Managing Vehicle Out Of Service Events

Managing Vehicle Out Of Service Events


Managing Vehicle out-of-service events


Overview

This module explains how to mark vehicles as out of service for maintenance, inspections, or other downtime events. These events ensure vehicles are blocked from dispatch during unavailable periods and are reflected in system-wide reports and scheduler logic.

1. Setting Up Out-of-Service Types


Step-by-Step Instructions:

  1. Navigate to Company Setup > Vehicles > Out of Service Types.

  2. You’ll see predefined types such as:

    • Preventive Maintenance

    • Major Maintenance

    • Body Work

  3. To create a new type:

    • Enter a name (e.g., “Inspection”)

    • Click Save


These types help categorize and color-code downtime on the vehicle calendar.

2. Viewing and Creating Out-of-Service Events


To View Existing Events:

  1. Go to Operations > Vehicle Availability

  2. The calendar will show:

    • All active out-of-service entries

    • Visual bars for multi-day events (e.g., maintenance from April 1–30)


To Add a New Event:

  1. Click Create Out of Service Event

  2. Select:

    • Vehicle (e.g., Bus #161)

    • Out of Service Type (e.g., Inspection)

    • Start Date and End Date

    • Comments (optional)

  3. Click Save


The vehicle will now appear in the calendar with the out-of-service label.

3. System Impact of Out-of-Service Events

  • The vehicle will be unavailable in the Dispatch Scheduler

  • The system will warn users attempting to assign a blocked vehicle

  • These events appear in:

    • Vehicle Availability Calendar

    • Utilization Reports

4. Editing or Removing an Out-of-Service Event


Options:

  • To edit: Click on the event in the calendar and adjust the details

  • To delete: Remove the entry entirely if the event is canceled or rescheduled


You can also override the availability in emergencies, but the system will generate a warning.

5. Filtering the Calendar View


You can filter the Vehicle Availability calendar by:

  • Out-of-Service Type (e.g., only view Inspections)

  • Specific Vehicle (e.g., Bus #161)


This helps track fleet downtime across multiple categories and quickly identify vehicle availability for upcoming dispatches.

Best Practices

  • Keep event types consistent for accurate reporting

  • Schedule preventive maintenance in advance to reduce surprise downtime

  • Use filters to monitor overlapping service periods across your fleet




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