Pre-trip and post-trip inspections no longer need paper, texted photos or a separate link. Drivers do them in the driver app, and every report lands in the dashboard for review.
What you need
- The driver app on iPhone, version 1.11.5 or later, or on Android, version 2.2.25 or later. Ask drivers to update it from the App Store or Google Play.
- An active inspection type in Maintenance > Inspections. Without one, drivers don't see inspections in the app.
- A truck assigned to the driver. The inspection is for that truck.
What the driver does
The driver's inspections, with the office's answer on each one.
Start: pre-trip or post-trip, the truck, and the trailer or No trailer.
The checklist: the driver marks anything wrong with a note and a photo.
- Opens Account > Inspections, or the inspections card on the Home screen, and taps Start an inspection.
- Chooses Pre-trip or Post-trip, and the trailer that is coupled, or No trailer.
- Takes the photos the app asks for: the four sides of the truck and the trailer, the odometer with its reading, the license and a selfie.
- Goes through the checklist: brakes, tires and wheels, lights and reflectors, and the rest. For each problem the driver adds a description, a photo and a severity: Minor, Major or Critical.
- Answers Safe to drive?, signs and taps Submit inspection.
No signal? The app keeps the report and sends it when the phone is back online.
Defects still open from the last inspection are shown to the driver, who acknowledges them before going on. When a truck is out of service, the app tells the driver it can't go out yet.
The driver's list is split into Needs action, Today and Sent, so they see what is still owed.
In the dashboard: set up once
Configuration > New Type: name the checklist and pick when it is used.
- Open Maintenance > Inspections and go to the Configuration tab.
- Press New Type to build your own checklist: name it, pick Truck or Trailer and the triggers, such as Pre-Trip and Post-Trip. You can also start from a ready checklist: press Request inspection, then Browse Templates.
- Only active types reach the app. If a type shows as Draft or Inactive, open it and press Activate.
- Optional: add your own defect types with New Defect Type. Tick Out of Service on a defect type to put the vehicle out of service automatically when a driver reports it.
- Give the people who review reports the View Maintenance permission in Settings > Roles. Without it, Maintenance is hidden from the menu.
In the dashboard: every day
A report waiting for review: defects, photos, Request changes or Approve.
- Open Maintenance > Inspections and go to the Inspections tab. Each row shows the type, the vehicle, the driver, the status, the number of defects and photos, and how long the report has been waiting.
- Open a report: photos, checklist answers, defects and the signature are on one screen.
- Press Approve (or the A key), with an optional note. The driver gets a message that the report is approved.
- Or press Reject (or the R key) to request changes: write what to fix and mark the photos to retake. The report goes back to the driver, who fixes it and sends it again.
- Reports are reviewed by someone other than the person who did the inspection. A report with an out-of-service defect can't be approved until the defect is resolved.
- Defects go to the Defects tab, where the shop moves them from Open to In progress and Resolved. The Dashboard and Map tabs show the whole fleet at a glance.
- Need an inspection now? Press Request inspection, pick the type, the truck or trailer and the driver, and add a due date or a note if needed. The driver gets a text message with a link that opens the inspection, no login needed.
Tell your drivers
"Update the driver app. Before each trip, open Account > Inspections, tap Start an inspection and follow the steps. Do the post-trip one when you finish."
