# Maintenance in the field

> What an employee can do for a car's maintenance: read the history and add a note. The maintenance record is filled in by the fleet manager.

**Who can use this:** Agency employee, Fleet manager, Agency manager  
**In the app:** Fleet › Car details › Maintenance record  
**URL:** https://docs.drivego.thesuperplatform.com/en/guides/employee/maintenance  
**Updated on:** 2026-10-25

A car's maintenance (oil change, brakes, tyres, service) is planned and recorded by the agency. In the field, your role as an employee is to spot what needs doing and pass it on. The owner, the agency manager and the fleet manager fill in the **Maintenance record**, including from the field app.

## Who can do what

| Action | Agency employee | Owner, agency manager, fleet manager |
|---|---|---|
| Read the maintenance of an agency car | Yes, read-only | Yes |
| Add a note on the car's page | Yes | Yes |
| Create a maintenance record | No | Yes |
| Edit a record, close it, enter its cost | No | Yes |
| Make the car unavailable during the maintenance | No | Yes |

If an employee tries to create a record, the app answers "Your account cannot perform this action."

*Screenshot: Maintenance record in the field (screen no. 117).*

**Maintenance record screen (owner, agency manager, fleet manager)**

| Field | Required | Values or format | Example | What it means |
|---|---|---|---|---|
| Car | Yes | A car of the agency | Dacia Logan, 12345-A-6 | The car concerned. |
| Type | Yes | Oil change, Brake service, Tyre rotation, Tyre replacement, Air filter, Full service, Inspection, Other | Oil change | The kind of work. |
| Description | No | Free text | "Oil change and oil filter, service light on." | What is done or to do. |
| Odometer | No | Whole number, in km | 48,250 | The odometer at the time of the maintenance. |
| Cost | No | Amount in the agency's currency | MAD 650 | The price paid. It counts in the agency's expenses when the record is completed. |
| Vendor | No | A registered garage or supplier | Garage Atlas Auto | Who does the work. |
| Start date | Yes | Date | 2026-11-03 | The first day of the maintenance. |
| End date | No | Date, after the start date | 2026-11-04 | The last day. Without an end date, the car stays blocked until the record is closed. |
| Status | Yes | Scheduled, In progress, Completed, Overdue, Cancelled | Scheduled | Where the maintenance stands. A scheduled record becomes "Overdue" if it is not done in time. |
| **Make the car unavailable** | No | Checkbox | Ticked | The car is no longer offered for rent from the start to the end of the maintenance. |
| Attachments | No | Photos or documents | Garage invoice | The supporting documents. |
| Next due, km | No | Whole number, in km | 58,250 | The odometer for the next maintenance. |
| Next due, date | No | Date | 2027-05-03 | The date of the next maintenance. |

**After you save:** if **Make the car unavailable** is ticked, the car becomes Maintenance for the period and is no longer offered for rent; if a booking already exists on those dates, saving is refused with "This car is no longer available for those dates. Pick other dates or another car.". When the record becomes **Completed** or **Cancelled**, the car is available again if nothing else blocks it. A completed record with a cost is counted once in the agency's maintenance expenses. Without signal, the record is kept on the phone and goes when the network returns, as "Maintenance".

## Steps for an employee

1. Open **Fleet** and tap the car.
2. Read its history: scheduled, in progress, completed or overdue maintenance, and the next due dates.
3. If you notice a need (noise, warning light, worn tyres), add a **note** on the car's page with what you saw and the odometer.
4. If the problem blocks a pickup in progress, also use **Report an issue** on the task. See [Pickups and returns](https://docs.drivego.thesuperplatform.com/en/guides/employee/pickups).

## What happens next

- Your note is visible to the agency managers on the car's page.
- An overdue maintenance raises an alert for the agency managers.

## Troubleshooting

| Situation | Cause | What to do |
|---|---|---|
| "Your account cannot perform this action." | An employee cannot create a maintenance record. | Add a note on the car and tell your manager. |
| A car under maintenance appears in your tasks | The maintenance was planned after the assignment. | Report a "car not ready" issue on the task. |

## Related pages

- [Your tasks, bookings and fleet](https://docs.drivego.thesuperplatform.com/en/guides/employee/tasks)
- [Manage maintenance](https://docs.drivego.thesuperplatform.com/en/guides/agency/maintenance)
- [Working offline](https://docs.drivego.thesuperplatform.com/en/guides/employee/offline)