VEHICLE MAINTENANCE SYSTEM
Maintenance Planning & Workshop Management
Overview
Our Vehicle Maintenance System (VMS) is a complete workshop management platform built specifically for coach, bus and truck operators. Trusted by operators across the industry, it is used every day to manage vehicle maintenance, inspections and workshop operations.
More than just a maintenance records system, VMS combines powerful defect reporting and inspection planning with comprehensive tools for managing scheduled and unscheduled maintenance. From job cards and workshop control to detailed vehicle histories and statutory inspection records, it gives operators complete visibility and control over every aspect of vehicle maintenance.
VMS streamlines the whole maintenance process, helping operators keep workshops running efficiently while ensuring records are accurate, up to date and maintained to the required standard.
VMS has also been validated by the DVSA for the Earned Recognition Scheme, providing an excellent platform for operators looking to achieve and maintain acceptance onto the scheme.
- Scheduled and unscheduled maintenance activities
- Comprehensive defect and accident reporting
- Driver App including walk-around checks
- Electronic job cards for the workshop
- Six-month planner and workshop planner
- Comprehensive tyre and stock control management
- 1,000Companies Worldwide
- 2,825Users Worldwide
- 16,500,000Activities Handled
Key Features
Vehicles
Comprehensive details of each vehicle can be entered into the system which includes the vehicle make and model, licence information and test dates.
Employees
Details of each employee can be created in VMS or can be replicated via the integration from Coach Manager.
Driver App
Our award-winning Driver App is fully integrated with VMS and complies with all statutory walk-around check and defect reporting requirements.
Defect Reporting
The defect reporting system allows user definable defect types, stored common descriptions and a full implementation of the statutory reasons for failure to be used to record defects reported by employees.
Accidents and Incidents
Accidents or incidents can be managed through VMS including the ability to record a detailed description of any damage together with third party information where appropriate.
Activities and Job Cards
In addition to ensuring proper control of all statutory safety issues, VMS also provides a complete solution for operators looking to manage the maintenance of their vehicles for maximum efficiency and longevity.
Electronic Job Cards
The Electronic Job Card not only allows your workshop to become paperless, but also goes way beyond what can be achieved with the original paper document.
Six Month View Planner
The system automatically generates a six month view of scheduled activities which emulates the traditional wall planner.
Activity Diary
The activity diary has the capability of showing activities in both the future and in the past.
Workshop Planner
The highly visual bay planner has a drag and drop facility to allocate activities into user definable bays.
Workshop Optimiser
The graphical workshop optimiser facilitates the smoothing of daily workloads with automated rescheduling of subsequent activities.
Fluid Usage
User definable fluid types can be created within the system and then each time the vehicle is filled the fluid type, amount, cost and employee can be recorded.
Tyre Management
The tyre management module has been designed to manage the maintenance and history recording of individual tyres fitted to vehicles in the fleet.
Stock Control and Warranties
Our optional stock control module is seamlessly integrated into both scheduled and unscheduled activities in VMS.
Invoicing and Sales Ledger
The optional invoicing and sales ledger module has been designed for clients operating a commercial workshop and is also fully integrated with both scheduled and unscheduled activities.
GPS Vendor Integrations
Using our Google Maps Platform integration, it is possible to show the current location of a vehicle directly within VMS.
Reports
VMS includes comprehensive standard and user definable reporting facilities throughout the entire system with onscreen previews, printed reports and data export.
DVSA Earned Recognition
Distinctive Systems is a validated IT systems provider for the DVSA Earned Recognition Scheme.
Book your demo
See how VMS can work for your business. Every business has its own goals, challenges and ways of managing its operations. Get a closer look at how our solution can fit around how you work, with a personalised demo tailored to what matters most to you. Book a demo and discover what’s possible.
What our customers think
Pay Monthly Subscription
VMS is available on a flexible monthly subscription with an initial minimum term of 12 months, including software updates, ongoing support and training entitlement.
A Perfect Fit for Every Operator
Built on decades of industry experience, VMS delivers the flexibility, reliability and performance operators need. Available in Full and Express versions with flexible capacity options, VMS scales with your business giving you the right tools today, with the ability to grow tomorrow.
Express vs. Full
VMS Express provides a streamlined version of the system, ideal for operators with straightforward workshop and maintenance requirements. It offers the core functionality needed for statutory compliance and manufacturer-recommended routine maintenance, with a simpler setup and faster learning curve.
As your business grows, upgrading to the full version is quick and easy.
Flexible Capacity Options
Choose the capacity level that matches your current fleet size, then increase as your operation expands. Both Express and Full versions are available with limited or unlimited capacity.