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Setting up your Vehicle Inspection Checklist
Setting up your Vehicle Inspection Checklist
Charles avatar
Written by Charles
Updated over a week ago

A Vehicle Inspection Checklist is used to assess the condition and safety of vehicles. Regular vehicle inspections can assist in identifying potential problems to improve safety and road worthiness of a vehicle.

Drivers can submit a series of checks digitally on the driver app to inspect various components, systems, and safety features of the vehicle. These submissions are synced to the Detrack admin dashboard in near real time for easy monitoring, analysis and data export.

Setting Up The Checklist

This section is regarding the setup of the checklist template for your drivers.

Steps

  1. Navigate to Vehicle Check.

  2. Navigate to Manage Checklist.

  3. Click the Add new checklist > A form will appear.

  4. In the ensuing form,

    1. Provide a name to the checklist.

    2. Vehicle Mode (Optional) => Vehicle with the corresponding Vehicle Mode will receive this Vehicle Checklist.

    3. Driver/Vehicle (Optional) => Vehicle with the corresponding Vehicle Name will receive this Vehicle Checklist.

    4. Settings (Optional)

      1. Display vehicle checklist in Driver App => For enabling / disabling this Vehicle Checklist.

      2. Mandatory before starting a route => Requires driver to submit this Vehicle Checklist before accessing the Job/s for the day in the Driver App.

      3. Receive email alerts for:


        - All submissions => Email will be sent whenever a vehicle check is submitted
        - Only for submissions containing 1 or more failed items => Email will only be sent when there is 1 more more failed items


        ​Note: Email will be sent to the Owner and Sub-user accounts with Manage Checklist permission.


        ​Example email:

      4. Require admin to review submission. => Admin (Either Owner or Manager) can review the vehicle checklist submission.
        ​


        Checklist Submission Review

        1. Navigate to the Submission History tab.

        2. Click on the row corresponding to the vehicle checklist submission

        3. A form will appear. The admin can click on the Mark as Reviewed button.

        4. The Review Status will change to Reviewed.

  5. Click Save, and the checklist item will appear in the table.

  6. Click the corresponding row to generate the items for this checklist.

  7. In the ensuing tab,

    1. To rename the checklist > Click on the name of the checklist. (Optional)

    2. Click the Add checklist item to add the checklist item.

    3. A form will appear.

      1. Provide a name to this check.

      2. Select the Field Type (data type) for this check.

        There are 5 options:

        1. Pass/Fail => For simple checks that requires a Pass/Fail check.

        2. Numeric Value => For entering a number value. E.g. checking of odometer.

        3. Text Field => For entering a text value. E.g. capturing of generic comments.

        4. Multiple Choice => Generate a dropdown (option) for driver to select in the Driver App. (Maximum of 4 choices.)

        5. Section => Horizontal divider for separating the checklist item. Does not appear in the Driver App.

      3. Provide a Description (Optional)

      4. Check the necessary section.

        1. This item is mandatory => This checklist item must be filled up prior to submission in the Driver App.

        2. This item requires photo and note => This checklist item requires the driver to capture a photo and note prior to submission in the Driver App.
          ​Note: Maximum of 4 photos per checklist item.

      5. Click Save when done, and the entry will appear in the Checklist Items table.

      6. Repeat this process to generate more Checklist Items for this Checklist.

    4. (Optional) If necessary, you may reorder the Checklist Item through a drag-and-drop.
      This will affect the order of the Checklist in the Driver App.


Viewing Submitted Checks

This section is for the admin to view the submitted checklist by the drivers.

  1. Navigate to Vehicle Check.

  2. Click Submission History.

  3. Select a date or date range to retrieve the list of submissions.

  4. (Optional.) You may perform a Search or perform a Filter to refine the search.

  5. To export the reports, select the jobs > Click Export > Select either Excel or CSV. (The submissions must be from the same Vehicle Checklist.)

    Note: The Excel / CSV will need to be from the same Checklist.

Accessing the feature in the Driver App

Performing the Check

Steps

  1. Start the Driver App.

  2. Tap on the menu at the top right hand corner.

  3. Select Vehicle Check.

  4. A checklist will appear.

  5. Perform the check accordingly.

  6. Submit when done.

Checking the submission

Steps

  1. Click on the menu at the top right hand corner. > Tap Vehicle Checklist > Tap History.

  2. There would be a submission history.
    ​Note: Only the submission done during the current date will be displayed.

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