Log vehicle maintenance & repairs

Summary

PSTrax makes it easy to document and manage preventative maintenance (PM) tasks by creating dedicated checklists on individual vehicles. These PM checklists can be activated manually or automatically when a vehicle is marked out of service, allowing mechanics or fleet personnel to log oil changes, tire rotations, and other service tasks. Each checklist can include detailed instructions, required notes, log types (numeric, mileage, etc.), and even attachments like receipts or service orders. Once logged, these tasks can rotate forward based on the next due date and are fully reportable.

Instructions

To streamline PM documentation, administrators can build separate PM checklists for each vehicle and activate them only when necessary (e.g., when a unit is out for service). These checklists can be customized with tasks, attachments, and log note requirements, then activated through the Manage Vehicle section or logged as an as-needed inspection.

Step-by-Step Instructions

Create a Preventative Maintenance Checklist

1. Go to Actions > Edit Checklists.

2. Click the dropdown at the top and select Add Checklist.

3. Name it (e.g., "Preventative Maintenance").

4. Set Scheduling Note (e.g., “Activate when out for PM”).

5. Optionally select:

   • Link to As Needed Checklist

   • Hide from Schedule

6. Click Save.

Build Out PM Tasks

1. Click into the checklist and Add Task Group (e.g., "PM Checklist").

2. Click the dropdown next to the group and Add Task.

3. Create tasks such as:

   • Oil Change

   • Tire Rotation

   • Service Summary

4. For each task, you can:

   • Set Log Notes Type (numeric, miles, etc.)

   • Require Notes or Attachments

   • Enable Task Links (e.g., SOPs or videos)

Activate PM Checklist When Vehicle Goes Out of Service

1. Go to Actions > Manage Vehicle.

2. Set status to Out of Service.

3. In the checklist section, enable only the Preventative Maintenance checklist.

4. Move vehicle to Maintenance Shop or applicable station.

5. Click Save.

Complete PM Tasks as a Mechanic

1. Navigate to the home screen of the maintenance shop.

2. Select the unit and open the Preventative Maintenance checklist.

3. Fill in required fields (e.g., mileage, service notes).

4. Add attachments (e.g., invoice, service order).

5. Click Log Items to record the maintenance.

Return Vehicle to Service

1. Go to Manage Vehicle again.

2. Change status to In Service.

3. Activate regular checklists and deactivate the PM checklist, if you chose to activate the checklist in lieu of using the as-needed feature.

4. Move unit back to its original station if necessary.

For help, reach out to help@pstrax.com.