Maintenance Reports and Alerts

Understanding and responding quickly to inspection and maintenance issues is critical to fleet safety and efficiency. Motive’s analytics and notification features make it easy to monitor fleet health, track compliance, and act immediately on urgent maintenance needs.

Overview

Motive provides robust analytics and real-time notifications for inspections and maintenance, helping you maintain fleet performance and compliance. Whether you need detailed reports or instant alerts, Motive equips you with the tools to keep your vehicles running safely and efficiently.

• Comprehensive reporting: Access detailed inspection, maintenance, and fault code reports to understand your fleet’s health. These reports make it easier to identify issues and track performance over time.
• Real-time notifications: Receive instant alerts for defects or overdue maintenance so you can respond immediately. Acting quickly helps prevent issues from escalating into costly repairs or safety concerns.
• Compliance support: Ensure inspections and repairs meet regulatory requirements to remain audit-ready. Staying compliant helps you avoid penalties and maintain operational reliability.
• Proactive risk management: Identify trends and address issues before they become costly problems. This proactive approach keeps your fleet in optimal condition and minimizes downtime.

Viewing inspection reports

1. Log in to the Motive Fleet Dashboard and go to Maintenance.
2. From the Inspections tab, select a report.

3. View the inspection report under Inspection Details.
4. Click Download to export the inspection report file as PDF.

5. For bulk downloading, tick multiple or all boxes and click Download.

Viewing Inspection Reports Detail 

1. Log in to the Motive Fleet Dashboard and click Reports.
2. Go to Inspection Reports > Inspection Reports Detail.

3. Click Save to add this report to the saved reports tab for easy access.
4. Click Export as PDF or Export as CSV to export in a format of your choice. 

Viewing Logs without Vehicle Inspection Reports 

1. Log in to the Motive Fleet Dashboard and go to Reports.
2. Click Inspection Reports.
3. Click Logs without Vehicle Inspection Reports.

4. Click Save to add this report to the saved reports tab for easy access.
5. Click Export as PDF or Export as CSV to export in a format of your choice. 

Viewing Maintenance History Detail Report

The Maintenance History Detail Report provides Fleet Managers a holistic view of vehicle and asset health by keeping track of all vehicle and asset maintenance history and associated details.

1. Log in to the Motive Fleet Dashboard and click Reports.
2. Go to Maintenance > Maintenance History Detail Report.

3. Click Save to add this report to the saved reports tab for easy access.
4. Click Export as PDF or Export as CSV to export in a format of your choice. 

Note: Maintenance Reports are only enabled for customers who are on a Pro subscription plan or above.

Viewing Maintenance Reminders Detail Report

1. Log in to the Motive Fleet Dashboard and click Reports.
2. Go to Maintenance > Maintenance Reminders Detail Report.

3. Click Save to add this report to the saved reports tab for easy access.
4. Click Export as PDF or Export as CSV to export in a format of your choice. 

Viewing Vehicle and Asset Availability Report

1. Log in to the Motive Fleet Dashboard and click Reports.
2. Go to Maintenance > Vehicle and Asset Availability.

3. Click Save to add this report to the saved reports tab for easy access.
4. Click Export as PDF or Export as CSV to export in a format of your choice. 

Viewing Dormancy reports for assets and vehicles 

The Dormancy Report provides Fleet Managers insight into the status of their various assets. We can take advantage of this information to better manage the utilization of these assets.

1. Log in to the Motive Fleet Dashboard and click Reports.
2. Go to Utilization > Dormancy.

3. Switch between the Asset or Vehicle tab to access dormancy reports for both. 
4. Click Save to add this report to the saved reports tab for easy access.
5. Click Export as PDF or Export as CSV to export in a format of your choice. 

Accessing Recent Reports

1. Log in to the Motive Fleet Dashboard and go to Reports.
2. Click Recent or View All to see all the recently opened reports.

Creating maintenance alerts

Real-time alerts keep you updated on urgent issues so you can take action quickly and minimize risks. 

1. Log in to the Motive Fleet Dashboard and click the Admin icon.

2. Go to Alerts, and click + Create alert.

3. Name the alert you are creating.
4. From the Type dropdown, find the alert types listed under Maintenance.
5. Select the type of alert you want to create.

6. From Vehicles, click Select to assign this alert to vehicles. 
7. Select the Trigger range or click Custom to create a custom trigger range.

8. From Recipients, click Select to choose which fleet users, drivers, or groups will receive this alert. 
9. Mark or unmark the checkbox for Important to set alert priority. 

10. Set alert frequency to Immediate or Scheduled.

11. From Method, select if you want to receive this alert through Email, in-app Notification, SMS, or WhatsApp.
12. Click External recipients (optional) to enter the email and phone number for any external recipients you want to send this alert to. 

FAQs

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