Before you start
- The vehicle must be enrolled in a PM program.
- You need Manage appointments to book a PM.
- The Due Soon window is set per program.
Quick summary
- Go to Service › Reminders to see every enrolled vehicle's next PM with an Overdue, Due Soon or OK status.
- The next due date drives the status. The meter reading is shown for information only.
- Click Schedule on a row to book the PM. Booking is what makes MetaFleet email the customer.
- Each program sets how early a vehicle shows as Due Soon. That window is for your team only. It emails nobody.
The Reminders board
Go to Service › Reminders. The board lists every enrolled vehicle's next PM, by program. Use the All, Overdue, Due Soon and OK buttons to filter. Each button shows its count.
Each row shows the program, the vehicle, its status, the next due date and meter, and a Schedule button.
How due status is calculated
- Next Due (Date): The date the next PM falls due, from the program's time interval and the vehicle's service history. The number of days left shows next to it.
- Next Due (Meter): The mileage at which the next service falls due. It shows how far the vehicle is under or over. It's for information and doesn't change the status.
- Status: OK, Due Soon or Overdue, based on the due date alone.
Mileage doesn't drive status. A vehicle that is over its mileage but still inside its date interval stays OK. Watch the Next Due (Meter) column if mileage matters to the customer.
A program's cadence can say Whichever comes first. That sets the Next Due (Meter) figure on the board. The status itself still follows the date.
Set how early a vehicle shows as Due Soon
Each program has its own window. The default, 2 weeks ahead, is the longest window. Pick 1 week ahead or 4 days ahead if vehicles show up under Due Soon earlier than your team needs.
- Go to Settings › PM & Inspections and open the Service Programs tab.
- Click the program, then click Edit program.
- Click Continue → until you reach step 3, Cadence & billing.
- Under Show up for scheduling, pick 2 weeks ahead, 1 week ahead or 4 days ahead.
- On step 3, click Save program.
The Show up for scheduling buttons set how far ahead a due vehicle appears under Due Soon.
Schedule from a reminder
Click Schedule on a row. The New Appointment page opens with that vehicle and program already filled in and PM Service selected. Pick the time and finish booking. For the full steps, see Book a PM, Inspection or Repair Appointment.
See it elsewhere too. The Vehicles list has Next PM Due and PM Status columns. Vehicles that aren't enrolled show Not enrolled and No PM program.
Customer reminder emails
You don't have to watch the board to keep customers informed. Once a PM is booked and confirmed on the calendar (the appointment's status is Confirmed), MetaFleet emails the company's Owner, Manager and Operations contacts that the PM is coming up. A company with several booked vehicles gets one email that lists them all. Each stage sends once.
Reminders are about booked appointments. A vehicle that is due but has nothing on the calendar gets no customer email. It still shows as Due Soon or Overdue on the board for your team. If a customer should get a reminder, book the appointment first.
Reminder emails are on by default. Each email has a one-click unsubscribe link. A contact who unsubscribes, or whose email updates are turned off, doesn't receive them.
Reminder timing isn't editable. You can't change when the customer emails go out. The program editor has no setting for it. The only window you control is Show up for scheduling, and it emails nobody.
Troubleshooting
| Symptom | Likely cause | Fix |
|---|---|---|
| A vehicle isn't on the board | It isn't enrolled in a program | Enroll it in a PM program (see Enrolling Vehicles in a PM Program). Vehicles that aren't enrolled show No PM program on the Vehicles list. |
| Status is OK but the vehicle is over its mileage | Status follows the due date. Mileage is for information | Check Next Due (Meter) and book the PM yourself. |
| Status shows OK but I expected Due Soon | The program is set to 1 week ahead or 4 days ahead | Set it back to 2 weeks ahead (see above). |
| A vehicle is due but the customer got no email | Nothing is booked yet | This is expected. Book the PM and confirm it. The customer email follows the booked appointment. |
| A customer didn't get a reminder for a booked PM | The contact unsubscribed, has email updates off, or isn't an Owner, Manager or Operations contact | Check the contact's role and email-update setting. An earlier one-click unsubscribe turns these emails off. |
FAQs
When does a customer get a reminder email?
Only after a PM is booked and confirmed on the calendar. A vehicle that is due but unbooked gets no customer email. Book it first.
Are reminder emails on by default?
Yes. Nothing sends until a vehicle is enrolled and a confirmed appointment exists, so the default can't flood anyone.
Do reminders go out automatically?
Yes. Once a PM is booked, the emails go out on their own. You don't send them by hand.
Date or mileage: which makes a vehicle due?
The date. The board shows the meter reading for information, and it doesn't change the status.
Can customers opt out of reminder emails?
Yes. Every email has a one-click unsubscribe link, and a contact's email-update setting also controls whether they receive them. Unsubscribing also silences other marketing emails for that contact.
Does the Show up for scheduling window email the customer?
No. It only controls when the vehicle appears under Due Soon for your team.