Operations & Fleet ManagementPurpose
1. Ensure all shuttle vehicles undergo timely inspections based on mileage, usage, and regulatory periods.
2. Automate maintenance task scheduling to minimize downtime and compliance violations.
3. Centralize inspection records, generate maintenance tickets, notify stakeholders, and escalate overdue actions.
4. Integrate GPS, telematics, and fleet logs for a real-time, data-driven maintenance workflow.
5. Maintain fleet reliability, optimize resource allocation, and extend vehicle lifespan.
Trigger Conditions
1. Odometer reading surpasses preset thresholds (e.g., every 10,000 km).
2. Scheduled date for periodic inspection approaches (e.g., monthly/quarterly).
3. Alerts from telematics systems reporting diagnostics or fault codes.
4. Manual submission from driver or depot staff on inspection anomalies.
5. Missed scheduled maintenance or inspection deadline.
Platform Variants
1. Salesforce
- Feature: Scheduled Flows with Fleet Object triggers; configure Flow to detect odometer input or inspection due date.
2. Zapier
- Feature: Zap linking Google Sheets (fleet log) and Gmail for maintenance reminders; parse sheet, schedule email if threshold met.
3. Fleetio
- API: Inspections API; configure webhook to notify when a service task is due.
4. Samsara
- API: Vehicle Diagnostics; setup webhook on diagnostic code triggers to initiate maintenance workflow.
5. Twilio
- SMS API: Automated SMS notification to fleet managers; include vehicle ID and inspection details.
6. Microsoft Power Automate
- Flow: Scheduled cloud flow reading Excel online/SharePoint list; sends Teams notification for due maintenance.
7. Google Workspace (Sheets + Gmail)
- Script: Google Apps Script monitors sheet for due vehicles; triggers automated email for inspection scheduling.
8. Slack
- Feature: Incoming Webhooks; configure bot to post alerts to #fleet-ops channel.
9. ServiceNow
- Module: Incident Management; configure orchestration to create and route pending maintenance tickets.
10. Monday.com
- Automation: Custom automation when a status (e.g., 'Maintenance Due') column changes; triggers task assignment and notification.
11. Smartsheet
- Automation Rule: When inspection date is within X days, alert assigned users.
12. Freshservice
- Workflow Automator: Create and assign service request on maintenance due conditions.
13. Notion
- API: Integration to create new tasks under 'Fleet Maintenance' when inspection entry is logged or due.
14. Trello
- Automation (Butler): Card created in ‘Inspection Due’ list based on date, comment with checklist link for maintenance.
15. Asana
- Rule: Trigger task creation when custom field 'Odometer' crosses scheduled value.
16. Zendesk
- Trigger: If ticket subject contains 'inspection overdue', automatically escalate to operations lead.
17. AWS Lambda
- Function: HTTP trigger from telematics webhook; process data and send alert or create maintenance record in DB.
18. Google Calendar
- API: Auto-create fleet inspection events with reminders based on input from telematics.
19. QuickBase
- Pipeline: Trigger workflow on 'Inspection Due' field update; notify maintenance crew.
20. Webhooks (Generic Integration layer)
- Endpoint: Accept POST from fleet data source; translate event into downstream platform action (notification or ticket).
21. Odoo
- Scheduled Action: Cron triggers maintenance order based on fleet odometer readings.
22. Aircall
- API: Initiate automatic outbound call to maintenance provider on trigger conditions.
23. Jira Service Management
- Automation Rule: Create and assign 'Maintenance Task' issue when periodicity is met.
24. Dropbox Sign (HelloSign)
- Feature: Auto-request e-signature for post-inspection checklist from responsible technician.
Benefits
1. Minimizes unscheduled breakdowns and service disruption.
2. Streamlines regulatory compliance and audit readiness.
3. Reduces human error and manual tracking workload.
4. Enhances fleet operational insights with timely analytics.
5. Supports proactive asset management and cost control.