When staff complete the renewal form, the task closes and the next one schedules automatically.
How It Works
A task appears when the WOF expiry date approaches
The assigned person receives the task
They open the attached form and enter the new WOF date
When they save the form, the task completes automatically
A new task schedules for the next expiry date
This process works for any date-based maintenance: Registration Expiry, Safety Inspection Expiry, Roadworthy Certificate Expiry.
Step 1: Add WOF Fields to Equipment
To enable WOF tracking for your equipment category:
Log into the Admin Console
Go to Equipment > Settings
Click on your category (e.g., "Vehicles")
Click Edit Properties
Toggle on Warrant of Fitness Expiry Date
Click Save
Step 2: Apply Fields to Existing Equipment
To update equipment with the new field:
Go to your Equipment List
Filter by the relevant category
Hover to the left of equipment items and check the boxes (select multiple if needed)
Click Revert to Category Settings in the action bar at the bottom
The selected equipment will inherit the category settings, including the WOF field.
Note: Reverting to category settings will remove any fields that have been turned off at the category level.
Step 3: Create the WOF Renewal Form
To build the form that captures new WOF dates:
Go to Forms and click the orange Add button
Name your form and select the Others category
Add a question
Select Maintenance Value as the answer type
Map it to Warrant of Fitness Expiry
Open Form Settings and turn off the Form Library toggle (prevents random completions)
Click Publish
Step 4: Create the Scheduled Task
To set up the automatic task:
Go to Equipment
Go to Tasks and create a new task (or open an equipment item and click New Task)
Select all equipment this task applies to
Name it "WOF Expired"
Set a "Task Type" (This one best suits 'Compliance')
Add description: "Complete the attached form"
Assign to a person or User Group (e.g., driver or maintenance team)
Click Next and configure the schedule:
Select Repeats
For "Based on", select Warrant of Fitness Expiry
Set availability (e.g., one week before due date)
Click Next (Files and Forms page)
Attach your WOF expiry form
Toggle on Auto-Complete Task When Form is Complete
Click Create Task
Tasks will schedule automatically based on each equipment item's WOF expiry date.