Change the intervals and due dates on your Vehicle & Station checklists

Activating & deactivating Vehicle & Station checks

There are multiple ways to reschedule or shut off the Vehicle & Station checklists whenever its needed (like when a unit goes out of service). Here's how:

Summary

Vehicle and station checklists in PSTrax can be activated or deactivated based on your operational needs. This is helpful when a vehicle is placed out of service or goes into reserve status, allowing you to temporarily pause checklist items or adjust which checks remain active.

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Instructions

You can manage checklist activity by accessing the unit’s settings or through the Fleet Status Report. Individual task groups and schedules can be activated or deactivated based on the vehicle’s current status and inspection needs.

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Managing Checklist Activation for a Unit

1. Go to Vehicles & Stations → Schedule and find the unit you want to manage.

2. Click the Actions dropdown next to the unit and select Manage Vehicle.

3. Click the Checklists tab to view all associated checklists for that unit.

4. To deactivate all checklists (e.g., when a vehicle is out of service), click Select All, then set them to Inactive.

5. If the vehicle is in reserve status and you want to keep some checklists active (e.g., SCBA or monthly checks), leave those selected and deactivate the rest.

6. Click Save Changes to apply updates. The number of active tasks will update accordingly.

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Activating or Deactivating Specific Checklists

1. From the Actions dropdown, click Edit Checklists.

2. You’ll see each checklist (Daily, Weekly, Monthly, etc.) with a status next to it.

3. Click Activate next to any inactive checklist you want to enable.

4. Select the correct Start Date, making sure it aligns with the interval rotation. For example:

   • Weekly checks that should roll on a Monday must be set with a Monday start date.

5. Once activated, the task groups and associated tasks will become active, and a Next Due Date will populate.

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Deactivating Specific Task Groups (Optional)

1. Within the Edit Checklists screen, click the dropdown next to a task group (e.g., Engine Compartment).

2. Click Deactivate to disable that specific section while leaving the rest of the checklist active.

Note: This is rarely used and typically not recommended unless necessary.

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Using the Fleet Status Report to Manage Checklist Status

1. Go to Vehicles & Stations → Fleet Status Report.

2. Use the dropdown arrow next to any unit to quickly manage that vehicle.

3. Click on the Active/Inactive label to open the checklist modal.

4. From here, you can:

   • Activate or deactivate specific checklists.

   • Set new Start Dates directly.

   • Manage multiple vehicles regardless of the station you're signed into.

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Changing schedule intervals

You can adjust the frequency that each checklist comes due in PSTrax.

 

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Summary

PSTrax offers flexible scheduling intervals for all checklists, allowing your organization to rotate vehicle and station checks according to your operational needs. Whether it's daily, weekly, monthly, or quarterly, these intervals ensure tasks appear on schedule and rotate forward automatically based on the defined interval type.

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Instructions

You can manage task intervals by editing the checklist setup for any vehicle or station. Intervals can be applied at the checklist level or at individual task levels, but it’s generally best to maintain consistent intervals across each checklist to simplify scheduling.

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Managing Intervals for a Checklist

1. Navigate to Vehicles & Stations → Schedule and find the unit you want to manage.

2. Click the Actions dropdown and select Edit Checklists.

3. Each checklist (e.g., Daily, Weekly, Monthly) is displayed with:

   • Schedule Note – A visible note to crews about how frequently the check should occur.

   • Task Groups – Compartments or categories within the checklist.

   • Interval – The frequency each task or group is set to repeat.

4. Click the dropdown arrow next to the checklist or task group and select Change Task Interval.

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Available Interval Types

PSTrax supports four main interval types:

• Number of Days from Last Scheduled Date
  Ideal for daily and weekly checks. For example:

  • A 1-day interval rotates daily.

  • A 7-day interval (e.g., weekly Monday check) always rotates based on the calendar date.

• Number of Days from Last Completion Date
  Useful when you want checks to rotate based on when the last inspection was actually completed.

• Specific Day of the Month
  Schedule tasks to appear on a specific date each month (e.g., the 1st of the month).

• Specific Weekday of the Month
  Schedule checks like the "first Monday" or "third Friday" of each month.

✅ Tip: For consistency and easier activation/deactivation, set intervals at the checklist level instead of individual task levels.

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Activating Checks and Setting Start Dates

1. From the Edit Checklists screen, inactive checklists will display with no due dates.

2. To activate:

   • Click Activate next to the checklist you want to turn on.

   • Use the calendar picker to select a Start Date.

   • Choose a date that aligns with your interval rotation (e.g., Monday for weekly checks).

3. Once activated, tasks will populate in the schedule and begin rotating as defined.

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Editing Schedule Notes

1. Click the dropdown arrow next to the checklist name.

2. Select Edit to update the Schedule Note (e.g., "Runs weekly on Mondays").

3. This note is informational only and helps crews know when the checks should occur.

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Using the Fleet Status Report to Activate Checks

1. Navigate to Vehicles & Stations → Fleet Status Report.

2. Click the Active/Inactive tag or dropdown arrow next to a unit.

3. From this modal, you can:

   • Toggle checklists on or off.

   • Set start dates across your entire fleet—without switching stations.

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For help managing checklist intervals or scheduling logic, reach out to help@pstrax.com.