Web Application Vehicle Inspection

When operating a heavy vehicle, it is mandatory to conduct a vehicle inspection to ensure its safety.
Vehicle inspections can also be performed on other vehicles such as vans, cars, coaches and more. Daily vehicle checks are a simple and effective way to identify potential safety issues or defects before using the vehicle. This article provides an overview of the Vehicle Inspection solution offered by FleetGO. The inspection sheets are accessible on both the web application and the mobile application.

Read more about the Daily Walkaround Checks here

 

Administrations

It all begins with ensuring that the correct administrations are set up on the FleetGO platform. An administration could represent anything from a truck or trailer to a bus, van or car.

Customer using either the FleetGO Remote download and/or Tracking device will already have their vehicles in the platform. However, if you are solely using the FleetGO Vehicle Inspection solution or would simply like to add a vehicle without a FleetGO device, you will need to add this administation manually. You can do this either through the web-based FleetGO portal or via the Vehicle Inspection App.

NOTE: Only users with an Admin, Driver & Vehicle Inspector role have the option to add adminstrations manually.

Web-based portal
Follow the below steps to add an administration without a device in the web-based FleetGO portal:

1. Go to Management.
2. Select Common and click on Administrations.
3. By clicking the above buttons, you will be directed to the Administrations overview.
Click on the tab 'New vehicle without device'.
4. Enter the vehicle registration and type of vehicle.
5. Click on Save

You can choose from several types of vehicles:
Light vehicle - for all non-tachograph related vehicles
Heavy vehicle - for all tachograph related vehicles
Bike
Trailer
Equipment

The administration is now added to the Administration overview, and will be visible for drivers in the Vehicle Inspection App.

Vehicle Inspection App
Please read more about adding administrations via the Vehicle Inspection App in the Mobile Vehicle Inspection App article.


 

Inspection sheets

To access the inspection sheets within FleetGO, you will need to have an active Vehicle Inspection subscription. If this feature has not been activated for you, please submit a request to our Support department, and they will assist you with the setup.

Managing inspection sheets

The management of inspection sheets should be performed within the FleetGO web application, as this functionality is not available on the mobile application. To manage inspection sheets, follow these steps:

1. Navigate to the Vehicle Inspection menu located in the left panel.
2. Click on 'Settings' to expand the menu and reveal the option for 'Custom Vehicle Inspection Sheets.'

Custom Vehicle Inspection Sheets
By selecting 'Custom Vehicle Inspection Sheets,' you will be directed to the overview page. Here, you can create new inspection sheets or view the ones that have already been created. Clicking on 'New' will guide you through the setup process for a new inspection sheet.

Creating a New Inspection Sheet
To create a new checklist template, follow these steps:

1. Go to Vehicle Inspection
2. Select Settings and Custom Vehicle Inspection Sheets
3. Click on New
4. Specify the applicability of the inspection sheet:
   Truck & Trailer, Light vehicle (e.g., cars, vans), Equipment and Bike.
5. Required: Define a name for the sheet.
6. Optional: Provide a description.
7. Optional: Select a master template.
   
   The master templates available are only meant for Truck & Trailer. Inspection sheets for other vehicles can only be created from scratch. Do not select a master template in such cases! 
    
8. Optional: Make it a requirement to leave a comment and/or attachment (picture) when a driver reports a defect
9. Optional - requirement for vehicles: Enable mileage field.
10. Optional: Enable engine hours of operation field
11. Optional: Enable custom field.
12. Click Save
     

Once the checklist is saved, the inspection sheet is created, allowing you to add the desired topics for drivers to check. If you have selected a master template, you can review the full sheet by clicking on "Inspection Items."

To create inspection items, follow the steps below:

Main categories

1. Click on the right-hand side.
2. Assign an ordinal value (e.g, 1 for the first category, 2 for the second category, etc.).
3. Enter the item name (e.g. lights or wheels).
4. Specify the applicability of the item.
5. Click on Save

Tip: Utilize the ‘breadcrumb links’ at the top of the page to easily navigate back to your inspection sheet. Repeat the steps above to create a new main category.

Sub categories

1. Click on the main category you created.
2. Select New
3. Assign an ordinal value (e.g, 1 for the first subcategory, 2 for the second subcategory, etc.)
4. Enter the item name (e.g. headlights, taillights).
5. Fill in the inspection details (optional). This can provide additional information to the driver, which may be useful.
6. Select the applicability of the item.
7. Click on Save

Tip: Utilize the ‘breadcrumb links’ at the top of the page to easily navigate back to your inspection sheet. Repeat the steps above to create a new main category.

Once all items have been defined correctly, the template is ready to be used, enabling inspections to be performed within the FleetGO mobile app.

Read about the mobile app

Results

Once the vehicle inspections are conducted, the inspection results will be accessible through the FleetGO web application. To view the inspection results, follow these steps:

1. Navigate to the Vehicle Inspection menu in the left panel.
2. Click on Results to expand the menu and reveal out to option for Inspection results

Inspection results
On this page you will find a comprehensive overview of all completed inspection sheets performed via the FleetGO App. Various filters can be used to make searching easier.

Furthermore, you can click on each result to view more details, including any comments and photos associated with the inspection. For individual records, the inspection sheets can be downloaded in PDF format by clicking on 'Vehicle Inspection Report'.

 

Alerts

Ensuring you stay well-informed about live defects is of utmost importance to fleet managers. That is why we have incorporated an alert feature into the FleetGO platform. As soon as the driver submits an inspection report with a defect, you will receive an alert either via email or as a notification within the FleetGO platform.

addTip: Interested in setting up this essential feature? You can find detailed instructions in our Help Center article about Notifications.

Rectify your defect 

If a driver reports a defect, it is essential to deal with it both physically and systematically, a process we refer to as 'rectification'.

Within the FleetGO portal, you have the option to rectify defects effortlessly with just a few clicks. Maintaining your vehicles has never been easier! You also have the capability to leave comments following the repair, and if necessary, you can upload invoices or documents.



Upon clicking Save the status of the inspection item will change from 'Failed' to 'Rectified'.

This updated status will also be reflected in the vehicle inspection report, which you can access at your convenience.

Results in tacho analysis

Customers using the FleetGO Vehicle Inspection in conjunction with the FleetGO Tachograph analysis tool can conveniently verify if a driver has completed the inspection examining the driver card records in the 'Driver Activities' section of the Tachograph Analysis.

Tachograph – Data analysis – Driver activities

This feature proves to be highly beneficial when verifying whether a driver completed the inspection at the appropriate time. As per standard procedures, the tachograph should be set to 'work' at the start of the shift, and during this period, the driver must perform a vehicle inspection before commencing the journey. 

By clicking on either Passed, Failed or Rectified inspection status, the system will directly navigate you to the results page of the vehicle inspection tab.