Maintenance Tracking

The Maintenance feature helps you stay on top of recurring and one-off service tasks for each car in your garage. Open a car's detail page and choose Maintenance -- it opens on Service schedule, the first of its three views (then Service history and Documents). It has two parts, one above the other: Oil, fluids, and intervals (what the car counts toward) and Shop visits (what you have booked).

Oil, fluids, and intervals

Each row is a tracker: something the car wears out or uses up, with a target like "every 3,000 miles". Engine oil, brake fluid, coolant, differential, and gearbox oil are always listed; the pencil sets their interval. New tracker adds your own -- wheel bearings, a clutch, the battery, belts, harness dates.

When you add one, What are you tracking? is a searchable list of common items, from spark plugs and the battery to harnesses. Picking one fills in its name and a suggested interval (without overwriting numbers you already typed), and any service you log of that item's type resets it -- a spark plug replacement logged from Service history resets Spark plugs. A car tracks each item once: adding Spark plugs again updates the one you have. Choose Custom for anything not on the list and name it yourself. Tick Not done yet for work you know hasn't been done since you got the car: the tracker counts from the last time your logbook shows it done, or shows Never logged until you log it, instead of counting from today.

Trackers always repeat: each time you log one, the count starts over. If the car already had the work done but your logbook doesn't show it, fill in Last done with the date -- plus the odometer reading from then for a tracker that counts miles, or the engine hours for one that counts hours -- and the tracker counts from there, with no service to log first. Track days and heat cycles count from that date. A service you log on or after that day takes over; an older one goes into Service history without moving the count. The car's readiness checks, its Last service line in the garage, and Crew Chief all read the same date, so none of them names the older service. Last done and Not done yet are either-or: fill in one, and the other is unavailable until you clear it.

Doing something just once? A tracker isn't the place for it. The editor's Just once? line links to Add a to-do, which opens the car's To-do on the Overview, and schedule a visit, which opens Schedule service.

A row shows how far along the car is: a bar, the count against each limit (for example 1,760 / 3,000 mi · 1 / 4 track days), and what's left (1,240 mi left). The bar turns yellow once the tracker reaches its due-soon mark and red once it is overdue. Never logged means there is nothing to count from yet -- log it once and the count starts. No reading yet means there is nothing to measure against (a miles tracker on a car with no odometer reading), and Can't tell yet means a count may already be past its target but there is too much history to be sure -- neither is a sign the tracker is fine. A row also names the product its last service used, such as the oil.

Count by

• Miles -- driven since the last log (e.g., every 5,000 miles)
• Months -- since the last log (e.g., every 24 months)
• Track days -- whole events since the last log. A track day counts once no matter how many sessions you run that day, so use this for work you do per event. For a multi-day event, each day you attended counts.
• Heat cycles -- sessions run since the last log (e.g., every 30 heat cycles). Only sessions you actually ran count -- planned sessions and ones marked as didn't run don't.
• Engine hours -- from the engine hours you record with an odometer reading (the hero's Odometer stat). A tracker you add before the car has any engine hours recorded starts counting from the first reading you log

Set a second limit under Or, whichever comes first -- "every 3,000 miles or 4 track days" is due at whichever it reaches first. Flag it as due soon at picks when the tracker warns you: at 70%, 80% (the default), or 90% of the way there.

Street cars (set from the car's menu) hide track days and heat cycles, since they don't apply. Nothing is deleted: switch back to a track car and they return.

Log, edit, and history

• Log (the label follows the service: Log change, Log flush, Log it) records the date, odometer, cost, the shop that did it, and a note. A tracker that counts engine hours also asks for the engine hours at the service; they can't be lower than the last reading on or before the service date, and the count restarts from them. Logging adds the entry to Maintenance → Service history, named after the tracker, and restarts the count -- even while the tracker is paused, so it picks up from that service when you resume it.
• Book (the calendar icon) appears on a tracker that is due soon or overdue. It opens the same scheduling form as a shop visit -- pick the date, and optionally a time and shop -- and the booking then shows under Shop visits. A date on its own is enough to book it.
• The pencil edits the interval, the second limit, and the due-soon mark. Pause tracker stops it raising due items until you turn it back off; a paused tracker keeps its history and shows a Paused chip. Your own trackers can also be renamed or deleted there; deleting a tracker keeps the history you logged, and a visit you already booked for it stays under Shop visits. Clearing the last interval keeps that booking too -- including At the shop and other jobs on the same visit. A tracker set up with more than two limits shows them read-only here -- the rest of its settings still edit.
• Each row reads its rule and when it flags due ("every 3,000 mi or 6 track days · due soon at 80%"), a bar, and what's left. Click the tracker's name to expand its history: each past log with its date, mileage, shop and cost, and a link to the record or its receipt.

Trackers are your maintenance rules -- there is no separate rules list. Once a tracker passes its due-soon mark it shows in the car's Overview under Needs attention (with Log right there) and under Due soon on the fleet Service page; once past its limit it moves to Overdue and counts toward the Service badge in the sidebar. Logging it resets the count and adds the entry to Service history.

Example trackers

How trackers raise due items

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.

For typed services (oil change, tire rotation, and similar), TrackOut keeps one open next reminder at a time. Creating or accepting another recommendation for the same service reuses the existing open item instead of stacking duplicates; the following occurrence appears only after you complete the current one. Generic catch-alls like general service can still have more than one open item.

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 -- by type, or because you ticked the item under Maintenance items this covers. 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. Gearbox oil counts transmission-fluid services too. Deleting a log of one of your own trackers pulls it back to its previous log, or to when you added it if that was the only one. No need to mark the reminder complete by hand.

A custom tracker counts only from its own logs. Logging one never resets another, and a service record logged elsewhere moves one only when you tick it under Maintenance items this covers -- otherwise use the tracker's Log button. A tracker picked from the list also resets from any service of its type.

The car's Overview shows the same trackers under Oil, fluids, and intervals -- each with its interval, what's left and a bar, anything due listed first. Manage or any row opens the Service schedule, where you log or edit them; a tracker that is due also shows in Needs attention with Log right there. In Service history, a record's Repeat opens the tracker editor on the Service schedule with that service already picked -- or the tracker that already follows it.

Asking Crew Chief what's due reports each active item's progress on those intervals -- not only the next reminder -- and always agrees with the Service schedule: due soon uses each tracker's own warning mark. Agents can also name the item (engine oil vs. gearbox oil), treat extra matching service types as a reset, or start counting only after the first logged service. See MCP maintenance tools.

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:

At the shop

When you drop a car off for service, mark the reminder At the shop -- Dropped off at the shop in a booked visit's ··· menu under the car's Maintenance → Service schedule. While it is at the shop the reminder reads At the shop in teal instead of overdue, the car's photo shows an At shop badge instead of Service, the garage lists it under Up next, the fleet Service page lists it first in Scheduled (never Overdue or Due soon), the car's Up next bar leads with it ("At the shop since Sep 29"), the car's Shop visits keeps it pinned at the top with a teal At the shop chip, and it no longer counts toward "due" totals or appears in reminder emails. Logging the service clears it. If the car comes home without the work done, use the undo control (or Back from the shop) to return the reminder to its normal due state.

When the distance-units rollout reaches your account, odometer and service-mileage labels follow your Miles or Kilometers preference from Settings -- on garage cards, the Logbook, maintenance reminders (including Upcoming Maintenance), parts, tires, and Crew Chief. Mileage you type stays in that display unit while you edit. Until then, all mileage values display in miles.

Reminder emails

TrackOut emails you about work that is coming due, so a reminder does not depend on you opening the app. Three emails cover the schedule:

• A week ahead -- a heads-up the first time a dated reminder falls inside the next seven days, listing what is coming and for which car. Each item sends this once per due date, so rescheduling a visit arms a fresh notice.
• Overdue and due-soon digest -- a rollup of anything past due or due within a week, plus tech/safety inspections expiring within 30 days. It is grouped by car and sent at most once every six days.
• The day before a booked visit -- for reminders with a scheduled shop visit, a single email covering the appointment time, location, and shop.

Reminders due by mileage rather than by date appear in the digest once you are within 500 miles, but not in the week-ahead email: an odometer does not advance on a predictable schedule.

Every maintenance email carries an unsubscribe link, and Settings has a Maintenance reminders toggle for the whole category. Turning it off stops all three.

Shop visits

Shop visits sits below the trackers on a car's Maintenance → Service schedule: booked appointments with a date and a shop. Schedule service books one; the ··· beside it holds Generate plan, Import, and Add service. Open it from the car's Maintenance tab, the Overview's Up next card, or the next-service banner.

A month calendar sits beside the list. Booked visits show as dots on their day -- orange for overdue, amber for due now, teal for upcoming, and a soft teal for work already logged. Picking a day narrows the list to it; the chip under the calendar clears the filter again.

The list shows the focused month's bookings in date order, each a card with its time and shop. A missed booking stays at the top whichever month you page to. Visits booked in a later month are listed under Booked beyond this month; clicking one jumps the calendar to it. A one-off reminder you added without a date collects under Needs a date, with Schedule to book it. Each booking is a card with its date, the work, and where and when ("Precision Autosport · Fri 9:00"), plus Reschedule, Mark done, and a ··· menu with Dropped off at the shop (or Picked up), Cancel visit, and Delete. Cancel visit takes the booking off the calendar but keeps the service: it goes back to its tracker's row, or under Needs a date. A visit booked for several trackers at once (an alignment and a corner balance, say) is one card naming all of them, and Mark done logs one service that resets every one of them. The month ends with Logged -- the appointments already completed, each on the day the work was done, kept as history with no actions on them. Deleting the visit's entry in Service history (or the tracker) removes it from Logged too.

Due items a tracker raised appear here only once you book them -- use Book on the tracker's row above; until then they live on that row.

To search booked visits across all your cars, use the Service page.

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

Completing due service with a receipt

When you Log a due reminder from the car's Up next panel, you can attach an optional receipt or photo during quick log. Accepted formats are PDF and images up to 25 MB. The file is stored with the new Logbook entry as-is -- no OCR runs on this attachment step.

If the upload fails after the reminder is already marked complete, TrackOut keeps the completed service and shows an error so you can retry attaching the document from the Logbook entry.

Choosing Create service record instead opens the full service form, which has its own document attachment field.

Up next

The next booked service (and the next track day) sits on the car's Overview as Up next -- for example "Summit Point Main · Oct 18 · Alignment + corner balance · Oct 9". Click it to open Driving when a track day is next, or Maintenance → Service schedule for the visit. The fleet Service page lists overdue, booked, and due-soon work across every car. See Overview.

Service and shop visits

The fleet Service page lists every car's service in three sections: Overdue, Scheduled (booked, with a date), and Due soon (not booked yet). A tracker's own due date is not a booking: until you book it with a shop, time, or place it sits under Due soon or Overdue by its progress, the same as on the car, and a tracker that isn't near due yet stays on the car. Book, reschedule, or mark done from there; each row opens the car's Maintenance → Service schedule.

From Service, the Overview Up next line, or the car's Maintenance → Service schedule, you can create a one-off, date-anchored visit for state inspections, registration renewals, alignments, or pre-booked shop appointments.

A car keeps one open item per kind of service. If you later add a tracker for the same service as a booked one-off (an Alignment tracker over a booked alignment visit, say), the tracker takes over that booking: the visit keeps its day, time, shop, place, note, drop-off, and every other piece of work booked with it. A visit that already qualified for an appointment reminder does not get a second one after the takeover.

Work that already has its own booking -- its own day, time, and shop, even with no other jobs on that visit -- stays there. Add to booking and Also do on another visit refuse it instead of moving it. Logging a matching service from history or a to-do does not mark that booked visit done -- use Mark done on the visit.

When scheduling a visit, you can attach a shop or installer from your list. To add a new shop, add it from a service record's shop field when you log work there; it then appears in the visit's Shop list.

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 the uppercase form of any service type from the service type catalog in the Service Type column. Common values: OIL_CHANGE, TIRE_ROTATION, BRAKE_INSPECTION, BRAKE_PAD_REPLACEMENT, BRAKE_FLUID_FLUSH, BRAKE_BLEED, COOLANT_FLUSH, TRANSMISSION_FLUID, AIR_FILTER_REPLACEMENT, CABIN_FILTER_REPLACEMENT, SPARK_PLUG_REPLACEMENT, ALIGNMENT_CHECK, CORNER_BALANCE, HARNESS_REPLACEMENT, GENERAL_SERVICE.

Import flow

1. In Maintenance → Service schedule, open the ··· menu beside Schedule service and choose Import
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 Maintenance → Service history, 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 trackers, not reminders -- A tracker counts toward its next due item on its own after every log, so you only set it 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.