Inspections
Create and manage vehicle inspection checklists, conduct inspections, and review results.
The Inspections sub-module provides a structured process for conducting and recording vehicle inspections. Regular inspections are essential for identifying safety issues before they become incidents, ensuring regulatory compliance, and maintaining the overall condition of your fleet.
Navigation: Fleet > Inspections
Purpose
Vehicle inspections catch problems early -- before a minor issue becomes a breakdown on the road or a safety hazard for drivers and passengers. The Inspections sub-module allows you to:
- Define reusable inspection checklists with specific items to check
- Conduct inspections and record results for each checklist item (pass, fail, or needs attention)
- Attach photos and notes as evidence for each inspection item
- Track inspection history for every vehicle in the fleet
- Monitor overdue and upcoming inspections across the fleet
- Ensure compliance with regulatory inspection requirements
What You Will See
The main Inspections page has two views: Inspection Records and Checklists.
Inspection Records
The default view shows a table of all completed and in-progress inspections.
| Column | Description |
|---|---|
| Vehicle | The vehicle that was inspected (plate number and model) |
| Checklist | Which inspection checklist was used |
| Inspector | The person who conducted the inspection |
| Date | When the inspection was performed |
| Result | Overall result -- Passed, Failed, or Needs Attention |
| Status | Draft, Submitted, or Reviewed |
| Issues Found | Number of items that failed or need attention |
Inspection Statuses
| Status | Description |
|---|---|
| Draft | Inspection has been started but not yet completed and submitted |
| Submitted | Inspection is complete and has been submitted for review |
| Reviewed | A supervisor or manager has reviewed the inspection results |
Overall Results
| Result | Meaning |
|---|---|
| Passed | All checklist items passed. The vehicle is in good condition. |
| Needs Attention | One or more items need follow-up but the vehicle can still operate. |
| Failed | One or more critical items failed. The vehicle should not be dispatched until issues are resolved. |
Managing Checklists
Before you can conduct inspections, you need at least one inspection checklist. Checklists define what items should be checked during an inspection.
Viewing Checklists
Switch to the Checklists tab to see all defined checklists. Each checklist has:
| Column | Description |
|---|---|
| Checklist Name | The name of the checklist (e.g., "Daily Pre-Trip Inspection", "Monthly Safety Check") |
| Category | The type of inspection (Pre-Trip, Post-Trip, Monthly, Quarterly, Annual) |
| Items Count | Number of inspection items in the checklist |
| Last Used | When this checklist was last used for an inspection |
| Status | Active or Inactive |
Creating a Checklist
- Switch to the Checklists tab.
- Click "Create Checklist".
- Fill in the checklist details.
| Field | Required | Description |
|---|---|---|
| Checklist Name | Yes | A descriptive name (e.g., "Daily Pre-Trip Inspection") |
| Category | Yes | Pre-Trip, Post-Trip, Monthly, Quarterly, or Annual |
| Description | No | Purpose and instructions for this checklist |
- Add inspection items to the checklist.
Adding Inspection Items
Each checklist contains a list of items that the inspector must evaluate. For each item, define:
| Field | Required | Description |
|---|---|---|
| Item Name | Yes | What to inspect (e.g., "Tire Condition - Front Left") |
| Description | No | Detailed instructions on what to look for |
| Category / Group | No | Group related items together (e.g., "Tires", "Lights", "Fluids", "Body") |
| Is Critical | No | Mark items that are safety-critical. If a critical item fails, the overall inspection automatically fails. |
Organize your checklist items into logical groups (e.g., Exterior, Interior, Engine, Tires, Lights, Safety Equipment). This makes it easier for inspectors to work through the checklist systematically.
Example: Daily Pre-Trip Inspection Checklist
| Group | Item | Critical |
|---|---|---|
| Tires | Tire pressure within range | Yes |
| Tires | No visible tire damage or excessive wear | Yes |
| Lights | Headlights working | Yes |
| Lights | Brake lights working | Yes |
| Lights | Turn signals working | Yes |
| Fluids | Engine oil level | No |
| Fluids | Coolant level | No |
| Fluids | Windshield washer fluid | No |
| Brakes | Brake pedal firm, no spongy feel | Yes |
| Brakes | Parking brake holds | Yes |
| Safety | Seatbelts functional | Yes |
| Safety | Fire extinguisher present and not expired | Yes |
| Safety | First aid kit present | No |
| Body | No visible body damage | No |
| Body | Mirrors clean and properly adjusted | No |
| Interior | Dashboard warning lights off | Yes |
| Interior | Horn working | Yes |
Editing a Checklist
Click on a checklist to open it, then click "Edit" to add, remove, or reorder inspection items. You can also change the checklist name, category, or description.
Editing a checklist does not affect inspections that have already been completed using that checklist. Changes only apply to future inspections. This ensures historical inspection records remain accurate.
Conducting an Inspection
To perform a new vehicle inspection:
- From the Inspection Records tab, click "New Inspection".
- Select the vehicle to inspect.
- Select the checklist to use.
- The system opens the inspection form with all checklist items listed.
Recording Results
For each checklist item, the inspector selects one of three outcomes:
| Result | Meaning |
|---|---|
| Pass | The item is in good condition and meets standards |
| Fail | The item does not meet standards and requires corrective action |
| Needs Attention | The item is acceptable but showing signs of wear or minor issues |
For each item, the inspector can also:
- Add notes -- Describe what was observed or any concerns
- Attach a photo -- Take a picture of the item as evidence (especially useful for failed or attention-needed items)
Saving and Submitting
- Click "Save as Draft" to save progress without submitting. The inspection can be continued later.
- Click "Submit" to finalize the inspection. This locks the results and makes them available for review.
If any critical item fails during the inspection, the system will display a warning recommending that the vehicle be taken out of service until the issue is resolved. The vehicle status can be changed to In Maintenance directly from the inspection results page.
Reviewing Inspection Results
After an inspection is submitted, a supervisor or fleet manager can review it:
- Open the submitted inspection from the Inspection Records list.
- Review all item results, notes, and photos.
- Click "Mark as Reviewed" to confirm the review.
- If issues were found, create follow-up actions:
- Create Maintenance Task -- Generates a new task in the Maintenance sub-module for any failed items
- Flag Vehicle -- Change the vehicle status to reflect the inspection findings
Inspection History
Each vehicle's detail page in the Vehicles sub-module includes an Inspection History section. This shows:
- All past inspections for the vehicle in chronological order
- Overall results (Passed, Failed, Needs Attention) for each inspection
- The inspector's name and date of each inspection
- Links to view the full inspection detail
Tips for Fleet Managers
- Make pre-trip inspections mandatory -- A daily pre-trip checklist is the most effective way to prevent breakdowns and ensure driver safety.
- Use critical item flags wisely -- Only mark items as critical if a failure genuinely means the vehicle is unsafe to operate. Too many critical items can lead to an excessive number of vehicles being flagged.
- Review failed inspections promptly -- Failed inspections should trigger immediate maintenance action. Do not let failed inspection items sit unaddressed.
- Use photos as evidence -- Photos attached to inspection items provide a visual record that is invaluable for insurance claims, warranty disputes, and quality assurance.
- Track trends -- If the same checklist item repeatedly fails across multiple vehicles, it may indicate a fleet-wide issue (e.g., a bad batch of tires, a common wear pattern) that needs a systemic solution.