Scheduling Maintenance by Mileage or Engine Hours – Hapn Help Center

Hapn can raise a work order automatically when a vehicle hits a mileage figure or an engine-hours figure, not just a date. That's the difference between servicing a van at 5,000 miles and servicing it "roughly every three months, we think".

This page covers where those numbers come from, how to build the schedule, and which of the two to use.

Applies to: the Hapn web app at app.gethapn.com. Distance and engine-hours triggers need a tracker that reports them — see below.

First, check your tracker reports the number

Odometer and engine hours come from the vehicle itself, so they're available on OBD and telematics trackers. GPS-only portable and hardwired trackers don't report them, and a schedule built on them won't advance.

To check, open the asset and look at the Telematics tab. On a reporting vehicle you'll see an Engine & Diagnostics panel with Odometer, Engine Hours, VIN, fuel level, coolant temperature, external power and any fault codes. The same two figures appear on Asset Details as Odometer and Active Hours, and in the asset's header line as "589h 24m engine hours".

Get the starting numbers right before you build the schedule. If the odometer reads 46,001 but the dash says 112,400, every due date the schedule produces will be wrong. Correcting it is covered in How to Set or Reset Your Tracker's Odometer; engine hours are set the same way, in the tracker's advanced settings.

Build a recurring schedule

Select Maintenance in the left sidebar, then New Work Order (or New Schedule on the Schedules tab — it's the same form).
Under What are you creating?, choose Recurring Schedule.
Fill in Title and Description. Both are required.
Under Assets, use Choose assets to pick the vehicles. One schedule can cover many.
Under Timing, pick the basis — Date, Odometer or Engine Hours.
Set the interval and the starting point (details below).
Under Ends, choose Never ends, Ends on a date, or Ends after a number of occurrences.
Set Assign to and Remind before due if you want them, add Work instructions, and select Create.

By mileage

Choose Odometer and you get two fields:

Repeat Every — a number and a unit dropdown (Miles or kilometres). For a 5,000-mile oil change, enter 5000.
Starting From Odometer Reading — the reading the first work order should be counted from. Put in the odometer at the last service, not today's reading, and the schedule lands on the right mileage straight away.

By engine hours

Choose Engine Hours and the same two fields appear in hours:

Repeat Every — for example 250 Engine Hours.
Starting From Engine Hours — the hour-meter reading at the last service.

One-time work orders can combine triggers

There's a real difference between the two modes, and it's easy to miss:

A One-time Work Order shows Date, Odometer and Engine Hours as checkboxes — tick as many as apply, and whichever comes first makes it due. "Due at 50,000 miles or 1 March, whichever first" is one work order.
A Recurring Schedule shows them as a single choice — a repeating schedule runs on one basis. If you want a van serviced every 5,000 miles and at least twice a year, create two schedules.

Mileage or engine hours — which?

Mileage is the right measure for anything whose wear tracks distance: vans, cars, sales fleets, delivery routes.

Engine hours is the right measure for anything that runs while stationary — plant and equipment, refrigeration units, trucks with a PTO, and any vehicle that idles heavily. A truck that spends four hours a day idling on site racks up engine wear that its odometer never sees, and a mileage-based schedule will service it far too late.

The Utilization panel on the Telematics tab is a quick sanity check: it shows engine hours over the last 30 days against a benchmark, plus idle time today and over the last seven days. High idle relative to distance is the signal to switch that asset to an hours-based schedule.

What Hapn does not do

Hapn does not read an oil-life percentage from the vehicle. Some dashboards show one; it isn't among the values Hapn receives, so there's no way to trigger a work order from it. Schedule oil changes by mileage or engine hours instead — which is what an oil-life calculation is approximating anyway.

Similarly, a schedule doesn't book the work or order parts. It creates a work order and emails it to whoever you assigned it to.

Getting the work order to the right person

Assign to accepts a Hapn user or any email address, so an outside garage or contractor can receive work orders without a Hapn login. Remind before due sends a heads-up ahead of the due point; it defaults to no reminder.

An overdue work order also raises an Issue against the asset, so it shows on the asset card and in your issues list until it's done — see Understanding Issues on the Platform.

Checking on a schedule later

Each asset has its own Maintenance tab with Upcoming Tasks and Completed Tasks, and Add task to create a work order pre-filled for that asset. The fleet-wide view lives under Maintenance in the sidebar — see How to Track and Complete Maintenance Work Orders.

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