An inspection is a checklist completed against a vehicle, such as a daily pre-trip check. Items are answered one screen at a time, which makes it comfortable to do on a phone. Failed items raise issues, and a failed critical item can hold the vehicle.
An inspection is a record of what was found at that time. It is never edited: a mistake is voided.
Inspection templates
A template is the checklist. Templates are set up by an Owner or Admin in Settings › Module settings › Fleet › Fleet settings, by selecting Edit inspection templates. Your organization starts with one template, Daily pre-trip check (lights, tyres, brakes, horn, mirrors, wipers, fluids, seat belts, fire extinguisher, first-aid kit and body damage; tyres and brakes are critical, and a photo is needed if body damage fails).
The list shows each template's Name, Applies to, Schedule, number of Items and Status. Select New template, or Edit on a row. Deactivate and Activate switch a template off or on; a template is never deleted. Changing a template never changes inspections already done.
| Field | What it does |
|---|---|
| Name | Required. |
| Schedule | No schedule, Daily, Weekly or Monthly. A scheduled template shows as due on My Fleet until it has been done in the current day, week or month. |
| Active | Only active templates can be used for an inspection. |
| Vehicle types | Tick the types the template is for. Leave all unticked to offer it for every type. |
Under Checklist items (at least one, up to 100), each item has:
| Field | What it does |
|---|---|
| Item | The wording the person sees. |
| Answer | Pass / fail, Number, Text, Photo or Signature. |
| Required | The item must be answered before the inspection can be submitted. |
| Critical if it fails | Pass / fail items only. A failure is a critical defect, see Critical defects. |
| Photo needed if it fails | Pass / fail items only. A failed answer needs at least one photo. |
The arrows move an item up or down; the bin removes it. Select Save template; a toast says "Template saved". If the template cannot be saved you see "Could not save the template."
The inspection list
Open Fleet Management › Inspections. You need Inspections › View; with View (own) you see inspections you carried out or did as the driver.
| Column | Notes |
|---|---|
| No. | The inspection number. Links to the inspection. |
| When | When it was done. |
| Vehicle, Checklist, Driver, Performed by | |
| Outcome | Pass or Fail, plus Void if it was voided. |
| Failed items | How many items failed. |
| Business unit | Shown only when your organization has business units. |
Filter by outcome, checklist and vehicle, and, in the funnel, by a From and To date.
Do an inspection
You need Inspections › Create and view access to the vehicle. Start from New inspection on the list, from Inspect on a vehicle's profile, or from My Fleet. When the organization's setting is that staff enter records, drivers cannot start one here unless they also hold Inspections › View (all): they are told "Your organization records this for you."
- Which vehicle? Choose the vehicle. This step is skipped if you started from a vehicle. Sold and disposed vehicles are not offered.
- Which checklist? Choose the checklist. If only one fits the vehicle's type it is chosen for you. If none fits you see "There is no checklist for this vehicle's type. Ask an administrator to add one."
- Answer each item. One item is shown at a time with a progress bar. Pass / fail items have large Pass and Fail buttons and a note ("Note (optional)", or "What is wrong?" after a fail). A failed item lets you add photos. Number and text items take a value; photo items take photos. Required items are marked with an asterisk and Next stays disabled until they are answered. A failed item marked Photo needed if it fails also keeps Next disabled until a photo is added. Back returns to the previous item.
- Finish. Enter the meter readings if they are asked for (see below), choose the Driver if you want someone other than the driver currently assigned, and sign on the Signature pad. If any items failed, a note tells you how many; an issue is raised for each when you submit.
- Select Submit inspection. It stays disabled until a required reading is entered and, when the checklist has a required signature, until you have signed. If you go Back from this step, sign again when you return. A toast says "Inspection submitted" and the inspection opens.
If something is missing, the inspection is not saved and a message tells you what, for example ""Brakes" needs an answer." or "A photo is needed for "Body damage" because it failed." Other messages: "This checklist is not available for this vehicle." and "A sold or disposed vehicle cannot be inspected."
Photos and signature
Select Take photo to open the phone's camera (on a computer it opens a file picker); up to 10 photos can be added to one item, and the cross on a photo removes it. If a photo cannot be uploaded you see "The photo could not be uploaded." The signature is drawn with a finger or mouse; Clear wipes it. A signature item marked Required needs a signature before you can submit. If a photo or the signature cannot be found when you submit, you see "A photo or signature could not be found; add it again."
If your browser allows it, the inspection also records where it was done, shown as a view on map link. Refusing location access does not stop the inspection.
Meter readings on an inspection
The Finish step asks for Odometer and/or Engine hours according to the vehicle's type, with the last reading shown as a hint. Fleet settings sets Meter reading on an inspection:
| Setting | Effect |
|---|---|
| Required | The reading must be entered: "An odometer reading is required." / "An engine hours reading is required." |
| Optional | The reading can be left blank. |
| Not asked | No reading fields are shown. |
A reading entered is recorded on the vehicle like any other and can be flagged, see Why a reading is flagged. Distances follow the organization's number settings.
What happens when items fail
- Each failed pass / fail item raises an issue: priority Critical if the item is marked critical, otherwise Medium, titled "item failed inspection", with your note as the details. It is assigned to the Default issue assignee in Fleet settings, if one is set.
- A failed critical item puts a critical defect hold on the vehicle, and in Fleet settings you can choose to take it out of service straight away. The fleet managers are notified. See Critical defects.
- The outcome is Fail if any pass / fail item failed, otherwise Pass.
Open an inspection
The inspection shows its outcome, vehicle, checklist, date, driver, who performed it, the readings, a view on map link, the Checklist with each result, note and photo links, the signature, and an Issues raised table linking to each issue (if you can view issues).
Void an inspection
With Inspections › Edit on it, an inspection that was submitted shows Void.
- Select Void.
- Enter a Reason (required).
- Select Void inspection. A toast says "Inspection voided".
The inspection stays on record, marked Void with its reason. The issues it raised are kept, and so is any critical defect hold; deal with them from the issue. A voided inspection counts as not done for a scheduled checklist. "This inspection is already void." is shown if it was voided in the meantime.
Current limitations
- There is no way to inspect a vehicle without signing in; inspecting by scanning a QR label without a login is not available.
- An inspection cannot be edited, only voided.
- A template cannot be deleted, only deactivated.