Maintenance Groups in T3
Maintenance Groups in T3 allow for the creation of customized maintenance schedules by combining multiple service intervals, such as miles, engine hours, or time-based thresholds. The T3 system automatically creates a Work Order when your machine approaches the interval threshold, saving time and keeping your fleet operational.
Maintenance Groups can be assigned to Equipment Classes to streamline fleet management. All equipment within a specific class will automatically follow the defined maintenance rules, ensuring consistency across the fleet while reducing manual setup.
Additionally, Maintenance Groups incorporate task lists, which outline systematic checks and service tasks that technicians must follow each time the equipment is in the shop. This helps standardize maintenance procedures and ensures thorough inspections.
Maintenance Groups are permission-controlled and are set up on the T3 Company Account page. Please see the Account section Account section of Managing Company Settings in T3 for details on granting Maintenance Group permissions.
Setting up the Maintenance Group
Use Case: A fleet manager wants to ensure vehicles have an oil change at 5,000 miles or 500 hours and a tire rotation at 10,000 miles without missing either service. In T3, the fleet manager can set up a Maintenance Group with two service intervals (one being a combination interval):
Oil Change: (combination interval) every 5000 miles OR 500 engine hours
Tire Rotation: every 10,000 miles
The system will generate a WO for an oil change when the miles or engine hours hit their threshold (whichever comes first) and a WO for the tire rotation at 10,000 miles.
Within the T3 Fleet web app, select Company from the left menu.
Select the Account tab.
From the Maintenance Group section, select New Group (or select from an existing group).
Step 1: Set up the Service Schedule
Tip: Service intervals can be based on time (days), usage (odometer miles or engineer hours), or a combination (whichever comes first).
In the New Maintenance Group panel, enter a name for the Maintenance Group.
In the Interval Details section, enter the name of the Service Interval and provide a description.
Specify whether the service interval is driven by Days, Odometer (Miles), or Engine Hours in the Schedule By section and enter the threshold value in the Interval Period field.
Toggle Secondary Interval to ON to create a combination Maintenance Group.
Note: A Maintenance Group's Service Intervals can be set up in combination to monitor miles, engine hours, or days. As soon as the first threshold is reached, the system will automatically generate a work order.
If setting up a secondary interval, specify whether the service interval is driven by Days, Odometer (Miles), or Engine Hours, and enter the threshold value in the Interval Period field.
Complete the service schedule details and select Next to continue.
OrCreate an additional Service Interval by selecting Add interval. When adding a second interval, the first interval will collapse from view (and can be expanded, if necessary).
Note: See the above use case for more information.
Step 2: Assign to Equipment Class
Tip: Assign a maintenance group to one or more equipment classes. The maintenance group will then automatically be applied to newly created assets assigned to the selected equipment class(es). A maintenance group can also be assigned individually to a specific asset. See the instructions below in the Assigning the Maintenance Group to an Individual Asset section.
(Optional) Select one or more Equipment Classes to apply the Maintenance Group and its associated service intervals. Select Next to proceed.
Step 3: (Optional) Apply Task List
Tip: The Manage Task Lists tab within the Service page allows users to create, edit, and view task lists.
Select an existing Task List to assign checks and tasks that service technicians must follow for Work Orders generated for the entire Maintenance Group.
Indicate if you want the Task List to apply to WOs, Inspections, or both.
You can also assign a task list to a specific service interval from this section or from the T3 Fleet Service page under the Manage Task Lists tab. For more information, see Creating a Service Task List and Assigning to a WO or Inspection.
Select Save to finalize the setup.
A message will display confirming the success of adding the maintenance group!
Assigning the Maintenance Group to an Individual Asset
You have the option to assign an asset to the Maintenance Group.
From T3, select Map from the left navigation menu.
Locate the asset for assigning. Click Details.
Select the Service tab.
From the Maintenance Group section, select a Maintenance Group in the Assign asset to new maintenance group field.
Select Assign.
The Maintenance Group and associated service intervals have been assigned to the asset.
Viewing All Upcoming Service on T3 Service Page
Once a Work Order has been automatically created from a service interval, you can view it from the T3 Service page.
Open the T3 Service page.
Select the Upcoming Service tab.
Use the branch filters to open the upcoming service for your branch.
The results will be displayed. Narrow down by looking at just overdue items.
Interested in getting started with T3's work order solution for your owned fleet? Find out more and request a demo.