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Fleet PM Workload and Technician Capacity Calculator

Estimates how many preventive maintenance services a fleet generates each month, the labor hours they need and whether your technicians can keep up.

Your numbers

Results update as you type.

Your estimate

PM services generated per month...
PM labor hours needed per month...
Share of technician capacity used...
Technicians needed for PM alone...

Estimates only. Assumptions are listed below, and you can change every input.

Preventive maintenance only works if someone actually has the hours to do it. A schedule that generates forty services a month for a shop that can complete twenty-five will slip within weeks, and the slipped services are exactly the ones that turn into breakdowns. Fleet managers who add vehicles, extend routes or shorten intervals often find out about the capacity gap after the backlog has already formed.

This calculator multiplies fleet size by monthly miles per vehicle and divides by your PM interval to estimate services per month. It multiplies that by the labor hours you allow per service to get monthly PM hours, then compares the total with the productive hours your technicians have available. The result is a utilization percentage and the number of technicians the PM load alone would need. Unscheduled repairs are not included unless you add them to the hours per service.

How to use this tool

  1. Enter your fleet size and the average miles each vehicle runs in a month, taken from odometer or telematics reports.
  2. Set the PM interval and the hours a technician needs per service, including the inspection and paperwork.
  3. Add the number of technicians and their weekly hands-on hours, then check the utilization percentage and the technicians the PM load alone requires.

What the math assumes

  • A month is counted as 52 divided by 12 weeks, about 4.33 weeks, when converting weekly technician hours to monthly capacity.
  • Every vehicle drives the same monthly miles, follows the same PM interval and takes the same technician hours per service regardless of vehicle type or what the inspection finds; mixed fleets should be run as separate groups.
  • Only preventive work is counted. Unscheduled repairs, road calls and recalls need capacity on top of this figure.
  • The default of 30 productive hours per week is a placeholder for a 40-hour schedule minus non-wrench time; replace it with your own shop data.
  • Capacity utilization is capped at 999%. If you enter zero technicians or zero productive hours while there is PM work to do, the tool shows that cap instead of 0%, because there is no capacity to use.

Frequently asked questions

What utilization percentage is safe for a fleet shop?

That depends on how much unscheduled work your fleet throws at the shop. If PM alone uses most of the available hours, any breakdown pushes scheduled services late, so leave room for repairs when you read the number.

How do I handle several PM levels, like an A service and a B service?

Run the calculator once per level with its own interval and hours, then add the monthly hours together. Or use the most frequent interval with a blended hours-per-service figure that averages the levels.

Why does the calculator ask for productive hours instead of paid hours?

Technicians are paid for 40 hours but spend part of that on parts, cleanup, training, meetings and waiting on approvals. Sizing capacity on paid hours overstates what the shop can complete.

Link to this toolhttps://fleettendr.com/tools/pm-workload-tech-capacity/

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