Work requests

Manage pending maintenance items using work requests.

The Requests tab of the Work Order Management feature displays all pending maintenance items. These include scheduled maintenance, data insights (predictive maintenance), and manually reported defects.

The Requests tab is also where you can create new requests for unexpected repairs in your fleet.

Work request management

Organize your maintenance queue by grouping related tasks into orders, snoozing non-urgent items, or removing invalid requests.

The Requests tab of the Work Order Management page allows you to manage your requests in one place.

You can perform the following actions with your requests:

  • + Work Order: Groups selected requests by asset and creates a new Work Order for each asset.

  • Skip: Automatically creates a Work Order, assigns it to you, and immediately closes it with a status of Canceled. You must add a note explaining why the work was skipped.

  • Snooze: Removes the request from the list temporarily. You can set it to reappear in 1, 7, or 30 days.

  • Complete: Used to Quick Complete requests.

    If you select View by Asset, requests for a single asset appear as a nested list under the asset name.

Work request sources in MyGeotab

Learn about all the ways work requests can be created in MyGeotab.

Work request sources are all the ways a work request can be manually or automatically created in MyGeotab.

Sources that can automatically create a work request are predictive insights, inspection reports, and event rules.

Sources that can manually create a work request are manually created or invoice uploaded work requests in Work Order Management.

Maintenance insights

Predictive insights, such as breakdown risk or DEF/DPF alerts surfaced on the Asset Maintenance and Overview pages that can trigger a work request.

DVIR/Asset Inspections (Beta)

Defects submitted via driver inspection reports automatically create a work request. This feature is currently in beta.

Rules engine

Event rules configured in MyGeotab can automatically generate a work request when triggered. Event rules include events such as low tire pressure, engine fault, or collisions.

Work Order Management

Manually created work requests through Work Order Management from a third party or users.

Creating work requests manually

Learn how to capture unexpected breakdowns or ad-hoc repairs by logging issues that fall outside your regular schedules.

  1. Navigate to Maintenance > Work Order Management in the main menu.
  2. Click on the Requests tab.
  3. Click + Work Request.
  4. Add the required information for the request:
    1. Add the asset to which the maintenance applies.
    2. Add the defect associated with the maintenance.
    3. Select a severity level from the dropdown list.
      Note: Selecting Dynamic will allow the severity of the request to progress from Low to High as it gets closer to the maintenance due condition.
  5. Select a due date for the maintenance:
    • Indicate a calendar date using the Due on date field to set a firm deadline.
    • Indicate a threshold using the Service due (in kilometers) field to indicate the distance the asset can travel before the maintenance becomes due.
    • Indicate a threshold using the Service due (in engine hours) field to indicate the engine hours the asset can log before the maintenance becomes due.
  6. Enter a Description of the issue.
  7. Click Add.
    The work request form showing available fields for your request.
Your new work request will now appear under the Requests tab of the Work Order Management page.

Quick completing work requests

Learn how to save time on routine checks by instantly closing requests and resetting maintenance schedules without generating a full work order.

  1. Navigate to Maintenance > Work Order Management in the main menu.
  2. Click the Requests tab.
  3. Select the Work Requests you want to complete.
  4. Click Complete.
  5. Enter the date completed.
  6. Enter the Odometer and Engine Hours.
    Note: If you leave these fields blank, the system attempts to pull the values from the asset's data on the completion date.
  7. Click Complete Order. This marks the request as done and resets the associated maintenance schedule.
You can view completed work orders by setting the Status filter on the Orders tab to Completed.

Completing work requests in bulk

Learn how to complete multiple work requests at once to save time.

The Requests tab features the ability to multi-select and then complete multiple requests at the same time. Doing this can save time to reset your scheduled maintenance.
  1. Navigate to Maintenance > Work Order Management in the main menu.
  2. Click the Requests tab.
  3. Select the work requests you want to complete using the checkbox to the left of each asset.
  4. Click Complete.
  5. For each selected request:
    1. Enter the date completed.
    2. Enter the Odometer and Engine Hours.
      Note: If you leave these fields blank, the system attempts to pull the values from the asset's data on the completion date.
  6. Click Complete Order.
Note: If any asset has multiple requests, MyGeotab automatically groups them together into a single work order. You can adjust the date completion if needed.

Automated work requests

Work requests are automated through workflows like asset inspections, and through rules you can create based on your specific fleet conditions.

Ruled-based automated work requests

While standard maintenance schedules rely on time or distance intervals, rules allow you to set custom thresholds for real-time vehicle behavior. You can add rules that will trigger for events like harsh driving, entering specific zones, or idling for a set period of time. This allows you to automatically generate work requests when a vehicle breaks a rule.

Learn more about creating work requests rules.

Several predictive maintenance insights, such as Electrical System Rating, Oil Life Remaining, and Tire Pressure Critically Low, automatically generate Work Requests based on vehicle data, with no setup required. For details on how each insight works, severity thresholds, and available diagnostics, see the Predictive Maintenance Insights help article.

DVIR defect-triggered work requests

You can enable automated DVIR defect-triggered work requests when using the Inspections feature (currently in beta). With this feature enabled, when a driver submits an asset inspection in Geotab Drive and marks a defect as requiring repair, a matching work request is automatically created on the Requests tab of the Work Order Management page.

No admin action is required. The work request appears as soon as the driver submits the inspection.

DVIR-triggered work requests are separate from rule-based automated work requests. They are created directly from the defect information in the driver's inspection report and are linked to the specific DVIR, allowing admins to track repair status across both the Work Order Management feature and the driver's inspection record.