How to log a service visit
A manager or chauffeur logs a completed service and reads the updated due flag. Use this guide after the shop has finished the work, so the next due date moves at once and dispatch never assigns a vehicle that is overdue for oil.
Steps to log the visit
Each step names the field to fill. The record is for one vehicle and one service item at a time.
Open the vehicle
Go to Fleet, then open the vehicle record. You will see the plate, colour, odometer, home chauffeur, permit and inspection dates, readiness for today, and the maintenance list for that Navigator.
Choose the item done
Pick the item from the preloaded list of 14 livery items, such as oil and rotation, cabin filter, engine filter, alignment, wipers, brake fluid, battery, tires, brakes, spark plugs, transfer case and axle fluids, transmission fluid, coolant, or accessory belt. The list shows the usual interval in miles or months and the typical cost.
Enter date, odometer, shop, and cost
Record the service date, the odometer at service, the shop name, the cost, and a short note on what was done. The odometer can only move forward. A lower reading is rejected with a plain message, so check the reading against the vehicle before you save.
Save and read the next due date
Saving resets that item. The board now shows the last done miles and date beside the next due miles and date for the same vehicle and item. Due soon and overdue use whichever comes first, miles or months.
Check the flag for the whole vehicle
Open the maintenance board for the vehicle. A missed oil service takes the vehicle out of service until it is cleared, with no passenger runs until then. Other overdue items flag the vehicle as not ready for auto assign until a service log entry clears them.
Result: the item resets and the flags update
The illustration below shows the board a manager reads after a log entry. Each row is one item for one vehicle.
What the numbers mean
- Planning mileage is about 40,000 miles per vehicle per year. The plan figure is about 7,185 dollars per vehicle per year at that mileage, shown only as a plan figure, never as an actual cost.
- Repairs are tracked by cost per vehicle, so a vehicle that costs more than the fleet average stands out on the report.
- Warranty is recorded as 4 years or 50,000 miles bumper to bumper and 6 years or 70,000 miles powertrain, for reference on the vehicle record.
- Weekly deep interior, monthly leather and tread, and quarterly detail sit in the plan beside the 14 dated items.
If a reading looks wrong, do not overwrite it. Ask a manager to correct the record, and the correction is logged.
What a buyer, IT, and compliance reviewer will ask
Plain answers in the same words the screen uses.
Who can change what
Owners and managers log service and clear out of service. Chauffeurs see upcoming service for their own vehicle only. Only an owner or manager clears an out of service vehicle, with a reason recorded.
What is kept and what is not
Each entry keeps vehicle, item, date, odometer, shop, cost, and notes. No card numbers are stored. Only a payment status and method label are kept on invoices, never card numbers.
Traceability
Every create, change, and delete is written to the activity log with who did it and when, without secrets or personal notes in the detail. Reports state the period and filters, and an export matches the screen exactly.
Permits stay current
Permit and inspection dates are shown before they lapse. An expired permit flags the vehicle as not ready, and the run is flagged until covered.
Readiness is gated
A vehicle is Ready for the day only when every daily check item passes. Never assign a run to a vehicle that is out of service, failed its daily check, or is overdue for service.
No invented figures
The board shows only the intervals, costs, and dates the company has set or logged. It does not add benchmarks or targets that are not in the settings or the livery schedule.
Check readiness before you assign
Read the daily check guide and the fleet page, then open the schedule.