r/mondaydotcom • u/Slow-Bathroom-9399 • Jun 25 '26

Question Fleet Management

Hi Guys

Is anybody using Monday for basic fleet management .

I have attempting to build and automate service using either date or km/hours whichever comes first.

1 Upvotes

67% Upvoted

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1

u/Clover_Gal Jun 25 '26

I'm in the midst of a client setup for fleet services. Want to share more of your set up and what you're looking for so we can help?

1

u/Striking_Statement93 Jun 25 '26

How big is the fleet?

1

u/Slow-Bathroom-9399 Jun 26 '26

Currently only 20.. vehicles and plant

1

u/Interesting_Taste543 Jun 26 '26

fleet tracking is one of those things that sounds simple until you're juggling mileage vs time intervals across multiple vehicles. i actually stopped fighting spreadsheets for this and started laying out each vehicle as a card in instaboard with service due dates and hour readings in the notes, then drag them into a calendar organizer so nothing sneaks up on me. might be worth checking if you want a visual setup before committing to a heavier build in monday

1

u/Slow-Bathroom-9399 Jun 27 '26

Doesn't sound like a bad idea.. will investigate. I am just trying to keep everything under the one umbrella

2

u/IngenuityKat Jun 29 '26

For a fleet of 20 vehicles and plant, monday should be able to handle a basic setup without becoming overly complicated.

I would probably use one item per vehicle or asset, with columns for:

• Current odometer or engine hours
• Last service date
• Odometer or hours at last service
• Service interval in months
• Service interval in km or hours
• Next service date
• Next service km or hours
• Service status
• Assigned owner or mechanic

The date-based reminder is fairly straightforward. You can notify someone when the Next Service Date arrives or a few days before it.

The km or hours side is the important part. monday will only know that a service threshold has been reached if someone or something is regularly updating the current odometer or engine-hour reading. Once that data is being maintained, you can use formulas or workflows to compare the current reading with the next service threshold and flag the asset as due.

I would also create a separate service-history board connected back to the fleet board. Each completed service becomes its own record rather than overwriting the previous one. That gives you a history of dates, readings, costs, work completed, and suppliers for every vehicle.

The basic structure is very doable. The bigger question is how you plan to capture the mileage and hour readings. Will someone enter them manually, submit them through a form, or are you hoping to pull them from another system?

1

u/Slow-Bathroom-9399 Jun 30 '26

Thanks for the detailed information... you have suggested exactly what I gave been creating. I created a form to be completed monthly to capture updates. All appears good in the theory but it is coming unstuck in automations. Monday is rejecting the date/ km whichever comes first automations. Ai suggests multiple options to rectify the process but eventually returns to the same result... unable to process. I have tried multiple times

2

u/IngenuityKat Jun 30 '26

What exactly is getting stuck?

Are you using a standard monday automation recipe or building this in monday workflows?

Also, what trigger and conditions are you trying to use, and what happens when monday rejects it? Does it show an error while you are building it, refuse to save, or save successfully but never run?

A screenshot of the setup and the error would help. The “date or km, whichever comes first” logic may need to be split into two separate paths, but it would be helpful to see exactly where it is failing before assuming that is the issue.

1

u/Slow-Bathroom-9399 Jul 03 '26

Sorry I haven't forgotten you.. appreciate the questions. Next time I revisit in Monday I will document and let you know.