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BayTrack Maintenance
BayTrack MaintenanceBuilt by a diesel mechanic
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Preventive Maintenance

Schedule recurring maintenance by time, mileage, or engine hours to keep your fleet running.

Overview

Preventive maintenance (PM) schedules help you stay ahead of repairs by scheduling service before problems occur. BayTrack tracks when maintenance is due and can automatically generate work orders.

  • Time-based — Every 30 days, 90 days, annually, etc.
  • Mileage-based — Every 15,000 miles, 25,000 miles, etc.
  • Engine hours — Every 250 hours, 500 hours, etc.

Creating PM Schedules

Create a schedule

  1. 1

    Go to Maintenance

    Click Maintenance in the sidebar.
  2. 2

    Click New Schedule

    Click New PM Schedule.
  3. 3

    Select the asset

    Choose which asset this schedule applies to.
  4. 4

    Define the service

    Enter what maintenance should be performed (e.g., "Oil Change", "DOT Annual Inspection").
  5. 5

    Set the interval

    Choose the trigger type and interval:
    • Time — Select days, weeks, or months
    • Mileage — Enter miles between service
    • Engine Hours — Enter hours between service
  6. 6

    Set the baseline

    Enter when the service was last performed (or will first be due).
  7. 7

    Save

    Save the schedule. BayTrack will track when it's next due.

ℹ️ Multiple schedules per asset

An asset can have many PM schedules — oil changes, tire rotations, annual inspections, etc. Each is tracked independently.

Tracking Due Dates

BayTrack calculates when each PM is due based on your schedule:

  • Dashboard — See upcoming and overdue PMs at a glance
  • Maintenance list — Filter by status (Due Soon, Overdue, etc.)
  • Asset detail — See all PM schedules for a specific asset
  • Notifications — Get notified when PMs are coming due

PM statuses

  • Current — Not yet due
  • Due Soon — Coming due within the warning threshold
  • Due — Due now
  • Overdue — Past due date

Completing Preventive Maintenance

When a PM is due, you can generate a work order:

  1. 1

    Find the PM

    Go to Maintenance and find the due schedule.
  2. 2

    Generate work order

    Click Generate Work Order. A work order is created with the PM description as the complaint.
  3. 3

    Complete the work

    Add labor, parts, and documentation to the work order as usual.
  4. 4

    Mark complete

    When you complete the work order, the PM schedule automatically resets and calculates the next due date.

💡 Mileage/hours updates

When completing a PM work order, update the asset's current mileage or engine hours. This ensures accurate tracking for the next service interval.

PM Reports

Track PM compliance with built-in reports:

  • Overdue PMs — List of all overdue preventive maintenance
  • PM Compliance — Track on-time vs. late completion rates

Access reports from Reports in the sidebar.

PM Notifications

Get notified when PMs are coming due:

  • Email notifications when PMs reach "Due Soon" status
  • Configure warning thresholds (e.g., notify 7 days before, 500 miles before)
  • Manage notification preferences in Settings → Notifications