How to plan fleet servicing for vans, trucks and machines

A business with vans, trucks or machines wants them serviced on time without losing a working day. Agree a service plan per vehicle based on distance or engine hours, book the slots weeks ahead, take vehicles early in the morning and return them the same day where you can, and order parts before they arrive. Batch vehicles of the same type on the same day, keep a clear record of each service, and warn the client before anything goes overdue.

For the client, a vehicle in your workshop is a vehicle not earning. Offer early drop-off before the working day, a fixed collection time, and same-day return for routine services. For machines that can't be moved easily, plan on-site servicing at the yard or the farm. Tell the client the night before if a job will overrun, not when they arrive to collect the vehicle and find it still on the ramp.

Several vans of the same model on the same day means one parts order, the same tools on the bench and a predictable day for both of you. Agree with the fleet manager a regular servicing day each month or each quarter, and fill it with the vehicles that are due.

Order filters, oils and wear parts for each booked vehicle in advance. Ask the driver or fleet manager to report any fault, warning light or noise when they book, so you can check whether extra parts are likely. A vehicle that waits two days for a part is worse than one serviced a day later than planned.

Before winter, check batteries, glow plugs, coolant and fuel filters on diesel engines, as cold mornings expose weak parts. Before a busy season, such as harvest for farm machines or summer for delivery vans, plan a check that catches wear before it stops a vehicle at the worst moment.

Agree how keys are handed over at early drop-off: a key box, a set time, a named driver. When the vehicle goes back, give the driver or the fleet manager a short summary of what was done and anything to watch. Drivers notice faults first; asking them for feedback at each service helps you plan the next one.

Fleet clients will call when a vehicle breaks down. Keep some time each week for these jobs so they don't push planned services back, and agree in advance how urgent repairs are authorised and priced.

On Book, each service has a name, a price and an optional description shown on your public page. Create services such as "Van service", "Truck service" and "Machine service on site", and open slots at the times you start work. For a fleet client, you can open a fleet servicing day and book each vehicle into it yourself from your calendar, with the registration, distance and reported faults in the booking note; add the fleet manager's email so they receive a confirmation with a calendar file. Smaller clients can book a slot themselves from your public page and describe the vehicle in the optional note.

Durations and prices are examples: set your own. If a part is late and a service must move, reschedule it from your bookings list and tell the client yourself, since Book doesn't email clients about changes. Book costs €5/month, everything included: unlimited services and bookings, no commission, no contract.