Repair Job
- Technician completes the repair work.
- Update the job with actual completion date.
- Record all parts used (see Parts Usage below).
- Record actual labor hours and costs.
- Quality check — verify the repair addresses the original issue.
- Click Complete Job. The vehicle moves to maintenance completion workflow.
- Workshop team updates the vehicle status to Available if all checks pass.
Parts Usage
Every part used in a repair is tracked for cost control and inventory management.
Parts Usage Record
| Field | Description |
|---|---|
| Part Number | Internal or supplier part reference |
| Part Name | Description of the component |
| Quantity Used | Number of units installed |
| Unit Cost | Cost per unit |
| Total Cost | Quantity × Unit Cost |
| Supplier | Vendor or parts supplier |
| Warranty | Warranty period for the part |
| Replaced Part | Old part removed (for tracking) |
Parts Tracking Benefits
| Benefit | Description |
|---|---|
| Cost accuracy | Actual parts cost feeds into vehicle financial summary |
| Inventory control | Track parts consumption and reorder triggers |
| Warranty tracking | Monitor part warranty periods for future claims |
| Vendor analysis | Compare supplier pricing and reliability |
| Vehicle history | Complete record of all parts installed in each vehicle |
Preventive Maintenance Schedules
Preventive maintenance reduces unexpected breakdowns and extends vehicle life. The system tracks scheduled service intervals for every vehicle.
Common Service Intervals
| Service Type | Typical Interval | Priority |
|---|---|---|
| Oil Change | Every 10,000 km or 6 months | High |
| Tire Rotation | Every 10,000 km | Medium |
| Brake Inspection | Every 20,000 km | High |
| Transmission Service | Every 40,000 km | High |
| Air Filter Replacement | Every 15,000 km | Medium |
| Coolant Flush | Every 40,000 km or 2 years | Medium |
| Battery Test | Every 12 months | Medium |
| Full Vehicle Inspection | Every 30,000 km | High |
Setting Up a Preventive Schedule
- Open the vehicle detail page.
- Navigate to the Maintenance tab.
- Click Add Preventive Schedule.
- Configure the schedule:
| Field | Required | Notes |
|---|---|---|
| Service Type | Yes | Select from standard types or create custom |
| Interval (km) | Yes | Distance-based trigger |
| Interval (months) | Yes | Time-based trigger |
| Warning Threshold | Yes | Km or days before interval to trigger alert |
| Estimated Cost | No | Budget estimate for the service |
| Preferred Workshop | No | Internal or specific external provider |
- Click Save. The system will automatically generate alerts as the interval approaches.
Schedule Alerts
| Alert | Timing | Action |
|---|---|---|
| Upcoming Service | 500 km or 14 days before due | Notify fleet manager, schedule service |
| Service Due | At the interval threshold | Flag vehicle for mandatory service |
| Service Overdue | Past the interval | Block vehicle from new reservations |
Vehicle Downtime Tracking
Downtime measures the period a vehicle is unavailable for rental due to maintenance or damage. Reducing downtime directly improves fleet profitability.
Downtime Calculation
Downtime = Vehicle status changed to Maintenance/Damaged
to Vehicle status changed back to AvailableDowntime Metrics
| Metric | Description |
|---|---|
| Total Downtime Days | Sum of all non-available days in a period |
| Average Downtime per Incident | Total downtime ÷ number of incidents |
| Downtime Rate | Downtime days ÷ total days in period |
| Downtime Cost | Estimated lost revenue during downtime |
| Mean Time to Repair (MTTR) | Average time from request submission to vehicle available |
Downtime Report
The downtime report shows:
- Downtime by vehicle (identify chronic problem vehicles)
- Downtime by repair type (most common failure categories)
- Downtime by workshop (compare internal vs. external turnaround)
- Downtime by branch (compare maintenance efficiency across locations)
- Downtime trends over time (improving or declining fleet health)
Business Tip: Target a downtime rate below 8% of total fleet days. Vehicles consistently above this threshold should be evaluated for disposal or replacement.
Service Interval Alerts
The system generates proactive alerts to prevent missed maintenance.
Alert Dashboard
The workshop dashboard displays:
| Alert Type | Count | Action |
|---|---|---|
| Vehicles due for service this week | — | Schedule service appointments |
| Vehicles overdue for service | — | Prioritize and block from rental |
| Parts on low stock | — | Initiate procurement |
| Repair jobs waiting for parts | — | Follow up with suppliers |
| Upcoming insurance expirations | — | Initiate renewal |
| Upcoming registration expirations | — | Initiate renewal |
Callout: Never allow a vehicle with overdue preventive maintenance to be assigned to a new reservation. The system blocks this assignment, but manual overrides require fleet manager approval and documented justification.