Setting Up Vehicle Maintenance Alerts

Vehicle maintenance alerts are essential for ensuring that your fleet remains compliant and in optimal condition. Setting up these alerts in BigChange will notify you when a vehicle is nearing its MOT, Road Tax, Service, or Insurance renewal date.

How Can Vehicle Maintenance Alerts Help?

• Ensure timely renewals for MOT, Road Tax, Service, and Insurance.
• Avoid penalties and downtime due to expired documents.
• Maintain a well-serviced and compliant fleet.

Alert Setup

Follow these steps to set up a vehicle maintenance alert in BigChange:

1. Navigate to the Alerts in the top menu.
2. Select the 'Create a new alert' button.
3. Fill in the form.

Popup form

Your alert creation window should appear as shown below:+

1 - Send an alert when

1 - Who

Choose from the following options:

• Any Vehicle
• Specific Vehicle (select from the list)
• Any Vehicle in a Group (select a group from the list)

2 - What

Choose the option:

• Has a maintenance activity: (select an activity) expiring.
  • Any activity (this will trigger an alert for all the activities)
  • MOT
  • Road Tax
  • Insurance
  • Service

You can choose to be notified about one or all of the activities by selecting (select an activity).

3 - When

Select the (X) and input the number of days before the maintenance activity's due date.

For example, if you want to be notified a month before an MOT due on 30.11.2024, set the number of days to 30. You will then receive the alert on 31.10.2024.

2 - Select recipient(s)

Send to

Input all the necessary recipients of the alert.

• You can add recipients by typing the Web User or Resource name.
• If a recipient is not on the system, you can type in their email or phone number and add them by hitting comma. You can add multiple recipients this way.

3 - Review or edit the message that will be sent

Message

A preview of the alert message will be displayed, which you can edit and personalise if needed.

All fields in this preview in a blue box are example fields that will update based on parameters when each alert incident occurs.

Service Odometer / Distance Alerting

Based on collected tracking data, we estimate that a vehicle drives approximately 310 miles daily. Therefore, any alerts set intended for alerting on service distance should take this into account.

• Formula: Alert Trigger Odometer = Service Odometer - (310 x number of days set on the alert)

For instance, if an alert is set for 30 days, it will trigger 9,300 miles before reaching the defined Service Odometer.

Service maintenance alerts will only be triggered if values for these activities are entered for vehicles in the Fleet & Resources Tab. To do this:

1. Navigate to the Fleet & Resources Tab.
2. Select a Vehicle and choose to View it.
3. In the pop-up that appears, add values in the fields on the Detail tab.
4. Select the Save button to store these values on the system, ready to trigger any active vehicle maintenance alerts.

Conclusion

Setting up vehicle maintenance alerts in BigChange ensures that your fleet remains compliant and well-maintained. Follow the steps outlined in this article to configure and activate these alerts.