Maintenance Appointment Request

 

The Maintenance Appointment Request frame allows users to submit maintenance appointment requests for valid and available time slots at the maintenance location via a calendar feature.

 

Access control for this frame is menu-based -- only users who are designated as department contacts or fleet coordinators and are allowed to make appointment requests for units should have this frame on their menu.

 

To view the calendar for a specific location, select the desired Maintenance Location from the drop down menu. There are three status filters: Completed, Denied, and Canceled. Denied and Canceled will be checked off automatically. The calendar has three different views: Month, Week, and Day.

 

To make a request:

 

  1. Click on an open time slot using the Week or Day view to launch the Maintenance Appointment pop up (valid hours of operation will appear in blue).

  2. Enter the unit number of the unit needing service. The Location and Requestor will default in automatically. The requestor is the Application User.

  3. Enter a primary meter reading if required by System Flag 5406.

  4. The Appointment Time will default in based on the day and time slot you click on, but it can be changed to another valid date/time combination if necessary.

  5. Enter the Appointment Subject. For example: INSPECTION.

  6. If required by System Flag 5405, enter notes for the request.

  7. Click Save when finished.

 

After saving the request, other department contacts or fleet coordinators at the maintenance location can view the request on the Maintenance Appointment Approval frame and either approve, deny, or reschedule the appointment.

 

There are five request statuses and they each have a corresponding color on the calendar to indicate the status of the request:

 

  1. Blue – Requested

  2. Green – Approved

  3. Gray – Completed

  4. Yellow – Denied/Rejected

  5. Red – Canceled

 

Appointments can be cancelled from this frame by clicking on the existing request and checking the ‘Cancel Appointment’ flag in the top right corner of the popup and clicking ‘Save’.

 

Note: See the Notification Manager section below for more details on setting up e-mail notifications for the various Maintenance Appointment Request events.
 
Notification Manager
 
There are five different notifications that M5 offers for the Maintenance Appointment Module. These notifications must be enabled and configured via the Notification Manager frame.
  1. Appointment Request Made
  2. Appointment Request Approved
  3. Appointment Request Denied
  4. Appointment Request Canceled
  5. Appointment Request Rescheduled

 

You have the ability to assign notifications to the email addresses of the Maintenance Location of the Unit, Owning Department of the Unit, Parking Location of the Unit, Using Department of the Unit, and the Vehicle Operator.

 

To assign any of the available entities to receive a notification, navigate to the Notification Manager frame.

 

Click on the entity in the available column and click the >> button to move it over to the ‘Assigned’ column. When finished, click ‘Save’ at the top of the frame to update the notification settings.

 

System Flags

 

5405 - Require Requestor Notes on Maintenance Appt? (Y/N)

 

5406 - Require Primary Meter Entry on Maintenance Appt? (Y/N)

 

Last Updated: 05/02/2017

 

 

NOTE: To view a list of System Flags and Role Privileges that may impact this screen, hover over the screen title in M5 to display the bubble help/tooltip. At the bottom of the bubble help/tool tip, there is a Settings hyperlink. Click that hyperlink to display the list of flags and privileges.

 

Additional training and technical documents on this subject may be available in the Resource Files area.