Common questions: maintenance and service

The Maintenance page tracks service on every machine you rent out: what is due, what was done, and which units (one physical machine of a rental item) are out of service. These answers cover its views, statuses, buttons and messages, plus the Templates screens behind it.

Finding the page and getting set up

Where is the Maintenance page, and who can use it?

Click Maintenance in the left sidebar, in the Operate section; hover over it to see a Templates link. Owners, managers and staff can all view and change maintenance. See Maintenance schedules on one item.

Why isn't one of my machines on the Maintenance page?

A machine appears once it has at least one task or has Enable maintenance tracking switched on in the Add-ons & Maintenance step of its item editor; the switch is meant for individual machines such as UTVs or dirt bikes, not bulk gear like helmets. Retired and archived items never appear. A search, category or status filter can also hide a machine, and the Manage maintenance tasks → button in the editor opens this page already filtered to that machine, with a "Showing maintenance for:" banner and a × Clear button. See Maintenance schedules on one item.

What does "Set up maintenance in two steps" mean?

You see that card when nothing is set up yet: no tasks, no logged services and no machine with tracking switched on. It asks you to create a template (a reusable set of recurring tasks) and apply it to your machines. Create a template opens Templates, and the link beside it reads or add tasks to one machine if a machine already has tracking on, or or turn on tracking for a machine first if none does. See Maintenance schedules on one item.

Views, filters and statuses

What are the three views on the Maintenance page?

By machine shows one card per machine with a tile for each task, worst first; By service type lets you pick one task and log it on many machines; Recent history lists logged services, newest first, up to the 50 most recent entries. The Overdue, Due Soon and OK cards appear on the first two views only. The Service history button on a machine card lists its latest 5 entries and jumps to Recent history for that machine, and an empty history reads "No maintenance logged yet." See Tracking one physical unit's condition and history.

How do I search and filter the Maintenance page?

Type in Search machines or tasks or pick a category from the All categories dropdown; both work on all three views and match machine or task names. Click the Overdue, Due Soon or OK card to list only those tasks, then click it again or View all bikes to clear it. A machine card whose unit labels look like "MD-1" also gets All sizes and All units dropdowns that narrow only that card. If nothing matches you see No matching maintenance with a Clear filters button. See Maintenance schedules on one item.

Why don't the numbers on the Overdue, Due Soon and OK cards change when I search?

Those cards always count every task on every unit, so searching or choosing a category only changes the list underneath. A task is counted once per unit, so one task on three units adds three to the count. Checklist-only tasks (pickup or return checklist items with no due date) are never counted. See Fleet health and maintenance snapshot.

What do Overdue, Due Soon and OK mean for tasks counted in hours, miles, uses or util. days?

Renta compares how much of the interval has been used since the last service, using the meter (the running total of hours, miles, uses or util. days, short for utilization days, the days a unit has been out on rentals). A task is Overdue at 100% of its interval, Due Soon at 80% (for miles, uses and util. days also when 5 or fewer are left), and OK below that. For example, an oil change every 50 hours turns Due Soon at 40 hours after the last service and Overdue at 50. See Maintenance schedules on one item.

What do Overdue, Due Soon and OK mean for tasks counted in days, weeks, months or on a fixed date?

For days, weeks and months (a week counts as 7 days and a month as 30), a task is Overdue once the whole interval has passed since the last service, and Due Soon once 80% of it has passed or 3 or fewer days remain. An On a date task turns Due Soon 3 days before its due date, or earlier if your longest "alert me before it's due" setting is bigger, and Overdue once the date has passed. A new task with no service logged yet counts as OK and reads Awaiting first service log. See Maintenance schedules on one item.

What do the lines on a task tile mean, like "OVERDUE 8.2 hrs" or "15 hrs until due"?

Each tile shows the task name, how often it repeats, and when it was last done (a meter value for hours and uses, a date for other units). The large coloured line is the status text: OVERDUE with how far past, or how much is left until due, and Deferred when the task is postponed. The tile colour, dot and bar are red for Overdue, amber for Due Soon and green for OK, and clicking the tile opens the log window. See Maintenance schedules on one item.

What is the "Needs attention" card?

It names the single worst task in your fleet: the overdue task furthest past its interval or, if none is overdue, the due-soon task closest to overdue. Deferred tasks are skipped. Its Log service button opens that task's log window, and the card shows only when something is overdue or due soon, never on Recent history. See Fleet health and maintenance snapshot.

What do "In maintenance" and "2 in maintenance" on a machine card mean?

At least one unit of that machine is out of service, so the card turns amber. It reads In maintenance when every active unit is down and a count such as "1 in maintenance" when only some are, and retired units are not counted. See Temporarily hiding an item for service.

Why is each unit of my machine shown as its own section?

When a machine has more than one unit with tasks, the card splits into one section per unit, each with its own meter, buttons and task tiles, starting collapsed; Expand all or Collapse all in the card header opens or closes them. Tasks that apply to the whole machine sit in an All units block. The Bike health link beside a unit, or on a card showing exactly one unit, opens that unit's own page. See Tracking one physical unit's condition and history.

Logging services and managing tasks

How do I log a service I just did?

1. In By machine, click Log on the task's tile (clicking the tile works too). 2. Check Date performed and the reading box (Hours at service, Miles at service, Uses at service or Util. days at service) when it is shown. 3. Edit Parts used this service, and add Notes (optional) and Photos (optional) if you want. 4. Click Log service.

That restarts the countdown, clears any deferral, and the new entry appears in Recent history. See Maintenance schedules on one item.

What does the reading box in the log window do, and what is the "Also update this machine's" checkbox?

The reading records the machine's meter at the time of service and starts the next countdown from that number; it is prefilled with the current reading, and leaving it untouched keeps the countdown tied to the live meter. If you type a higher number, a checkbox offers to also move the machine's own reading up to it, and you should untick it when back-logging an older service. A lower number is saved on that entry but never moves the machine's reading backwards. See Maintenance schedules on one item.

How do I add a new recurring task, or record a one-off repair?

1. Click Add service on the machine's card (or on a unit's section). 2. Choose Recurring service (repeats on an interval) or One-time service (goes in the history only). 3. Type the Service name and, for a recurring task, how often it repeats. 4. Tick Mark as just serviced now if you want the countdown to start today. 5. Click Add service (the button reads Add & log service if you ticked the box, and Log service for a one-time entry).

A recurring task added without that box ticked shows Awaiting first service log until you log work. If you log now or add a one-time service on a machine with several units, Fleet unit defaults to All units. See Maintenance schedules on one item.

What can a task repeat on?

The choices are hours, miles, util. days, calendar days, weeks, months, uses, or On a date, and the number must be 1 or more. Weeks can be pinned to a weekday with On (optional), for example every Friday. On a date adds a Due date, Repeat every year and alert buttons for 60, 30, 14, 7, 3 or 1 days before (up to five, with 30 and 14 selected to start), and those alerts also drive the daily maintenance email. See Maintenance schedules on one item.

How do I log the same service on many machines at once?

1. Click By service type. 2. Pick the task under Service type. 3. Tick the machines or units (overdue and due-soon ones start ticked) and adjust any reading. 4. Optionally fill Cost ea. ($), Performed by and Notes (optional) under Apply to all selected. 5. Click the button that reads "Log on N machines".

The button stays greyed out until at least one row is ticked. See Maintenance schedules on one item.

How do I copy a task onto other machines?

1. Click the three-dot menu on the task tile. 2. Choose Apply to other machines…. 3. Search, filter by category or use Select all shown, and tick the machines. 4. Click the button that reads "Apply to N machines".

It copies the task's name, interval, notes, parts and attachments, skips any machine that already has an active task with that name, and does not copy service history. A message such as "Applied to 3 machines (1 skipped)" confirms it. See Maintenance schedules on one item.

How do I defer a task?

1. Open the tile of a task that is Due Soon or Overdue and click Defer. 2. Set Keep OK until a reading (it suggests half an interval past the current one). 3. Type a Reason, which is required. 4. Click Defer.

The task then shows OK with a Deferred tag until the machine's counter passes that number; the due date does not change, the unit stays bookable, and a new log clears the deferral. Leaving Reason empty shows "Add a short reason so the next person knows why". See Maintenance schedules on one item.

Why don't I see a Defer button on a task?

Defer appears only on tasks that are Due Soon or Overdue, are not already deferred, and are counted in hours, miles, uses or util. days with a current reading. Tasks counted in days, weeks, months or on a fixed date cannot be deferred at all. A deferred task shows OK and a Deferred tag instead, and logging the service clears it. See Maintenance schedules on one item.

How do I change a task's interval, notes or default parts?

1. Click the three-dot menu on the task tile. 2. Choose Edit service settings…. 3. In Edit task defaults, change Frequency, the notes, Default parts or the pickup-checklist switch. 4. Click Save task defaults.

The changes apply to this machine's future services only, saving does not log a service, and the interval's unit (hours, miles and so on) cannot be changed there. See Maintenance schedules on one item.

How do I delete a task?

Click the three-dot menu on the task tile, choose Delete task, and confirm Delete task in the Delete this task? window. Past service history is kept, but the task stops being tracked and this cannot be undone. See Maintenance schedules on one item.

How do I edit or delete a logged service?

Open Recent history and click the entry (its hover text reads "Click to edit this log entry"). Change Date performed, the reading, Cost ($), Notes or photos and click Save changes, or click Delete and confirm Delete log entry?. Either way the task's last-done date and next due point are recalculated from the latest remaining entry, and a task with no entries left goes back to Awaiting first service log. The reading box is hidden for tasks counted in days, weeks or months. See Tracking one physical unit's condition and history.

How do I record parts and costs on a service?

In the log window click Add part, then fill Part name, Qty and the dollar cost for each line; the total of the lines becomes that service's cost. The cost is the total for the line, not a per-unit price, so 2 oil filters at $10 each is entered as $20. A task's Default parts prefill the list every time, and you can change them for one service without touching the saved defaults. See Maintenance schedules on one item.

How do I attach photos to a service?

In the log window (or Edit log entry) click Add photos and choose JPEG, PNG, WebP, GIF or PDF files, up to 10MB each. Thumbnails show in Recent history and open in a new tab, and a failed upload shows "File too large. Max 10MB." or "Invalid file type. Allowed: JPEG, PNG, WebP, GIF, PDF". For a unit with pickup photos, a Pre-rental photos section (with a count) at the top of the log window lets you compare its condition. See Damage reports and checkout photos on a unit.

What does Mark all OK do, and why does it sometimes refuse?

It logs a zero-cost OK inspection for every task on that machine or unit, resets their due dates and clears deferrals, and it does not change any booking. It asks you to confirm first (Mark all OK?), and if the machine tracks hours or miles but has no reading yet you get Meter readings required with an Open counters button. On a machine with several units, use the button in the unit's own section, because the one in the card header can fail with "Select which unit this maintenance applies to." See Maintenance schedules on one item.

Meters and readings

How do I update an hour meter or odometer?

Click the reading in the card or unit header (its hover text reads "Click to update hrs"), type the new number and press Enter; it must be 0 or more. A machine with two or more editable meters shows an Update counters button instead, which opens a window with Hours and Miles boxes and a Save button. Saving also refreshes the unit's meter-based depreciation (the value lost as hours or miles build up). See How a unit's value depreciates over time.

Why can't I change Uses or Util. days?

Uses and util. days are autotracked (counted automatically from completed bookings), so only an owner can type a new value, or a manager or staff member after an owner switches on Allow autotracked counter overrides under Settings, Team, Override permissions. On a machine that only tracks uses or util. days the button reads View counters, the window is titled Counters and says "Auto-tracked from rentals. No manual update needed.", and the reading box is missing from the log window. A blocked attempt, for example from Mark all OK on a unit-tracked machine, shows "Your role can't manually change autotracked counters (util. days / uses)." followed by a pointer to Settings, General, although the switch is actually in Team. Only owners can flip that switch. See Tracking one physical unit's condition and history.

When do Uses and Util. days go up?

When a booking is marked completed, each unit assigned to it gets 1 use and util. days equal to the days between pickup and return, rounded up, with a minimum of 1. A unit returned early counts only the days it was actually out, and a late return does not add days. Practice (test) bookings never count. See Tracking one physical unit's condition and history.

How do I import meter readings from a spreadsheet?

1. Click Import meter readings at the top of Maintenance. 2. Under Which reading are you importing? choose Utilization days, Uses (rentals), Hours or Miles. 3. Upload a CSV (a spreadsheet saved as plain text) with the columns alias and current_meter_reading, or paste it in; ↓ Sample CSV downloads an example. 4. Click Preview and check Will update, Warnings and Errors. 5. Click the button that reads "Import N readings".

The alias is a unit's label (not case-sensitive), a file can hold up to 1000 rows and 5MB, and each change is written to the audit log. See How a unit's value depreciates over time.

Why does my meter import show Not found, Ambiguous, Invalid or Warning?

Not found means no unit has that alias, Ambiguous means several units share it so you should add a machine column to tell them apart, and Invalid means the alias is missing or the reading is not a number of 0 or more. A Warning row still imports: a decimal is rounded down for whole-number counters, or the new reading is lower than the current one and will overwrite it. Importing Uses or Utilization days is blocked for roles without the override switch, with a message telling them to ask an owner to enable it in Settings, Team, Override permissions, or to import Hours or Miles instead. See Tracking one physical unit's condition and history.

Taking a unit out of service

How do I put a unit into maintenance?

1. Click Put into maintenance on the machine's card or the unit's section. 2. If the machine has several units, choose the Unit. 3. Optionally turn on Schedule a return date and pick the days and the Goes in and Comes out times. 4. Leave Keep visible to customers ticked to keep it listed on your site, and add a Reason (optional). 5. Click Put into maintenance.

With no return date the unit stays in maintenance until you take it out; with one it comes back by itself at the end. A machine not yet split into units gets a Unit 1 created for it. See Temporarily hiding an item for service.

What does putting a unit into maintenance do to bookings, and what do customers see?

The unit cannot be rented for the window (or at all if there is no return date), and only that unit is affected, so other units of the same machine stay bookable. Bookings already made are not cancelled or changed by this action, so check the bookings for those dates yourself. On your website the machine stays listed but unbookable for those dates, unless you untick Keep visible to customers, which hides it until the window ends. At pickup, staff see the unit greyed out and tagged In maintenance, and only a person allowed to override availability sees the Override availability checkbox to assign it anyway. See Temporarily hiding an item for service.

What is the "Visible on your website" switch inside the Put into maintenance window?

It is a separate on/off switch for the whole item (it publishes or unpublishes the item itself), and it takes effect immediately, even if you then cancel the window. Its label flips between Visible on your website and Hidden from your website, and a message on the page confirms the change. If saving fails it says "Couldn't update website visibility. Please try again." See Publishing an item to your storefront.

How do I take a unit out of maintenance?

Click Take out of maintenance on the card or unit section and confirm in the "Bring ... back into service?" window; the unit becomes bookable immediately, and the website hide is lifted once no other unit of that machine is down. Units put in with a return date also come back by themselves when the window ends. A confirmation reads "... taken out of maintenance". See Temporarily hiding an item for service.

Why can't I put a unit into maintenance?

The window shows "Pick which unit goes into maintenance." if no unit is chosen, "Pick when it goes in and comes out." if you turned on a return date but left a day blank, and "The end must be after the start." if the end is not later. A sold unit gives "This unit was sold. Undo the sale first." (see Marking a unit as sold), and a retired unit gives "Cannot put a retired unit into maintenance." The same sold message appears if you try to take a sold unit out.

Issues, checklists, templates and email

What is "Track issue"?

It is a simple log of problems on one unit: click Track issue, give it a Title (for example "Rear brake squeaking") and an optional description, then click Add issue. Each issue starts as Unresolved; change it to In progress or Resolved from its dropdown, add notes, and tick Show resolved issues to see closed ones. The card shows counts such as "2 unresolved" and "1 in progress". It is for your team only, because tracking an issue does not change the unit's status or what customers can book. See Tracking one physical unit's condition and history.

How do I set up the pickup and return checklists for a machine?

Click Inspection checklist on the machine's card. Turn on Inspection required before each rental to add items under Before each rental, add return items under After each rental (post-ride), and click Save checklist; each list holds up to 50 items. A task can also appear on the pickup checklist through its Show on pickup checklist switch. See Post-ride (return) inspection checklist.

What is a maintenance template, and how do I use one?

A template is a reusable set of tasks and checklist items that you apply to many machines. Open Templates from the Maintenance sidebar link, click New template, name it, add tasks and click Save template, then pick machines under Apply to fleet items. Edits stay on the template until you apply again, and each machine shows Applied, Out of date or Not applied. Applying is blocked until the template is saved and has content: "Save the template before applying to machines. Unsaved changes are not included in apply." See Post-ride (return) inspection checklist.

How does the daily maintenance email work, and how do I turn it off?

At the bottom of Maintenance, Daily maintenance email has a checkbox (Email me a daily summary of upcoming maintenance, on by default) and a Send to box; leave it blank to use your business contact email, then click Save. It only covers tasks set to On a date and weekly tasks pinned to a weekday, mailed on each alert day you set and on the due date, or on that weekday. Each item is sent once, with a subject like "1 maintenance item needs attention", and the daily check starts at 13:00 UTC. An invalid address shows "Enter a valid email address, or leave this blank." See Maintenance schedules on one item.