Vehicle maintenance software for total fleet visibility

Yes, you configure inspection schedules and checklist content per template, and templates can be tailored to specific vehicle types, groups, or inspection intervals. If a tachograph is replaced mid-cycle, the inspection due date resets to the new installation date and recalculates from there automatically. Checklist items can differ between inspection types, so a quarterly check does not have to carry the same items as an annual one. Each vehicle or group can follow its own schedule with its own set of checks.

Yes. Lumiform sends notifications for upcoming and overdue inspections, and you can configure intervals per vehicle type. Open corrective actions stay visible in the Actions section on both desktop and mobile until they are resolved. Inspections that are overdue surface in the analytics overview so nothing gets buried. You can categorize forms and actions by vehicle group or inspection type, giving you a structured view of what is open, what is coming up, and what is already behind.

The Lumiform dashboard shows completed, planned, and ongoing inspections in one view, and the analytics section gives you overdue inspection counts and completion rates across your team. You can filter by user, group, or location to see individual workload. Visual capacity planning with per-mechanic green/red utilization indicators is not a current feature. If that level of workshop capacity planning is a hard requirement, it is worth raising directly with the Lumiform sales team before committing.

When a mechanic submits a completed inspection, the report is immediately available in the system. Any user with access can open that report and see exactly what was logged, including photos, annotations, and responses. The next person does not have to wait for a manager to transfer information manually. If a form is still in draft, it sits in the originating user’s drafts. Submitted reports are visible to the team without any manual re-entry step.

You can build a shared defect registry using Lumiform’s entities and categories features. Vehicles are set up as entities, and known issues or defect records can be attached and made accessible across your team. Any user with the right permissions can view the status of a specific vehicle. This replaces the scattered paper and Excel lists where information gets lost or never transferred. Every user, whether a newcomer or a ten-year veteran, sees the same up-to-date information when they open a vehicle record.

Yes, Lumiform lets you create groups and entities, so you can organize your fleet by vehicle type, depot, or any other category that fits your operation. Buses go in one group, trucks in another. You then assign specific templates, schedules, and users to each group. This means a bus inspection checklist only appears for the bus team, and your analytics can be filtered by group so you see maintenance status per fleet segment without wading through unrelated data.

For non-standard repairs where every job is different, mechanics can start a form, add free-text responses, attach photos, and log what was done without needing a pre-built template to match the exact job. You can create a general repair order form with flexible fields that covers the common structure while leaving room for job-specific detail. This is not a perfect fit for fully standardized workflows, but it removes the step of writing on paper and manually transferring notes into SAP afterward.

Yes, Lumiform handles the technical and operational side: inspections, maintenance logs, corrective actions, and field data. Commercial and financial data stays in SAP. Lumiform integrates with SAP so that technical data can flow between systems without duplicating financial records in Lumiform. The two systems complement each other rather than compete. Your existing SAP order and time-tracking processes remain intact on the commercial side, while Lumiform takes over the paper-based inspection and maintenance documentation that currently creates manual transfer work.