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.

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.

Service reminders

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

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

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.

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.
• 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.