Never miss another service or inspection with automated schedules and reminders

Manually planning schedules for inspections, servicing and MOTs can be a headache.

Each vehicle in your fleet probably needs annual bookings (such as their MOT), as well as regular inspections and servicing. Services and inspection bookings might be based on:

  • Date: for example, an HGV’s six-weekly inspection
  • Mileage: a particular vehicle type may need a service every 2,500 miles for instance
  • Combined Date & Mileage:  a service inspection at 2,500 miles or 6 weeks, whichever comes sooner.

It can be hard to schedule all the bookings required for every vehicle, whilst making sure enough vehicles are kept in use to minimise disruption. When bookings are missed, vehicles aren’t compliant with safety and roadworthiness standards and are more likely to break down – resulting in even more disruptive time off the road.

The easiest, and most efficient, way to cut out the paperwork (and headache) involved in service and inspection scheduling is to automate it.

Automated-Booking-Schedules-Vehicle-Bookings

Automate your inspection, maintenance & service schedules

Stream Check automatically schedules vehicle, plant machinery and equipment inspections and bookings, enabling you to:

  • Create schedules for each booking type
  • Assign those schedules and booking types to each vehicle type
  • Populate schedules automatically, based on date and/or mileage, for each vehicle.

With automated inspection and booking schedules, Stream Check helps you to manage your fleet, and keep your vehicles compliant and roadworthy.

Downtime is reduced, as vehicle servicing, inspections and other bookings are planned and forecast.

Never miss an inspection, as they are not only scheduled into the system but reminders can be configured to be sent when bookings are nearing.

How it works

How date & mileage-based bookings are automatically scheduled

It is easy to see how purely date-based bookings are scheduled (the MOT takes place annually on 5th December, and a reminder is sent out one week before, for example).

Bookings based on mileage are calculated based on the mileage entered when the driver completes their daily walkaround checks, and a reminder can be sent when the vehicle has 500 miles remaining before its next inspection is due.

For bookings based on a combination of date and mileage, schedules are calculated based on whichever comes soonest.

An example, based on an inspection that is required 6 weeks or 2500 miles after the last inspection:

Inspection 1:

  • Marked as complete on 3rd September (1,856 miles)
  • The next six inspections are scheduled for 15th October, 26th November, 7th January, 18th February, 1st April and 13th May.

Inspection 2:

  • A reminder is sent via email on 8th October (five weeks after the last inspection was completed)
  • Marked as complete on 15th October, as planned, at 1,940 miles
  • The next six inspections are scheduled for 26th November, 7th January, 18th February, 1st April, 13th May and 24th June.

Inspection 3:

  • A reminder is sent via email on 19th November (five weeks after the last inspection was completed), at 7,000 miles. On 22nd November the vehicle has travelled 2,000 miles, so a reminder is sent via email but, as the inspection is due in only four days and the vehicle is only scheduled to travel another 30 miles before then, the reminder is dismissed
    • Marked as complete on 26th November, as planned, at 2,032 miles
  • The next six inspections are scheduled for 7th January, 18th February, 1st April, 13th May, 24th June and 5th August.

Inspection 4:

  • December has been a busy month and more miles were covered than normal: On 23rd December (only four weeks after the last inspection was completed) the vehicle has travelled 2,000 miles, so a reminder is sent via email and the inspection date is moved forward, as the vehicle is scheduled to travel over 500 miles in the two weeks before the inspection is scheduled
  • Marked as complete on 31st December, a week before it was scheduled, at 2,385 miles
  • The next six inspections are automatically moved forward by a week and are now scheduled for 11th February, 25th March, 6th May, 17th June, 29th July and 9th September.

View bookings & get proactive notifications

You can easily see bookings for inspections, MOTs and servicing in a calendar or list view, to see completed, scheduled or missed bookings for your whole fleet at a glance.

You can also receive automated advance notifications for vehicle bookings that need to be scheduled, and for booking dates that have passed without the booking being marked as complete.

  • A number of weeks or miles before a booking is due (if no booking has been scheduled or planned yet)
  • When the scheduled booked date for a booking has passed and the booking has not been marked as complete
  • When the due date/mileage for a booking has passed and the booking has not been marked as complete

View vehicle bookings in a calendar

In the vehicle and asset management module, you can easily view inspections, MOTs, services, maintenance schedules and other bookings for your entire fleet in a calendar view.

Viewing bookings in a calendar gives you an overview of the status of every booking at-a-glance.

At-a-glance prioritisation

This overview makes it easy to manage and prioritise the tasks associated with vehicle maintenance, thanks to a colour-coding system:

  • Bookings shown in red are overdue, so an action is urgently required
  • Expected upcoming bookings are shown in orange – these may require action
  • For bookings with no action required:
    • Scheduled bookings are shown in light green
    • Complete bookings are shown in dark green

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Customise views to suit your workflow

As standard, the bookings calendar view displays by calendar month, but you can also display a weekly calendar.

And if you’d prefer, a task list per day, per week and per month can also be displayed.

You can further refine the view by creating a search and click into a specific day or a specific booking to view all details.Vehicle-Bookings-Schedule

Proactive booking reminders

Even with a visual calendar and simple prioritisation, sometimes things could slip through the net.

That’s why Stream can also be configured to send out automatic notifications when action is required against a booking, for example for vehicle bookings that need to be scheduled, and for booking dates that have passed without the booking being marked as complete.

By combining a colour-coded calendar view with proactive reminders, you can vastly reduce the risk of your vehicles missing scheduled bookings and becoming non-compliant, or even unsafe.