Maintenance Reminders

Depending on the user's settings, maintenance reminders will show on the Reminders List, either in the dedicated maintenance tab or amongst the general reminders.

Maintenance reminders can be generated from pending Maintenance Records, or calculated from the Next Service Due information recorded against completed Maintenance Records.

Maintenance-related reminders include:

• Pending Service

• Next Service Due

• Next Meter Reading

• Pending Maintenance

A Maintenance Record that is marked as Pending and has not been completed will appear in the Reminders List until it is addressed.

Pending Maintenance is separate from Next Service Due reminders. Next Service Due reminders are calculated from completed Maintenance Records and do not represent a separate pending Maintenance Record that needs to be cleared or completed.

This reminder is based on the Next Service Date entered in the Next Service Due tab on a completed Maintenance Record.

Items can have up to two Service Intervals configured under Setup > Items:

• Service Interval

• Service Interval 2

These allow two separate date-based service schedules to be maintained for the same item.

For example, an item might require:

• A service every 90 days

• A larger annual service every 365 days

When completing a Maintenance Record, the appropriate Service Interval can be selected. HirePOS calculates the Next Service Due Date from the service date and associates that next service with the selected interval.

Each Service Interval maintains its own next-service chain. This means servicing the 90-day interval can advance its next due date without affecting the annual service interval, and vice versa.

For each interval, HirePOS uses the furthest applicable Next Service Due Date recorded against the item. When that date falls within the user's Maintenance Days Ahead period, or is overdue, a Maintenance Due (Date) reminder is shown.

As a result, the same item can have up to two separate Maintenance Due (Date) reminders, one for each Service Interval.

This reminder is determined by the Next Service (Meter) field in the Next Service Due tab on a completed Maintenance Record.

Meter-based servicing operates independently from the two date-based Service Intervals.

HirePOS uses the highest applicable Next Service Due Meter recorded against the item and compares it with the item's latest known meter reading. When the latest meter reading reaches or exceeds the Next Service Meter value, a Maintenance Due (Metered) reminder is shown.

This reminder type is ideal for equipment serviced based on usage milestones, such as distance travelled for vehicles or hours of operation for machinery.

Meter readings can be recorded from various areas of HirePOS, including invoice item meter readings, Maintenance Records, inspection checklists, and manual meter readings.

If a Maintenance Record is used to record a New Meter, older meter readings and previous meter-based service due values from before the meter replacement are excluded from the current due calculation where applicable.

Date-based and meter-based servicing operate independently.

If an item uses both Service Intervals, it can have:

• A Maintenance Due (Date) reminder for the first Service Interval

• A separate Maintenance Due (Date) reminder for the second Service Interval

• A Maintenance Due (Metered) reminder based on usage

This allows equipment to have multiple servicing requirements operating at the same time.

For example, a machine could require a minor service every 90 days, an annual service every 365 days, and a separate service once it reaches a particular number of operating hours.

If both a Date and Meter Reading are entered in the Next Service Due tab, the Reminders List can display both types of reminder independently.

Next Service Due reminders are calculated from Maintenance Records. They are not separate reminder records that need to be manually dismissed.

When a service is completed, the usual workflow is to:

1. Create or open the Maintenance Record for the service.

2. Mark the Maintenance Record as completed.

3. Enter or calculate the next applicable Next Service Date and/or Next Service Meter.

4. Save the Maintenance Record.

The new next-service value then becomes part of the calculation for the item's next reminder.

For date-based servicing, make sure the correct Service Interval is selected so the appropriate service chain is advanced.

If no later Next Service Due Date is supplied for that interval, an older overdue date may continue to generate a reminder.

Similarly, if a meter-based service has been completed but no higher Next Service Meter is recorded, a reminder may continue to appear once the equipment has reached or passed the existing due meter.

For Maintenance reminders, the number of days the system looks ahead is determined by the Maintenance Days Ahead setting found in the Options tab of the Reminders List. By default, this setting is configured to 30 days.

This setting determines how far in advance upcoming date-based maintenance is displayed.

You can also check Show maintenance in a separate tab to move maintenance reminders into their own dedicated tab for easier access.

For more information about configuring Service Intervals and the different methods available for scheduling maintenance, see Maintenance & Next Service Methods.