Maintenance Tracking

The Maintenance feature helps you stay on top of recurring and one-off service tasks for each car in your garage. Access it by navigating to a car's detail page and selecting the Maintenance tab.

Maintenance rules

Rules define recurring service intervals that automatically generate reminders when service is due. Each rule is tied to a specific service type and can be configured with mileage intervals, time intervals, or both.

Interval types

• Mileage intervals -- Trigger based on miles driven since the last service (e.g., every 5,000 miles)
• Time intervals -- Trigger based on months since the last service (e.g., every 6 months)
• Both -- Whichever threshold is reached first generates the reminder

Quick presets

Common maintenance intervals like "Every 5,000 mi / 6 months" can be applied with one click using the preset buttons. This saves time when setting up standard service schedules.

When you tap Add Rule on the car's Maintenance tab, the dialog opens in repeating mode by default so you can set up an interval rule without switching away from one-off reminders first.

Example rules

How rules generate reminders

When you complete a rule-based service reminder, the next reminder is automatically generated. The new reminder uses the actual mileage recorded at the time of service as its anchor point, ensuring intervals stay accurate even if you complete service slightly early or late.

If the service mileage is higher than the car's current odometer, TrackOut also advances the odometer to that confirmed mileage. This keeps the next reminder's miles remaining tied to the rule interval instead of drifting because the car mileage is stale.

For time-only intervals, reminders anchored on the 29th, 30th, or 31st roll forward to the last valid day of shorter months instead of spilling into the following month.

Reminders also re-anchor automatically whenever you log, edit, or delete a service record that matches an active rule. The open reminder for the rule recomputes against the most recent matching service in the car's history, so reclassifying a past service to "Oil change" updates the open Oil Change reminder right away -- and removing the latest matching record pulls it back to the prior service. No need to mark the reminder complete by hand.

Punch-list tasks use the same service types. When you add a task like "Oil change" or "Brake pads," TrackOut auto-detects the likely type so completing that task into the Logbook can advance the matching rule instead of saving it as generic service. You can confirm or change the type before logging, and TrackOut highlights types that already have an active schedule.

When you use a casual logging flow -- such as quick-logging a punch-list item or using Log all to Logbook -- TrackOut shows an Advance the matching maintenance schedule checkbox when the entry would reset an active rule. Keep it checked for real completed maintenance. Turn it off for informational entries, top-offs, inspections, or notes that should stay in the Logbook without moving the next due reminder.

Service reminders

Reminders are individual upcoming service tasks. They are sorted by urgency using a color-coded system:

When the distance-units rollout reaches your account, mileage thresholds and miles-remaining readouts on reminders -- including the Upcoming Maintenance card on the car detail page -- follow your Miles or Kilometers preference from Settings. Until then, all mileage values display in miles.

Maintenance plan sheet

Open Maintenance plan from the car page or the next-service banner to review the selected car's schedule in one focused sheet.

The Schedule tab groups reminders into:

• Due soon -- overdue, due-now, and near-term work that needs attention first
• Later this year -- scheduled or mileage-based work expected within the current year
• Later -- longer-range reminders that are not urgent yet

The Rules tab shows recurring schedules as cards with a service-type icon, interval details, and a toggle for activating or pausing each rule. Pausing a rule keeps the rule saved but stops it from creating active reminders until you turn it back on.

Creating reminders

Reminders can be created in three ways:

1. Automatically from maintenance rules when a previous service is completed
2. Manually by creating a one-off reminder for tasks like vehicle inspections or registration renewals
3. Via CSV import for bulk schedule setup

Next Service banner

The next due reminder for the active car is always visible as a persistent banner above the car's detail tabs -- Logbook, Setup, Parts & Consumables, Documents, and Wear. The banner shows the reminder's description and trigger (date, mileage, or both), and gives you one-click access to Mark complete or to open the full Maintenance schedule sheet without leaving whichever tab you're on. See Garage Management for the full layout.

Service Schedule and shop visits

The fleet-wide Service Schedule brings dated reminders and unscheduled due work together. Reminders with a due date appear on the calendar; reminders that are due by mileage or time but do not have a date yet appear in Upcoming & due, where you can schedule them or add them directly to a selected day.

From the Service Schedule, the car dashboard's Next service card, or the Maintenance plan sheet, you can create a one-off, date-anchored visit for state inspections, registration renewals, alignments, or pre-booked shop appointments.

When scheduling a visit, you can attach a shop or installer. If the shop is not in your list yet, use the + button beside the selector to add it inline without leaving the form.

CSV import

You can bulk import a maintenance schedule from a CSV file. This is useful when setting up a new car or migrating from another tracking system.

Expected format

The CSV file should include a header row and the following columns:

Example CSV:

Due Date, Service Type, Mileage, Description, Notes
2025-06-01, OIL_CHANGE, 55000, Oil Change, Use synthetic 5W-30
2025-08-15, BRAKE_INSPECTION, 58000, Brake Inspection, Check pad thickness
2025-09-01, TIRE_ROTATION, 60000, Tire Rotation,
2025-12-01, COOLANT_FLUSH, 65000, Coolant Flush, Use OAT coolant

Common service type values

Use these values in the Service Type column: OIL_CHANGE, TIRE_ROTATION, BRAKE_INSPECTION, BRAKE_PAD_REPLACEMENT, BRAKE_FLUID_FLUSH, COOLANT_FLUSH, TRANSMISSION_FLUID, AIR_FILTER, CABIN_FILTER, SPARK_PLUGS, GENERAL_SERVICE.

Import flow

1. Click the Import CSV button on the Maintenance tab
2. Select your CSV file
3. A preview table shows all parsed rows with validation status
4. Valid rows show a green checkmark; rows with errors are highlighted in red
5. Rows with errors will be skipped automatically during import
6. Review the preview and click Confirm to import the valid rows

Schedule follow-up

From the Service Records tab, you can schedule a follow-up reminder directly from a completed service record. This pre-fills the new reminder with the service type and description from the original record, making it quick to set up the next occurrence.

This is especially useful for services that do not follow a regular rule-based interval but still need periodic attention.

Completing related work

When you complete a typed punch-list item into the Logbook, TrackOut also clears other open, unscheduled work of the same type for that car. For example, logging an oil change from one punch-list item can close another open oil-change task or one-off oil-change reminder and link it to the same service record.

Scheduled rule reminders stay on cycle: they are advanced to the next interval instead of simply disappearing. Generic service entries do not close specific work, because TrackOut cannot know which task they represent.

Tips

• Start with rules, not reminders -- Rules automatically regenerate reminders after completion, so you only set them up once. Use manual reminders for one-off tasks like vehicle inspections.
• Record mileage accurately -- The next reminder interval is anchored to the mileage you enter when completing a service. If you estimate, future reminders may drift.
• Confirm service types when quick logging -- The detected type controls which schedule advances and which matching open tasks close.
• Use the Crew Chief for receipt processing -- Upload a service receipt to the Crew Chief chat and it will extract the vendor, date, cost, and service type, then offer to create a service record for you.
• Check all cars from the dashboard -- The home dashboard shows overdue and upcoming reminders across your entire fleet, so you do not need to check each car individually.