--- title: "How do I create service reminders?" canonical: "https://flagshiphelpcenter.myekos.com/space/EHC1/3307864065/How%20do%20I%20create%20service%20reminders%3F" format: markdown --- > Macro (toc) # **Creating Service Reminders** Before you can generate Service Reminders in EKOS, you’ll first need to create a **PM Program**. A PM Program is the template that holds your maintenance schedules. Once a PM Program has at least one schedule added and is assigned to a vehicle, EKOS automatically creates the Service Reminder for you. To start building a new PM Program, open the **PMs** menu in the top navigation bar and select **Create PM Program**. ![image-20251120-214103.png](media://fff386c1-30de-4a7f-9045-cd443383dba3) After clicking **Create PM Program**, you’ll be taken to the Preventive Maintenance Program Create form where you will: - Name your PM Program - Add your maintenance intervals (e.g., oil changes, inspections) - Save the program so it can be assigned to vehicles ![image-20251120-215040.png](media://5cec5a58-b196-442b-b72d-32c2cf9d218b) # **Name Your PM Program** At the top of the page, enter a clear, simple name. Good names describe **what** the program is for or **what type** of vehicle it applies to. **Examples:** - “Diesel Bus” - “Vans” - “F-150 Pickup Trucks” - “Police Cruiser Program” - “Light Duty Vehicles” In the screenshot, the name “Diesel Bus” is used. A good name helps you easily identify and reuse the program later. --- # **Add Schedules** Schedules are the individual maintenance jobs inside your PM Program. Each schedule becomes **one Service Reminder** when you assign the program to a vehicle. In the screenshot example, the program has three schedules: - Oil Change - Annual Inspection - Tire Rotation So when this program is assigned to a bus, **3 reminders** will be created automatically. --- ## **Understanding the Schedule Fields (Simple Definitions)** Before adding a schedule, here are the four main fields you may use: ### **Meter Interval** How often the service should happen based on mileage or engine hours. **Example:** Oil change every **5,000 miles** ### **Due Soon Meter** How early the reminder status should switch to **“Due Soon”** based on meter. **Example:** Set to **500**, meaning EKOS will show the reminder as “Due Soon” 500 miles before the interval is reached. ### **Time Interval** How often the service should happen based on time. **Example:** Every **4 months** or every **1 year** ### **Due Soon Time** How early EKOS should mark the reminder as **“Due Soon”**, measured in **days**. **Example:** Setting the due soon time to **15** means the reminder will become “Due Soon” **15 days before** the actual due date giving you ample time to schedule the work order. A schedule can be time based, meter based or **Both.** If a schedule has a meter interval *AND* a time interval, it will be based off of whichever criteria is met first. --- ### **Examples** #### **Meter-Based Example (Oil Change)** - Meter Interval: **12,000 miles** - Due Soon Meter: **500 miles** This means the reminder becomes due every 12,000 miles and will show “Due Soon” 500 miles before that. ✔ If you enter a meter interval, you **must** enter a due soon meter. #### **Time-Based Example (Annual Inspection)** - Time Interval: **1 year** - Due Soon Time: **30 days** This means the inspection will come due every year and will show “Due Soon” 30 days before the due date. ✔ If you enter a time interval, you **must** enter a due soon time. #### **Meter + Time Example (Tire Rotation from screenshot)** This schedule uses **both** mileage and time: - Meter Interval: **5,000 miles** - Due Soon Meter: **500 miles** - Time Interval: **4 months** - Due Soon Time: **15 days** This means: > The tire rotation will be due at **5,000 miles OR 4 months**, whichever happens first. This protects your fleet from missing maintenance when a vehicle isn’t being driven much. --- ## **What is a Static Schedule? ** The **Static toggle** is used when a service is always due on a fixed calendar date — even if you sometimes complete it early. ### **Example using Annual Inspection (from screenshot):** Let’s say your state requires all vehicles to be inspected every **February**. - If the schedule is **NOT static** - You complete the inspection early on **Dec 12** - EKOS thinks your next inspection should be due **Dec 12 next year** - The next reminder due date “moves” based on completion - If the schedule **IS static** - Reminder is due **Feb 1, 2025** - You complete it early on **Dec 12, 2024** - The next reminder stays locked to the required date: **Feb 1, 2026** Use **Static** for anything tied to a fixed month/date, such as: - Annual state inspections - Annual DOT certifications - Yearly emissions checks --- ## **Add the Schedule to the Program** After you fill out all required fields, click **Add Schedule**. You will know the schedule has been added successfully when it appears in the table on the right side of the screen (as shown in the screenshot). From there, you can: - **Edit** a schedule - **Delete** a schedule - Add as many schedules as needed --- ## Attach the PM Program to a Vehicle & Generate Reminders Once your PM Program is created, the next step is to attach it to the vehicle you want to generate reminders for. Attaching the program is what actually creates the Service Reminders. ![image-20251120-231456.png](media://1fedb027-9f5e-43c3-974c-3b4c13a1da5f) 1. Go to the **Asset Manager** and view the vehicle you want to set up. This takes you to the **Asset View Page**, like the one shown in the screenshot. 2. On the left-hand sidebar, under **Maintenance**, click **PM Programs**. This will show you all PM Programs currently attached to this vehicle. 1. If the list is empty, it means no reminders have been created yet. 3. On the right side of the screen, you’ll see a dropdown labeled: **“Attach PM programs to this vehicle”** 1. Click the dropdown and choose the PM Program you want to attach. 1. In the screenshot, **Diesel Bus** is selected. 2. You can attach more than one program if needed. 4. After choosing the program, click **Attach**. Once attached: - EKOS immediately generates Service Reminders based on all schedules in the PM Program. - You’ll now see those reminders appear under the **Reminders** tab for this vehicle. - These reminders will also appear when creating Work Orders. --- ## **View a Vehicle's Service Reminders** After you attach a PM Program to a vehicle, EKOS automatically creates the Service Reminders based on the schedules in that program. To see them, click the **Reminders** tab on the left side of the vehicle page. This page shows every reminder that EKOS generated for that vehicle. ![image-20251120-232143.png](media://fb58479d-6a21-492e-b7f2-978fb99b55b3) ### **How EKOS Calculates the First Due Date / Mileage** When a PM Program is first attached, EKOS looks at: - The vehicle’s current mileage - The time interval you set - The meter interval you set Then EKOS creates the first reminder based on the **next expected service**. For example: If the vehicle has **10,942 miles**, and the Oil Change interval is **every 12,000 miles**, EKOS will set the next oil change reminder at: **10,942 + 12,000 = 22,942 miles** If the schedule says the Annual Inspection is due **every 1 year**, EKOS sets the first due date **1 year from the date the program was attached**. This gives you a reasonable starting point without needing to calculate anything yourself. ***If the auto-generated due date or mileage isn’t correct for your fleet, simply click Edit on the reminder and update it manually.*** --- # **Understanding the Reminders Page** ## **Reminder Status Counts ** ![image-20251120-232719.png](media://a591fe59-6d23-4f96-a737-8273decbc2df) These boxes show how many reminders fall into each category: - **Scheduled** — future reminders that aren’t due yet - **Due Soon** — reminders inside the due-soon window (ex: 500 miles before, 15 days before) - **Due** — reminders that need attention now - **Cancelled / Satisfied / Dismissed** — reminders no longer active You can click on any of these to filter the datatable to show *only *reminders of the selected status. (The boxes highlighted in blue are the ones currently selected.) ## **Reminder Data Table** Below the status boxes is the list of all reminders currently assigned to that vehicle. You can quickly see the status of the reminder, due date, due mileage, and the schedule that is due. ![image-20251120-233111.png](media://f260f0f1-e0b2-47f5-8b44-7d0830ea5826) ## **Reminder Actions (Left Side of Each Row)** ![image-20251120-233246.png](media://10a009ab-7e1b-4ce6-ac23-6eed33e41348) - **Create PM** — quickly turn the reminder into a Work Order - **Dismiss** — ignore the reminder - **Cancel** — stop tracking this reminder - **Edit** — change due date, mileage, or status If EKOS estimated a due date or mileage that doesn’t match your shop records, just click **Edit** and adjust it. The system will use your updated numbers going forward. # **How This Page Helps** This Reminders view is your one-stop place to: - See what each vehicle needs next - View all upcoming PMs - Quickly create Work Orders - Stay ahead of maintenance by watching the “Due Soon” items Once your PM Program is attached, you don’t have to track anything manually—EKOS keeps the countdown for you.