📘 Screen: Fleet x Maintenance Plans
This is the preventive maintenance dashboard: on a single screen, every machine on the farm with the plans each one follows, how much is left until the next service and what is already overdue. Instead of opening machine after machine, the manager takes a quick look and sees that tractor 04 is 12 hours from its 250-hour service and that the combine is past due.
This is also where you set the frequency of each plan for each fleet item: the plan says what to do, this screen says how often.
📍 Location in the system
Menu: Fleet > Fleet x Maintenance Plans
🧩 Main function
Link maintenance plans to fleet items, set the recurrence and last occurrence, and track in a single list what is about to come due and what is overdue.
A single machine can also be linked through the Maintenance Plans tab of the Fleet / Facility record. This screen is the route for advanced use: it shows the whole fleet at once, clones configurations and sends alerts.
🖥 The list
Each row of the grid shows one fleet item and one plan:
| Column | What it shows |
|---|---|
| Fleet and Classification | The machine and its group. |
| Maintenance Plan | The linked plan, or No plan when the machine doesn't have one yet. |
| Type | How the plan repeats (see the table below). |
| Last occurrence (km or hr.) | Last occurrence, in kilometers or hour meter (the hr. in the label): the reading at the last service, shown as a tag. When it is zero, the tag turns red: the plan has never been done or was left without a reading, and without it the next-service calculation doesn't work. |
| Recurrence | How often the plan repeats. |
| Anticipate (km or hr.) | Lead margin for the alert. |
| Next will be at | When the next service falls. |
| Last Hour Meter | The machine's most recent reading, usually coming from fueling. |
| Remaining | How much is left until the next service, as a colored tag. It's the column you look at first: green means there's room, and anything at the limit or overdue changes color. |
| Also execute | Another plan that should be done together with this one. |
| Department | Who is responsible for the service. |
| Active | Whether the link is in effect. |
The filter at the top is With plan / No plan / All: the quick way to find out which machines were left out of preventive maintenance. Next to it are New, Reload, View Costs, Clone and Reports ▼. The screen refreshes itself from time to time, and the Pause button stops that refresh while you're working on it.
🔁 Recurrence types
| Type | When to use |
|---|---|
| By KM or Hour Meter | The most common case: service every 250 tractor hours, every 10,000 km for a truck. |
| Weekly | A check that repeats every week. |
| Monthly | Monthly repetition, regardless of use. |
| Yearly | Once a year: the typical case of getting ready for the season. |
| Specific date | One set date, no repetition. |
📝 Link fields
| Field | Description |
|---|---|
| Fleet, Implement and Facilities | Required. The machine that gets the plan. |
| Maintenance Plans | Required. The plan to follow. |
| Description (Optional) | A name of its own for this link, when it helps to tell it apart. |
| Type | The recurrence type from the table above. It decides which fields appear. |
| Recurrence (km or hr.) | Must be greater than zero. The interval between services. |
| Last occurrence (km or hr.) | Required. The reading at the last service: the next-service calculation comes from it. |
| Anticipate (km or hr.) | Required. How far ahead the plan should start alerting. For a 250 h service with an anticipation of 20, the alert shows up from 230 h. Zero means no lead time. |
| Second-to-last occurrence | Read-only: the service before the last one, useful for checking the actual interval. |
| Next will be at | Read-only, calculated by the system: when the next service falls. |
| Department | The responsible department, coming from Department, Maintenance Group & Symptom. |
| Maintenance Plans (Multiple - Also execute) | Ties one plan to another: when doing the 500 h service, also do the 250 h one. |
| Notes and Active | Additional details of the link. |
The fields change according to the Type: in By KM or Hour Meter you get Last occurrence, Anticipate and Second-to-last occurrence as numbers; in the period-based types (weekly, monthly, yearly, specific date) those three go away and Last Occurrence Date and Second-to-last Occurrence Date appear.
🗂 Link tabs
| Tab | What goes in it |
|---|---|
| Components | The parts this machine uses in this plan: Product & Service (Optional), Description, Quantity and Type. It's for when the machine differs from the plan's standard: a different filter, a different oil, a larger quantity. |
| Maintenance Work Order | The work orders already generated by this plan for this fleet item: the service history. |
📋 Clone plans from one fleet item to another
The Clone button copies all plans from one fleet item to another. With five identical tractors, you set up the first one carefully and replicate it to the others; then you just adjust the last occurrence of each one.
📊 View: Standard, Dashboard and Settings
| Mode | What it shows |
|---|---|
| Standard | The fleet × plans list described above. |
| Dashboard | The preventive maintenance charts. |
| Settings | The alert settings for when a plan is generated: Email (recipients), Email (BCC), Email Subject, Email Body and WhatsApp Number. Every time a plan is generated, the alert goes out on its own to purchasing and to whoever runs the shop, without depending on someone opening the screen. |
- A single screen shows what is coming due and what is already overdue, across the whole fleet
- The "No plan" filter reveals the forgotten machine before it breaks down
- Services are triggered by the actual hour meter, not by memory
- Identical machines get the same configuration in one click
- The generated-plan alert reaches whoever needs to buy the part by email or WhatsApp
❓ Frequently asked questions
How do I know which machines have no scheduled maintenance?
In Fleet > Fleet x Maintenance Plans, change the status filter to
No plan. The list then shows only the fleet items that don't have any plan
linked yet.
Where does the hour meter reading the system uses to calculate the service come from?
From the last reading recorded for the machine, usually the one from fueling, which is when the hour meter is written down every day. That's why it pays to require the correct reading at fueling time: it's what makes preventive maintenance work.
What is the Anticipate field for?
So the alert comes before the exact moment. With a 250-hour recurrence and an anticipation of 20, the service starts being flagged from 230 hours: enough time to set aside the part and schedule the downtime.
I bought another identical tractor. Do I need to set everything up again?
No. Use the Clone button to copy the plans from an already configured fleet item to the new one, then adjust only the last occurrence based on the machine's current hour meter.
Can the shop be notified automatically when a plan is generated?
Yes. In the Settings view mode, enter the destination emails, the BCC, the subject, the message body and the WhatsApp number. From then on, every generated plan triggers the alert on its own: that's what gets purchasing buying the part before the machine stops.
One service has to be done together with another. How do I record that?
Use the Maintenance Plans (Multiple - Also execute) field. It ties one plan to another: when the 500-hour service comes up, the system indicates that the 250-hour one should be done with it.
The last occurrence is zero and shown in red. What does that mean?
That the plan has never been done on this machine, or that the reading at the last service wasn't entered. As long as it stays that way, the "Next will be at" calculation starts from zero and the service shows up as if it were long overdue. Enter the last occurrence with the hour meter or KM from the last time the service was done.
This machine uses a different filter from the one in the plan. How do I record that?
In the link's Components tab, enter the Product & Service, the description, the quantity and the type. It applies only to that fleet item in that plan: the plan itself keeps serving the other machines unchanged.