Servicing and Maintenance
Service schedules, maintenance records, service plans built from the manufacturer's manual, overdue servicing and predictive fleet health
On this page
- What's the quickest way to give a machine a service plan?
- How do I set up a service schedule by hand?
- Can TurfWise build the schedule from the manual?
- How do I log maintenance work?
- Where can I see maintenance across the whole fleet?
- How do I see what's overdue?
- What does the Predictive page tell me?
- How do reminders work?
TurfWise keeps track of when each machine is due a service — by date, by running hours or both — and reminds managers before anything slips past.
Premium
Service schedules, maintenance records, parts, manual service plans, and the Maintenance, Overdue and Predictive pages are part of Premium. Service Records is on every plan.
What's the quickest way to give a machine a service plan?
Start from the fleet page (Team & kit > Machinery > Fleet & maintenance). Machines with nothing to warn you when a service is due show No plan under Next service on their card. Click Plan beside a group of machines in the fleet, or Set up service plans at the top of the page or in the Needs attention list. There are three ways, and the best one for the machine is marked:
- Read it from the manual — TurfWise drafts each interval from the operator or service manual, with the page it came from, for you to check and approve (see Build a service plan from the manual).
- Copy from a machine of the same model — reuse the approved plan from another machine of the same make and model, restarted from this machine's hours and today's date.
- Set an interval yourself — every N hours or N months, whichever comes first, counted from today.
Save time
Upload the manufacturer's manual once and let TurfWise read the service plan out of it, rather than typing each interval. If you run several of the same model, set one up from the manual and copy it to the rest.
How do I set up a service schedule by hand?
Each machine also has its own schedules. Open the machine from the fleet list and go to the Schedules tab.
Click Add Schedule
Give it a Schedule Name, such as "100 Hour Service" or "Annual Inspection".
Choose hours or calendar
Pick Hours-Based (service every so many running hours) or Calendar-Based (service every so many days), then enter the interval.
Set the early warning
Alert Days Before or Alert Hours Before decides how much notice you get before it's due.
Add the details
Set a Priority, and if you know them, an Estimated Cost (£) and Estimated Hours. Leave Schedule is active ticked and click Create Schedule.
The machine's next service date feeds the Next service column on the fleet page, the Needs attention list and the Overdue page.
Keep the hours up to date
Hours-based schedules can only fire if TurfWise knows the machine's hours. Completed jobs add hours to the machine automatically. When readings are missing or more than 30 days old, the Needs attention list on the fleet page offers Log readings, so you can type in the meter reading for several machines at once. Ad-hoc entries on Setup > Usage & Fuel don't change the hour reading.
Can TurfWise build the schedule from the manual?
Yes. On the machine's Plans & Manuals tab (or via Read it from the manual on the fleet page), the Service plans panel reads the manufacturer's operator or service manual and drafts every service interval it finds, with the page it came from. You review the draft, set a start date and starting meter reading, and Activate the services you want — managers then get due and overdue reminders. The full walkthrough is in Build a service plan from the manual.
Always check against the manual
The draft is read by AI. Before activating, check the intervals and any chart symbols against the manual itself — the review screen shows you where each one came from.
Recording a service from the plan
Activated services appear under Scheduled services. When one is done, click Record service, enter the Completed date, Meter reading (hours) and Work performed, and click Save service. TurfWise moves the next due date and meter reading on for you. You can Pause a service you no longer need, and Resume it later.
How do I log maintenance work?
There are two places, depending on how much detail you want.
On the machine's Maintenance tab
Click Add Record and choose the Maintenance Type — Routine Maintenance, Repair, Inspection or Emergency. Add a Description, then as much as you know: labour hours and hourly rate, downtime incurred, estimated cost, the Assigned Technician, Parts Required from the machine's parts list, or an outside contractor under Performed By (External).
On the Service Records page
Open Team & kit > Machinery > Fleet & maintenance > Service Records and click Log service. Pick the Machine and Service Type, add notes, Labour Hours and Cost (£), and save. This is the quickest way to log a job, and it's on every plan.
Where can I see maintenance across the whole fleet?
Open Team & kit > Machinery > Fleet & maintenance > Maintenance. The Maintenance Activity page shows every maintenance record in one list, filtered by Status and type, with totals for Records, Cost, Downtime and Parts.
You'll also find a cost breakdown by maintenance type and Schedule Alerts for anything due. Click Export CSV to take the filtered list into a spreadsheet.
How do I see what's overdue?
Open Team & kit > Machinery > Fleet & maintenance > Overdue. A machine counts as overdue when it's past its next service date, or when its hours have gone past the next service reading.
The page shows how many machines are overdue, the Estimated exposure (the value of the machines at risk), the Longest overdue, and how many are Up to date. Each machine shows how long it's been overdue — click through to deal with it.
What does the Predictive page tell me?
Open Team & kit > Machinery > Fleet & maintenance > Predictive. Four figures at the top show your Fleet health (the average score) and how many machines are Healthy, need Attention or are Critical. Below them are three tabs:
- Machine health — a score for each machine, banded Excellent, Good, Fair, Poor or Critical. Search, filter by band, and click a machine to see what's driving its score.
- Parts & stock — parts likely to need replacing, with an estimated replacement date and remaining hours, plus parts worth reordering.
- Reliability — downtime figures such as mean time between failures, mean time to repair, total downtime and the top causes.
Health scores are worked out from each machine's age, its faults and completed services over the last 90 days, and whether it's currently operational. If you've given a machine a condition rating, that counts for 60% of its score. They're calculated from your own records, not guessed.
Treat part predictions as a guide
Part predictions use typical lifespans for common part types and your machines' running hours. They're a useful prompt, but they don't know when a part was actually fitted.
How do reminders work?
TurfWise checks the fleet every morning and posts a single machinery digest to your notifications, covering services that are due or overdue, overdue checks, expired training and open critical faults. Reminders for services from a manual service plan go to managers only, and use the lead time you set when you activated it.