---
title: Requesting and Tracking a PM Appointment (Customer Portal)
description: Request a preventive-maintenance visit from your customer portal, offer up to 3 preferred dates, and track the appointment until the shop confirms it.
---
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1. [MetaFleet Answer Hub](https://support.metafleet.ai/?hsLang=en)
2. [Dispatch & Scheduling](https://support.metafleet.ai/dispatch-scheduling?hsLang=en)
3. [Preventative Maintenance](https://support.metafleet.ai/dispatch-scheduling?hsLang=en#preventative-maintenance)
# Requesting and Tracking a PM Appointment (Customer Portal)
## From your customer portal, ask your shop to schedule preventive maintenance, then follow the request from Requested to Done.
**For:** Fleet customers · **Where:** Your customer portal, **Appointments** · **Time:** ~2 minutes
### Quick summary
1. Go to **Appointments** and click **Book an appointment**.
2. Choose **Preventive maintenance**, pick your trucks, and set where the work should happen.
3. Offer up to 3 dates and click **Send request**.
4. Follow it under **Appointments**: **Requested**, then **Confirmed**, then **Past**.
### Before you start
- You need access to your fleet's customer portal. Sign in with your email. The portal emails you a 6-digit code. There's no password.
- The list shows the trucks on your account. Add a missing truck under **Vehicles** in your portal settings before you book, or ask your shop to add it.
### Open the booking form
Click **Appointments** in the menu, then click **Book an appointment**. The form has 5 numbered sections.
### Choose what you need and which trucks
Under **What do you need?**, click **Preventive maintenance**. You can add **Inspection** to the same request. If you add **Inspection**, also tick at least one inspection form in the list that appears. **Repair** is booked on its own.
Under **Which trucks?**, check one or more trucks. If your shop has set up vehicle groups for you, a **Load a group** list appears above the trucks. Pick a group to check all its trucks at once.
### Set the location and add notes
Under **Where should the work happen?**, pick a **Service area** from the list, or switch to **Specific address** and type one. Under **Anything the shop should know?**, describe the problem or anything the shop should prepare for. Notes are optional.
### Offer up to 3 dates and send
Under **When works for you?**, pick a date and a time window: **Morning**, **Afternoon** or **Flexible**. Click **Add another date** to offer a second and third choice. Then click **Send request**.
> **The shop picks one of your dates.** Your request doesn't book a time by itself. The shop confirms one of your dates within one business day.
### Track your appointments
After you send, the portal returns to **Appointments**. The tabs are **All**, **Requested**, **Confirmed** and **Past**, each with a count. Each row shows the service and the truck or trucks, the location, the status and when you sent it. On **All**, appointments are grouped under **Coming up** and **Past & cancelled**. Use the search box to find a unit or a reference number.
### Open an appointment
Click a row to open it. The page shows a **Reference** number, the dates you asked for, the location, your trucks and your notes. The **Progress** panel tracks **Requested**, **Confirmed**, **In progress** and **Done**. Once the shop confirms, the date and time show under **Confirmed**.
Click **Message** (the button carries your shop's name) at the top right to write to the shop about this appointment. While the request is **Requested**, you can click **Cancel request** if your plans change. Once it is **Confirmed**, click **Message** on the appointment and ask the shop to change or cancel it. You can send a new request any time.
> **You get an email when the shop confirms.** You don't need to keep checking the portal.
### Troubleshooting
| Symptom | Likely cause | Fix |
| --- | --- | --- |
| I can't send the request | A required section is empty | Pick at least one truck, a service area or address, at least one date, and an inspection form if you chose Inspection. |
| My truck isn't in the list | It isn't on your account yet | Add it under **Vehicles** in your portal settings, or ask your shop, then book again. |
| My request still says Requested | The shop hasn't confirmed yet | The shop confirms within one business day. Check the **Confirmed** tab, or click **Message** on the appointment. |
| I need to cancel | Plans changed | While it says **Requested**, open it and click **Cancel request**. Once it is **Confirmed**, click **Message** on the appointment and ask the shop to change or cancel it. |
### FAQs
**Can I request service for several trucks at once?**
Yes. Check as many trucks as you need under **Which trucks?**, or pick a saved group from **Load a group** if your shop set one up for you. Preventive maintenance and inspection can share one request. Repair is booked separately.
**Will I get the exact date I pick?**
You offer up to 3 dates. The shop confirms one that works and tells you.
**How do I know it's confirmed?**
The appointment moves to the **Confirmed** tab, and the shop emails you.
### Related articles
- [PM-Due Notifications & Reminders](https://support.metafleet.ai/pm-due-notifications-reminders?hsLang=en)
- [Book a PM, Inspection or Repair Appointment](https://support.metafleet.ai/scheduling-a-pm-appointment?hsLang=en)
- [Confirm, Decline, Reschedule & Cancel Appointments](https://support.metafleet.ai/confirm-decline-reschedule-cancel-pm-appointments?hsLang=en)
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