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Set Up Automatic Alerts Based on Odometer and Hours

Streamline your fleet maintenance by setting automated triggers based on real-time vehicle usage. 

Summary

PSTrax now supports automatic notifications for vehicle maintenance based on specific mileage and hour thresholds. This feature introduces a dedicated Service Due alert category, allowing fleet managers to automate service reminders when an odometer reading or engine hour log meets or exceeds a predefined limit. This ensures that critical maintenance windows are never missed and streamlines communication between front-line crews and maintenance personnel.

Instructions

To implement automatic service notifications, you must first configure the Service Due alert recipients and ensure your vehicle checklists are capturing the correct data types. Once the system is tracking odometer, engine, pump, or aerial hours, you can set specific service thresholds for each vehicle. When a user logs a value that hits these targets, the system automatically prompts them to create a service alert, which remains open and locks the threshold field until the maintenance is documented and a new threshold is established.

Step-by-Step Instructions

  1. Configure Alert Recipients

    • Navigate to Settings → Vehicle and Station Alert Recipients.

    • Locate the Service Due category. Note that this is a default category and cannot be renamed or deleted.

    • Select Select Recipients for This Category.

    • Choose the specific personnel who should receive these automated emails by checking the boxes under Required or Optional recipients.

    • Click Save.

  2. Verify Checklist Data Types

    • Go to the vehicle's Actions menu and select Edit Checklists.

    • Locate the tasks tracking mileage or hours (e.g., Mileage, Pump Hours).

    • Click Edit on the specific task.

    • Ensure the Log Notes Type is correctly set to the corresponding metric (e.g., Odometer, Pump Hours, Engine Hours, or Aerial Hours).

    • Click Save.

  3. Establish Service Thresholds

    • From the vehicle's Actions menu, select Edit Details.

    • Locate the four threshold fields: Next Due Odometer, Next Due Engine Hours, Next Due Pump Hours, and Next Due Aerial Hours.

    • Enter the numerical value at which the next service should be triggered.

    • Click Save.

  4. Trigger and Log Service Alerts

    • When a crew member performs a check and enters a value that meets or exceeds the set threshold, the system will automatically redirect them to a Service Due form.

    • Review the auto-populated description and current readings.

    • Add any Additional Comments to provide context for the maintenance crew.

    • Select the priority and click Set Alert.

  5. Close Alerts and Reset Thresholds

    • Once maintenance is performed, locate the alert in the V/S Alerts section and click Edit.

    • Enter the details of the work performed in the Comments/Updates section.

    • Change the Alert Status to Closed.

    • The system will now prompt you to Update Next Due value. Enter the new threshold for the next service interval.

    • Click Save.

  6. Monitor Fleet Service Status

    • Fleet managers can view all upcoming service levels by navigating to the Fleet Status Report or the Odometer / Hours Report.

    • These reports display current readings alongside the "Next Due" thresholds for odometer, engine, pump, and aerial hours for the entire fleet.