Help Needed to Develop Maintenance Record Board for Service Intervals

Platform discussions Special workflows & use cases
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Hi Monday.com Community,

I’m looking for assistance in developing a maintenance record board that tracks OEM service tasks for specific service intervals. Here’s a brief overview of what I’m aiming to achieve:

  • The board should record maintenance tasks required at different service intervals.
  • For example, a motor vehicle needs a specific service at 10,000kms and a different service at 50,000kms.
  • Additionally, there are regular 10,000km services that need to be carried out between the major service intervals (i.e., at 20,000kms, 30,000kms, 40,000kms, etc.).

I would like the board to:

  1. Automatically track and remind us of upcoming services based on the current mileage.
  2. Distinguish between regular 10,000km services and major service intervals (like the 50,000km service).
  3. Include fields for recording service tasks, dates, and notes for each service.

Has anyone created a similar board or have any suggestions on the best way to set this up in Monday.com? Any templates, automations, or structuring tips would be greatly appreciated!

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We’ can create a monday.com board that not only tracks service intervals but also sets up automated reminders and clearly distinguishes between regular and major services.

Vehicle, Current Mileage, Next Service (Dropdown: Regular, Major), Service Interval (number), Last Service Date, Next Service Date, Service Tasks, Notes.
Set up automations to calculate and update the next service date based on the current mileage and service interval. For example, if the current mileage is 10,000kms, the automation will set the next service date at 20,000kms for regular services.

Create automations to send reminders when a vehicle is nearing its next service interval. This can be done by setting up a date column for the next service date and using the “When date arrives, notify” automation.

Use conditional formatting or status labels to differentiate between regular and major services (e.g., color-code the service type).

For each service type (regular and major), create templates with predefined tasks that need to be completed. When a service is due, copy the relevant template to the service tasks column.

Use dependency columns to ensure that regular services are scheduled between major services without overlap.

Let’s Schedule the call and discuss this in more detail. I look forward to talking to you and your team should they join us.

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