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“Notifications” module.

Zavgar Online” is a system for  vehicle maintenance planning and monitoring.

Why are notifications crucial for fleet management? 

Fleet operation is a complex process that requires utmost attention and scrupulousness. Regular maintenance is often not carried out on schedule, which leads to serious breakdowns and, accordingly, long out-of-service periods and, as a result, significant financial loss. In fact, every vehicle has its own working life, to simplify the work in the Zavgar Online system, “Notifications” section has been created, which in its turn consists of:

  1. Service reminders. This subsection is the most important and interesting for everybody. It primarily covers vehicle regular maintenance (regular service maintenance, consumables replacement, etc.). We also recommend creating service reminders for all vehicle units, in accordance with the manufacturer’s recommended replacement intervals for these units. These simple steps will significantly reduce the total cost of owning a machine, as well as virtually eliminate vehicles going out-of-service due to force majeure repairs. Planning and keeping everything in order is the best way to effectively manage your fleet 
  2. Vehicle notifications. A vehicle is an asset. The maintenance of assets always carries certain expenses, including financial. This includes paying for insurance, permits, access documentation, etc. This means that expenses and actions occur at regular intervals, and in case of non-renewal, the company suffers extensive losses. Unfortunately, insurance companies are not always customer-focused and they can’t or they forget to always remind the responsible person in advance that renewal is necessary. Mechanics shift the responsibility to drivers, but often they fail. “Zavgar Online” system will not forget anything, it will remind you in advance and will save scans of all documents in the system.
  3. Contacts notifications. Everyone is waiting for autonomous vehicles in the next 10-20 years, but for now the driver is a core element of vehicle fleet operation. Drivers are often not very committed to work and this leads to fines, equipment downtime and other troubles. The driver’s license must be renewed, as well as drivers’ facilities access documentation. “Zavgar Online” system will remind not only the driver himself, but also his management and persons concerned. Also, the system can remind about the employee’s birthday, congratulate him, he will be pleased СМАЙЛИК

This was a summary of the main subsections, below are detailed instructions for each of the subsections.

Service notifications

In main menu go to “Notifications” section → “Service notifications”

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A list of all service notifications for your fleet will open.

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The list of notifications by default is filtered by:

  1. Vehicle name;
  2. By notification status (on, due, overdue)

If you wish, you can use more complex filtering by clicking on the “More” button, an additional menu will be displayed on the right side of the screen.

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What data is displayed in the list of service reminders?

  1. Actually, the service notifications themselves in order, starting with the last created. Name, interval, mileage or time of warning about due service maintenance.
  2. Vehicle name. Below you can see information about either how many days are left until the date, or for how long the notification is overdue.
  3. Notification status. There are three types of statuses in the system: on, due (activated when “warn before” script is engaged) and overdue.
  4. Who should be notified? The person responsible for this task is indicated here. By default, all users with the appropriate rights are notified.  

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How to add service notification?

Go to “Service notifications” → click on “Add” button 

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Attention!!! For further convenient and efficient work, before using “Zavgar Online”, enter all the service tasks (regular maintenance and repairs). This can be done in two ways:

  1. Quick creation in add new service reminder card. Next to the field for selecting a service task you can find a + sign, click it 

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go to add new service task card

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Enter name, description, you can immediately create, for example, “maintenance-1” and add subtasks to it (change oil, filters, etc.). Save. 

2.  Creating service tasks reference book. Go to “Service” → “Service tasks”.

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Please do not duplicate tasks, when you start entering text, “Zavgar Online” system notify you if this task is duplicating. 

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Let’s continue with service reminders, namely adding them.

Select a vehicle → select a service task → specify an interval for mileage and time (on the right, the system will automatically set a schedule for this task). If the service task is entered after the actual work was carried out, switch the “Add the readings when this task was last performed” tab to the “ON” position and indicate the odometer reading and the date of the maintenance → indicate how many km. of mileage or calendar days in advance you need to be warned about the work → indicate whether an email notification is needed (do not forget to indicate the person responsible when switching to ON status) → add a comment if it is needed → in the upper right corner click on “Add” button. If you need email notification, please enable the checkbox and mark the users who should receive the notification by email

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To delete or edit service notifications, the corresponding access rights are required.

To automatically update a service notification upon maintenance completion, select the service task associated with this service reminder when creating a service record. 

As an example, the system has created a service reminder “Replacing the aroma diffuser” with a frequency – every 3000 km. or every 2 months.

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the system notifies the person in charge of the due need for a replacement and he creates a service record (you can also create a work order, with the ability to write off spare parts). In the “Service task” field, select “Replacement of aroma diffuser” and put down the cost of the work, in this case it was 200 rubles.

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Add a service record, and the service notification “Replacement of aroma diffuser” will be automatically updated 

Vehicle notifications

In the main menu, go to “Reminders” section → “Transport notifications”. A list of created transport notifications will open. 

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The list of notifications by default can be filtered by:

  1. Vehicle name;
  2. Notification status (due, overdue);
  3. Date.

If you wish, you can use more complex filtering by clicking on “More” button, an additional menu will be displayed on the right side of the screen.

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What data is displayed in the list of vehicle notifications?

  1. Vehicle name.
  2. Vehicle notification type (if notification is past due, “overdue” is displayed).
  3. End date of interval.
  4. Actions. The main function is the prolongation (extension) of the vehicle reminder interval. Reminders also can be edited, completed and deleted here.

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Adding vehicle notifications

Go to “Vehicle notifications” section → click on “Add” button

Attention!!! For further convenient and efficient work, before using Zavgar Online, enter all types of transport notifications (regularly updated documents, insurances, permits, access clearances, etc.). All standard notifications (compulsory insurance, tachograph calibration, transportation tax payments, lease and credit payments, etc.) are already in the system.

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To add additional types of notifications or edit basic ones, go to “Settings” section  → “Types of vehicle notifications” → “Add a new type” 

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Please do not duplicate notifications, when you start entering text, “Zavgar Online” system will notify you if the task is duplicating.

It is also possible to quickly add types of vehicle reminders when creating a vehicle reminder.

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Just add notification name and click Save. 

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To add vehicle reminder:

Select a vehicle → Select a reminder type → Specify a deadline for the task → Specify in how many days, weeks, months, years it is necessary to notify the person in charge of the end of this reminder → Specify the responsible persons who will supervise this task → Save the reminder

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To delete or edit vehicle reminders, you need the appropriate access rights.

Contacts notifications

In the main menu, go to the “Notification” section → “Contacts notifications”. A list of created contact notifications will open:

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Attention!!! For further convenient and effective work in “Zavgar Online” enter all types of notifications for contacts (regularly updated documents for a specific person: driver’s licence, permits, access clearances, etc.). 

There are two ways to add contacts type of notifications:

1. 1. Quick add, in “create a new type of notification for a contact” card.

Click on the + sign next to “Notification type” selection field

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Enter a name for the new type of notification for a contact and click “Save”

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2. Through the “Settings” module  → “Types of notifications by contacts” → “Add type”

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Please do not duplicate notifications, when you start entering text, “Zavgar Online” system will notify you if the task is duplicating.

List of notifications can be filtered by:

  1. Vehicle name;
  2. Notification status (due, overdue);
  3. Date.

If you wish, you can use more complex filtering by clicking on “More” button, an additional menu will be displayed on the right side of the screen.

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Adding notification to contact

Select a contact → Select a notification type → Specify a deadline for the task → Specify in how many days, weeks, months, years it is necessary to notify the responsible person about the end of this notification → Specify the responsible persons who will monitor this task → Save the notification

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To delete or edit contact notifications, you need the appropriate access rights.

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Updated 30.12.2020

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