Vehicle maintenance and breakdown tracking

Breakdown reports from drivers

From the Report a fault screen in the app, drivers report a problem with the vehicle they are using in a few taps:

• Where the problem is: engine, brakes, tires, electrics, headlights, air conditioning, bodywork, doors, seats and seat belts, cleanliness, wheelchair ramp
• How urgent it is: not urgent, important or vehicle unusable
• Description, mileage and photos (location data is removed from photos)

If "vehicle unusable" is selected, the vehicle is automatically set to in maintenance, a breakdown incident is opened and maintenance staff receive an instant notification. The notification also includes the number of trips assigned to that vehicle today and tomorrow, so the operations team can swap the vehicle before the shuttle sets off. Drivers track the status of their reports on the same screen.

Maintenance and repair records

Every breakdown report, repair or scheduled maintenance is tracked in a numbered record (Fleet → Maintenance and breakdowns):

• Record type, fault type, severity, service date, service center / workshop, mileage and cost
• Status flow: reported → scheduled → in service → completed (or canceled)
• Documents such as photos, invoices and work orders
• On completion, the work done, date, mileage and cost are recorded; the vehicle's mileage is updated

While a record marked "vehicle unusable" remains open, the vehicle is not suggested in trip assignments; once the record is closed, the vehicle becomes active again and the linked breakdown incident is resolved.

Maintenance plans by mileage and date

Items such as oil and filters, tires, brake checks, air conditioning service, tachograph calibration or periodic service are defined for vehicles as plans:

• Intervals such as "every 10,000 km or every 12 months"; whichever comes first is when maintenance is due
• The same plan can be applied to several vehicles at once (for example, all vehicles of a vehicle type)
• For each plan you see when it was last done, the next service and the days / kilometers remaining: overdue, due soon, not yet due
• Maintenance done opens a completed record and resets the plan

A daily summary notification goes to the responsible staff for plans that are due soon or overdue; no repeat alert is sent for the same threshold. The alert threshold (days and kilometers) is an organization setting.

Vendor vehicles and reporting

• Vendor representatives see and manage only the records and plans for their own company's vehicles
• Maintenance and breakdown report: records opened in the period by vehicle, vendor, type, severity, days the vehicle was unusable and cost; exportable to Excel and PDF and can be sent regularly by email
• Summary indicators: open records, unusable vehicles, overdue and upcoming maintenance, this month's maintenance cost

Frequently asked questions

What happens to trips while a vehicle is in maintenance?

While a record marked "vehicle unusable" is open, the vehicle is not suggested in trip assignments. Trips assigned to that vehicle today and tomorrow are shown in the notification and on the record screen; the vehicle swap is done from the Trips screen.

Where does the mileage come from?

The mileage on the vehicle's record is updated with the mileage entered in the driver's fault report and in maintenance records (only when a higher value is entered). Mileage-based plans are calculated from this value.

Do maintenance plans have to be defined for each vehicle one by one?

No. When adding a plan, you can filter by vehicle type and select all vehicles in the list; the same plan is added to each selected vehicle separately.

Can drivers report only their own vehicle?

Yes. Drivers can report vehicles used on trips assigned to them in the last 7 days.