Skip to content

Scheduled Maintenance Block

Needs verification. Doc not finalized

Scheduled Maintenance is a way to take an HOURCAR Out of Service and block it from being reserved by a member while still allowing Fleet to create a Service Trip to access the vehicle. This feature is tied to a specific vehicle, not the hub location.

This is only available for cars that are hub-based; free floating Evie vehicles will not have this option. Follow [🚧 link to Blocking Evie Doc - not yet written] for how to take an Evie OOS.

Warning

Scheduled Maintenance overrides existing member reservations, so it is critical to check if existing reservations will be affected. Confirm that the Scheduled Maintenance is fully during a free window, including 15 minute buffers between trips. If this is not possible, move overlapping members to different vehicles.

See also: Vulog Docs on How To Schedule Maintenance

View Upcoming Vehicle Maintenance Schedule

Scheduled Maintenance Block

  1. Open the vehicle that needs to be blocked.

    • If you know the hub but not the vehicle, you can find the vehicle assigned to the hub in the Stations tab or by looking at which car was most recently allocated to Completed Reservations.

    Note

    If the car is allocated or preallocated to a trip during the time you are trying to make a Scheduled Maintenance, the block will not create.

  2. On the Vehicle Info page, select "Schedule a Maintenance"

    • Check for existing Scheduled Maintenances on the Scheduled Maintenance tab before creating a new one.

  3. Select the length of time the car needs to be Out of Service and save.

  4. If a ticket about the issue doesn't yet exist, you can select the "Create a Ticket" checkbox. This will bring you to a new page to make a ticket. If a ticket already exists, skip this step.

  5. ⚠ Check to see if upcoming member trips need to be moved. ⚠ Follow [🚧 link to Moving Members Doc - to be written] to move upcoming reservations.

    • You can see what member trips overlap a Scheduled Maintenance via the Calendar tab on the Reservations page.

    Very Important to Move Members

    If a member has a trip booked and a Scheduled Maintenance is created during that time, the car will not allocate for their trip. They will not know they are displaced until 15 minutes before their trip when they get the auto email that there is an issue with their trip and show up in Alerts.

  6. Log the block on the Hub Return Priority Spreadsheet.

Delete When Unassigned from Hub

If the vehicle has been swapped out at the hub and is now unassigned for indefinite timeline repairs, the Scheduled Maintenance hold should be deleted to keep the Scheduled Maintenance Dashboard clear to read. If future API understanding allows us to show assigned hub on the Scheduled Maintenance Dashboard, this policy should be revisited.

Notes

  • âš  A Scheduled Maintenance takes precedence over existing reservations. If a Scheduled Maintenance is made over existing trips, the member trips will not allocate.
  • A member will be unable to book the car during a Scheduled Maintenance block time, so it is just pre-existing reservations that are affected.
  • If a car is already allocated to a reservation, the Scheduled Maintenance will not create.
  • Once a Scheduled Maintenance is created, there is no way to shorten or extend the block.
  • If you need to extend, create a new Scheduled Maintenance starting at the end time of the existing block.
  • If you need to shorten or immediately end the Scheduled Maintenance, delete the existing block. Remake the block if car still needs to be blocked but shortened from original block.
  • To see existing Scheduled Maintenance aside from looking at the vehicle's Scheduled Maintenance tab, use the Upcoming Vehicle Maintenance Schedule or the Calendar tab of the Reservations page.
  • On the Calendar tab, the Scheduled Maintenance will show up red and be labeled as Maintenance with a icon.