Service Programs help you stay on top of preventive maintenance by automatically tracking when routine services are due for your assets. Rather than manually monitoring mileage, engine hours, or service dates, you can create maintenance schedules that help your team plan ahead and reduce unexpected downtime.
For example, you might create a Service Program that schedules tire rotations every 3,000 miles or every 3 months, whichever comes first.
Availability: Service Programs are available with Pro (formerly Maintain), Pro Lite (formerly Maintain Lite), and Fixed Unlimited subscriptions. Users must also have the appropriate permissions to create or update Service Programs.
Understanding Service Programs
Service Programs work alongside several other features in Whip Around to help you manage preventive maintenance:
Service Tasks: Individual maintenance activities, such as oil changes, tire rotations, or brake inspections.
Service Programs: A collection of Service Tasks with defined maintenance intervals.
Service Schedule: A centralized view of upcoming, due soon, and overdue maintenance across your fleet.
Work Orders: Used to manage and document maintenance work. Work Orders can also be created automatically when services become due, depending on your program settings.
How Service Programs Work
Service Programs can be configured as recurring or one-time, depending on your maintenance needs.
Maintenance intervals can be based on:
Mileage: Schedule maintenance based on miles driven.
Engine Hours: Schedule maintenance based on equipment usage.
Date: Schedule maintenance based on a specified time interval.
Combination: Use multiple intervals to determine when maintenance is needed.
When multiple intervals are configured, the service becomes due when the first interval is reached.
For example, if an oil change is scheduled every 5,000 miles or 6 months, the service will become due when either condition is met first.
Understanding Service Statuses
Each Service Program uses two important settings to determine when maintenance needs attention:
Due: The point at which maintenance is required.
Threshold: An earlier point that alerts your team when maintenance is approaching.
These settings determine how maintenance appears on your Service Schedule.
Status | Description |
đ˘ Upcoming | The service has not reached its threshold or due interval. |
đĄ Due Soon | The service has reached its threshold and is approaching its due interval. |
đ´ Overdue | The service has passed its due interval and requires attention. |
â Completed | The scheduled maintenance has been recorded as completed. |
Additional Service Program Settings
When configuring a Service Program, you can also manage additional settings, including:
End Date: Define when the program should stop applying.
Notifications: Choose who receives maintenance notifications and whether they are delivered through the dashboard or email.
Automatic Work Order Creation: Configure Work Orders to be created automatically when maintenance becomes due if necessary for your operation.
Work Order Assignment: Determine who should be assigned automatically created Work Orders.
Why Use Service Programs?
Service Programs help your team take a proactive approach to fleet maintenance by:
Identifying upcoming maintenance before it becomes overdue.
Reducing unexpected breakdowns and unplanned asset downtime.
Keeping preventive maintenance schedules consistent across your fleet.
Streamlining maintenance workflows through notifications and automatic Work Orders.
Maintaining a documented service history for reporting and audits.
By using Service Programs alongside the Service Schedule and Work Orders, your team can better plan, track, and complete preventive maintenance.
Next Steps
Ready to get started? Explore these related articles:
Creating a Service Program - Learn how to configure maintenance intervals, thresholds, notifications, and other settings.
Assign a Service Program to an Asset - Learn how to apply Service Programs to the assets in your fleet.
If you have any questions or need further assistance, please contact our support team.