Rule-based maintenance automation

Rules help you manage your fleet by triggering maintenance tasks based on live vehicle data.

Keep your fleet running smoothly with MyGeotab rules. While standard maintenance schedules use fixed dates, rules can trigger actions based on live vehicle data. This ensures your maintenance matches how your vehicles are actually used.

Get instant alerts for events like:

  • Specific engine measurements being triggered

  • Excessive idling

  • Vehicles entering specific service site zones

When these events happen, MyGeotab can create a work request automatically. This helps you keep your vehicles on the road longer.

Creating a custom rule-based maintenance work request

Learn how to create a custom rule that automatically triggers a work request.

  1. Navigate to Groups & Rules > Rules in the main menu.
  2. Click + Rule.
  3. Add the basic details for your rule:
    1. Create a name for your rule.
    2. Optional: Choose a color for your rule and select Visible. When the rule is broken, it will be shown on the map by an icon in that color.
    3. Select the groups the rule will apply to using the Publish to groups dropdown list.
    4. Add any necessary comments to your rule.
  4. Click the Notifications tab to define the action taken when the rule is broken.
  5. Click More > Create Work Request.
    The "Add Rule" page showing the Notifications tab. The "Create Work Request" option is shown as a selection under the "More" menu.
  6. Select a severity level from the dropdown.
    Note: Assigning a severity level lets you sort your requests by severity in the Work Order Management feature.
  7. Click Add to add the notification.
  8. Click Save.

The rule is now active. It will create work requests whenever vehicles trigger the set conditions.

Note: You can add Create Work Request to any built-in rule. Click the Envelope icon next to the rule, select Notifications, then click Create Work Request.

Viewing rule-based work requests

Learn how to find and view maintenance requests created by rules.

If you’ve set up a rule to create a work request, MyGeotab will create a request for you automatically.

  1. Navigate to Maintenance > Work Order Management in the main menu.
  2. Click the Requests tab.
  3. Click Filters to open all filters.
  4. In the Sources filter, select Rules.
  5. Click Apply to apply the filter.
  6. Click the asset name to open the Details panel.
    The Work Order Management page, showing the Details panel of an asset.
  7. Optional: Click Maintenance type to view more details about the exception.

The Exception overview page opens. You can now review the diagnostic data that triggered the work request and determine the necessary maintenance actions.

Note: You can also find these events under Groups & Rules > Exceptions by filtering for the rule name.