Reminders

The Reminders module allows you to plan maintenance and repair for the company vehicles and to keep a maintenance log.

The Reminders module is accessed by clicking the Reminders button in Ecofleet.

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Purposes of the Reminders module

The chief purposes of the Reminders module are:

  • Establishing reminders. This will replace the often unreliable and unpredictable Post-It and paper note systems still used in some organizations.

  • Gives an overview of resources left.

  • The overview features are transparent and suitable for various organizational levels. SeeMe reminders are useful for people using the features on a daily basis, however management is able to get a general overview of the state of vehicles.

  • Allows for better planning, for example it can be estimated whether a vehicle needs to be serviced before a trip.

  • Automatically creates a history that may be reviewed and kept for an indefinite time. As an example you may review all maintenance that has been done on a certain vehicle. Without Ecofleet this would need establishing a separate filing system.
 

Activation conditions for reminders

You can set a reminder for the following conditions:

  • Date, for example a reminder on the date insurance runs out.

  • Odometer reading, for example a service reminder upon passing the service interval (e.g. 10 000 km).

  • Workhours may be used to track maintenance on heavy-duty vehicles like tractor or a backhoe.

  • It is also possible to use a combination of the above types.
 

Reminders view

 

Contents of the Reminders view

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  • Vehicle. A list of the company's vehicles.

  • Description. A text field with the description for the reminder.

  • At odometer reading. Displays a number of kilometers if the reminder is set for a specified number of kilometers.

  • Expected date. displays the expected date of next service when condition "Odometer reading" is used (based on average of 30 days data).

  • On date. Displays a date if the reminder is set to for a certain date.

  • Expected odometer. displays the expected odometer read on service date (based on average of 30 days data).

  • At workhours reading. Displays a number of hours if the reminder is set for a specified number of workhours.

  • Km left. Displays the number of kilometers left until the At odometer reading reading is met.

  • Time left. Displays number of days left until the On date date.

  • Workhours left. Displays the hours left until the At workhours reading.
 

Options on the Reminders view

  • Refreshing. All reminders at the Reminders view may be refreshed by clicking the Refresh button at the upper right corner above the main view.

  • Sorting. Each column in the Reminders view can be sorted either in an ascending or a descending view through a pull-down menu on the heading of any of the columns.

  • Filtering. Typing in any one or several of the input boxes below the column headings filters down the results displayed.

The Add new button creates a new reminder. The Delete button removes a reminder.

 

Adding a new reminder

To add a new reminder, click the Add new button on top of the Reminders view. On the right side of the screen, a panel will open up.

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Fill in the following inputs:

  • Description. Give the reminder a name, for example "Oil change" or "Brake maintenance".

  • Vehicle. Choose a vehicle from the drop-down list. The reminder will only apply for the selected vehicle.

Then at least choose at least one condition: on date, at odometer reading, or on workhours reading. When any of the conditions is met, the reminder activates.

It is also possible to use a combination of the above types. If several conditions are selected, the reminder activates when any one condition of those selected is met.

 

Adding a reminder for a date

To set a reminder for a specified date, tick the On date checkbox in the Add new panel. A date should be chosen by either typing it in the Date:input box or clicking the calendar icon and choosing a date from the calendar applet.

By default, the warning activates on the specified date. To receive an advance warning, choose an option other than the default "On specified date".

 

Adding a reminder for an odometer reading

To set a reminder for a specified odometer reading (mileage), tick the At odometer reading checkbox in the Add new panel. The necessary odometer reading should be typed in the Odometer: text box.

By default, the warning activates on the specified odometer reading. To receive an advance warning, choose an option other than the default On specified value.

 

Adding a reminder for a workhours reading

To set a reminder for a workhours reading, tick the On workhours checkbox in the Add new panel. The necessary number of workhours should be typed in the Workhours text box.

By default, the warning activates on the specified workhours reading. To receive an advance warning, choose an option other than the default On specified value.

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Choosing reminder outputs

By default, the reminders appear only in Ecofleet.

To receive reminders on e-mail, type the e-mail address in the E-mail: text box. Several addresses may be added, separating them by commas.

To receive reminders through SMS, type the cell phone number in the SMS: text box.

To send the e-mail or SMS to the default driver of the vehicle, type @dd to the input box. SeeMe will determine who the default driver is at the time of activation of the reminder.

 

Removing existing reminders

To remove a reminder, select it in the Reminders view and click the Delete button on top of the main view.