Guide

Keep on top of servicing, warrants and registration

Service schedules tell you what is due, work orders record what was done, and compliance dates stop a vehicle going out with an expired warrant. It is an optional module.

6 min read

This guide answers

  • How do I track servicing?
  • How do I record a warrant of fitness expiry?
  • How do I know what is due for a service?
  • Why can't I see Maintenance?

First: it is a module

Maintenance is optional and off until you switch it on. If you cannot see Maintenance in the sidebar, that is why. Turn it on under Settings → Modules.

Everything below appears once it is on.

The pieces

Servicing & compliance — the overview. What is due, what has lapsed, across the fleet.

Work orders — a job on a vehicle: what needs doing, who is doing it, what it cost. This is your record of the work.

Service schedules — the rules that make a job due. Every so many kilometres, or so many months, per vehicle or across a type.

Providers — your garages and mechanics, so a work order can point at whoever did it.

Compliance dates

Separate from servicing, and more important, because these have legal force. Warrant or certificate of fitness, registration, and anything else you configure under Settings → Compliance items.

Record the expiry against the vehicle and Glovebox counts down to it.

Road ready

Settings → Road ready is where you decide what should stop a vehicle being hired out.

This is the part worth thinking about rather than accepting. A vehicle with an expired warrant should not go out — that is not a preference. A vehicle a fortnight from a service is a judgement call, and it is yours.

You can also exclude an individual vehicle from the check on the booking itself, for the cases the rules cannot know about.

Staff alerts

The daily fleet check can text your team when it finds something critical — an expired warrant or registration, or an overdue service. It needs the urgent staff SMS switched on first; see Choose which emails Glovebox sends. Those texts are billed per message.

What you should see when it worked

Servicing & compliance lists your fleet with what is due and what has lapsed. A vehicle failing a road-ready rule is not offered for new bookings covering those dates.

Things worth knowing

  • Booking a vehicle out for work is a separate step. Recording a work order does not take the car off the road; create a Maintenance hold for that. See Move a vehicle between branches.
  • Maintenance costs are one of the few things you can export, if you need them for your accountant.

If it did not work

  • No Maintenance in the sidebar. The module is off. Settings → Modules.
  • A vehicle with an expired warrant is still bookable. Check your road-ready rules include that compliance item, and that the vehicle is not individually excluded.
  • Nothing is showing as due. Service schedules make things due. Without one, work orders are only a record of what you have already done.
  • Move a vehicle between branches Cars end up in the wrong place. A transfer books the vehicle out for the move so nothing is hired from under it, and repositioning suggests the moves worth making.
  • Add your first vehicle Adding a vehicle takes a minute once you have a vehicle group and a location to put it in. This walks through the required fields and the two that trip people up: the group (which you must create first) and the home location.

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