Maintenance Scheduling

Regular maintenance keeps your carts running reliably and your customers happy. GolfCartOps provides built-in tools to track service history, schedule upcoming work, and automatically manage cart availability during maintenance windows.

Maintenance Records

Every cart has a maintenance history accessible from its detail page. Each record captures:

• Type of service -- Routine inspection, battery replacement, tire change, body repair, electrical work, or custom categories
• Description -- What was done and why
• Cost -- Parts and labor expense in dollars
• Date performed -- When the work was completed
• Performed by -- Staff member or external shop name

Logging Maintenance

1. Navigate to Fleet and click on a cart
2. Open the Maintenance tab
3. Click Log Maintenance
4. Fill in the service details and save

The cart's status is automatically set to "Maintenance" while work is being performed, which removes it from booking availability.

Scheduling Future Maintenance

Plan ahead by scheduling maintenance before it is due:

1. From the cart detail page, click Schedule Maintenance
2. Set the next due date and the type of service
3. GolfCartOps will:
   • Show a reminder on the dashboard as the date approaches
   • Block the cart from new bookings on the scheduled maintenance day
   • Alert you if a booking conflicts with a scheduled service

Maintenance Alerts

The system watches for several conditions and alerts you:

• Upcoming scheduled maintenance -- Shows on the dashboard when a service date is within 7 days
• Overdue maintenance -- If a scheduled date passes without a logged service record
• High-mileage carts -- If you track odometer readings, alerts trigger at configurable intervals

How Maintenance Affects Availability

When a cart's status is set to "Maintenance":

• It is removed from the available inventory on your booking page
• Existing bookings are not automatically cancelled -- you receive a conflict warning
• The cart reappears as available once the status is changed back to "Available"

For scheduled maintenance, the cart remains bookable for dates before and after the maintenance window. Only the specific maintenance dates are blocked.

Cost Tracking

Maintenance costs are tracked per cart and rolled up in your reports:

• View total maintenance spend per cart to identify money pits
• Compare maintenance costs across asset types to inform purchasing decisions
• See monthly maintenance expenses in the Reports section

Common Maintenance Workflows

Routine Inspection Cycle

Set up a recurring schedule (e.g., every 30 days) for battery checks, tire inspections, and brake tests. Log each inspection as it is completed to maintain your service history.

Pre-Season Preparation

Before your busy season, review all carts and schedule a batch of inspections. Use the Fleet list filtered by "needs maintenance" to see which carts are due.

Damage-Triggered Repairs

When a cart is returned with damage, the damage report links directly to a maintenance record. This creates a clear paper trail from the damage assessment through repair completion.

Tips

• Log every service, even minor ones -- the history helps with resale value and insurance claims
• Schedule routine maintenance during your slow days to minimize impact on bookings
• Track costs consistently to make informed decisions about when to retire a cart versus continue repairing it
• Use the maintenance tab during your morning team huddle to see what is in the shop and when it will be back