Vehicle Reminders help track maintenance and non-maintenance needs for your fleet.

Types of Vehicle Reminders

1. One-Time Reminders track unscheduled maintenance or non-maintenance activities.

2. Recurring Reminders automate preventative maintenance schedules (available for Pro Users).

Feature Availability

The features available depend on your GroundCloud® subscription plan.

Accessing Vehicle Reminders

1. Log into GroundCloud.io.

2. Navigate to Fleet Management and select Vehicle Reminders.

Creating One-Time Reminders

One-Time Reminders use Service Type but do not renew after completion. These reminders are useful for tracking unscheduled maintenance or non-maintenance tasks.

1. Open the Vehicle Reminders page.
   

   
   

2. Click + Add Reminder.

3. Select the Vehicle and Service Type.

4. Enter the Reminder Details, including the date and notes.

5. Click Save.

Recurring Vehicle Reminders - (Pro Users Only)

Recurring Reminders help create preventative maintenance schedules by allowing reminders to renew when resolved automatically. These reminders eliminate the need to reset maintenance alerts manually and are helpful for the following:

1. Preventative maintenance scheduling

2. Tracking non-maintenance activities such as vehicle inspections, insurance renewals, and registration updates

Adding a Recurring Vehicle Reminder

1. Click + Add Vehicle Reminder.

2. Select a Vehicle. The Current Odometer reading is displayed next to the Vehicle field. If no odometer is found, "NA" (Not Available) will be shown.

3. Select a Service Type.

4. Keep the Recurring Reminder checkbox selected. Enter values in the Odometer Recurrence and/or Time Recurrence fields to specify when the service type is due.

5. At least one recurrence type must be defined. If both are set, the reminder will trigger based on whichever occurs first.

6. Optionally, define Odometer Due Soon and/or Time Due Soon thresholds to indicate when the reminder should be marked as "Due Soon". Pro users can enable Due Soon notifications, which will alert users when a reminder is approaching its due date.

7. Check Automatically create Work Order if you want a work order to be generated when the reminder is triggered.

8. Click Submit or Submit & Add Another to save the reminder.

Due Soon Thresholds (Pro Feature)

Due Soon Thresholds provide early visibility by triggering notifications before a reminder becomes past due.

1. Odometer Due Soon defines the number of miles or kilometers before the next due milestone when the reminder will be marked as "Due Soon".

2. Time Due Soon defines the number of days before the next due milestone when the reminder will be marked as "Due Soon".

3. If both thresholds are defined, the reminder will be triggered by whichever occurs first.

Automatic Work Orders

Work orders can be created automatically from any Vehicle Reminder, reducing manual data entry.

• Automatically generated work orders appear on the Work Orders page.

• Work orders are pre-populated with the selected vehicle, service type, and a note indicating they were created from a reminder.

Next Due Date and Odometer

When a reminder is submitted, the system schedules it based on details from the latest Maintenance Record for the same Service Type.

• The Next Due Odometer and Next Due Date are displayed in the Vehicle Reminders page.

Status Descriptions

1. Past Due: The reminder has reached or exceeded the due date or odometer milestone.

2. Odometer Not Found: No odometer reading is available for the selected vehicle.

3. Odometer Discrepancy: The current odometer reading is lower than the latest maintenance record for the same service type.

4. Date Discrepancy: The latest maintenance record with the same service type has a future due date.

5. Pro Subscription Required: The reminder was created under a Pro subscription, but Pro is no longer available.

6. Due Soon: The reminder is within the Due Soon threshold (if configured) but has not yet reached its recurrence interval.

7. Scheduled: The reminder is scheduled before reaching the Due Soon threshold or recurrence interval.

Enabling Notifications

Notifications can be enabled for maintenance reminders by adjusting the Notification Preferences in the Fleet Manager profile.

1. Go to Notification Preferences.

2. Check Notify by Email or Notify by SMS for maintenance reminders.
   

   
   

3. A daily summary of pending reminders is sent to all fleet managers with notifications enabled.

4. Individual notifications are also sent when a work order is created automatically from a reminder.

Troubleshooting Reminders

For troubleshooting steps, refer to the detailed version of this article.

Frequently Asked Questions (FAQs)

What if the service type I need is not available?

• Send a request to feedback@groundcloud.com.

• Standard service types will expand over time based on user feedback.

Can I add custom service types?

• No, this feature is not available at this time.

Will my old maintenance reminders be available in the new system?

• No, previous reminders will not transfer to the new system.

• Users can let old reminders expire or manually re-create them in the Vehicle Reminders page.

Will I lose reminders if I downgrade from Pro to Standard?

• No, reminders will not be lost, but recurrence and due soon values will no longer apply.

• Users must manually define the next due milestones.

How long will maintenance reminders remain active?

• The maintenance system will continue to function for a limited time before old reminders are phased out.

• Users should recreate existing reminders in the new system to ensure continuity.

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