Fill in and submit inspections from the console, attach photos and signatures, and send single-use inspection links with a PIN to people who don't use the console.

Conducting Inspections

There are two ways to carry out an inspection against a published Inspection Form:

In the console — you, or a colleague with console access, fill in the inspection under Maintenance → Inspections.
Through an inspection link — you generate a single-use link and a PIN, and send them to whoever is doing the check. They fill in the form in a browser, on a phone or a computer, without signing in to the console.

Filling In an Inspection in the Console

Navigate to Fleet-Ops → Maintenance → Inspections and click New.

Under Inspection Details, choose the Form. Only published forms are listed.

Choose the Vehicle being inspected and the Driver, and enter the Odometer and Engine Hours readings if you have them.

Work through each group of the form. Every Pass / Fail check starts on Pass, so change the ones that fail to Fail, and the ones that don't apply to N/A. Fill in the other fields as needed.

For each failed check, record the defect details (see Recording a Failed Check).

Click Save. This files the inspection (see Drafts and Submitting).

Because every Pass / Fail check starts on Pass, any check you leave untouched is recorded as a pass. Go through every check before you save.

While you work, the bottom of the form keeps a running tally of Pass, Fail, and N/A answers, and of items still to answer — required fields left blank, and failed checks still missing a comment or photo they need. A Defects list collects every failed check. Click Review on a defect to jump back to it. While anything is still to answer, a banner names the next item, with Jump to → to take you there.

Recording a Failed Check

When you choose Fail, a defect panel opens beside the check, titled Defect: followed by the check's name. In it you can:

Set the severity: Low, Medium, High, or Critical. It starts at the check's default severity.
Switch Unsafe to operate on or off. Checks set up to mark the vehicle unsafe on fail start with it on.
Add a comment saying what's wrong and what it needs.
Add photos with the + button.

Click Done to close the panel. The check then shows a summary of the defect — its severity, whether it's unsafe, and how many photos and comments it has. Click it to edit the defect again.

If the check requires a comment or a photo on fail, the panel says so (for example Comment + photo mandatory on fail), and the defect is marked Needs a comment, Needs a photo, or Needs a comment and a photo until it has them.

In the console, required fields are flagged but don't stop you saving. A failed check that's missing the comment or photo it requires does: Fleet-Ops won't accept the answers until you add it.

Photos and Signatures

Failed checks — add photos in the defect panel, as described above.
Photo or file fields — click Upload photo to attach an image.
Signature fields — click Upload signature to attach an image of the signature.

After an inspection is saved, its Photos tab shows the photos attached to it, and you can drop more photos there. See Reviewing & Follow-up.

Drafts and Submitting

An inspection is either a Draft — started but not filed — or filed. Filing an inspection sets its status to Submitted, records the time it was submitted, counts its passed and failed checks, and works out its Result.

A new inspection's Status field shows Draft while you fill it in. When you click Save with a form chosen, the answers are saved and the inspection is filed straight away.

In the console, saving an inspection files it, even though its Status showed Draft while you were filling it in. You can still edit the answers afterwards, but a filed inspection can't go back to being a draft.

An inspection that's still a Draft shows Submit in its row menu in the Inspections list. Submit asks you to confirm first:

Submit this inspection? This files the inspection, stamps the time it was submitted and recounts its pass and fail totals. It cannot be unsubmitted.

Click Submit inspection to file it. Submit only appears for inspections in Draft.

To change an inspection after it's filed, open it and click the edit button, or choose Edit inspection from its row menu.

Inspection Links

An inspection link lets someone fill in a published form without a console login — a driver doing a walk-round before a shift, a subcontractor, or a workshop checking a vehicle. Each link:

Works once. After the inspection is submitted, the link closes.
Is protected by a 6-digit PIN. The person needs both the link and the PIN.
Expires — after 72 hours unless you choose a different time.
Can be revoked at any time.

Generating a Link

Open a published form under Maintenance → Inspection Forms and click Generate Link in the header. You can also choose Generate inspection link from the form's row menu.

Optionally, choose who the link is for under Assign to. Anyone in your organisation can complete an inspection, and the inspection is credited to them.

Optionally, choose the Driver and Vehicle being inspected. The inspection is recorded against them.

Check Expires at. It's filled in with a time 72 hours from now. Change it if you need the link for a longer or shorter time.

Under Send the link and PIN, choose how the person receives them (see below).

Click Generate Link.

The dialog then shows Link generated, with the link and its PIN, each with a Copy button. The link is also copied to your clipboard.

If you choose Generate inspection link for a form that isn't published, Fleet-Ops reminds you to Publish this inspection form before generating a public link.

Sending the Link and PIN

Send the link and PIN has three options:

Option	What happens
Do not send it, I will share it myself	Nothing is sent. Copy the link and PIN from the dialog and share them yourself.
By email	An email with the link and PIN is sent to the person the link is for.
By text message	A text message with the link and PIN is sent to the person the link is for.

The person the link is for is the user you chose under Assign to or, if you didn't choose anyone, the chosen driver's account. By email and By text message are only available once you've chosen one of them. If that person has no email address or phone number for the option you picked, the link isn't generated and Fleet-Ops tells you why. When the message is sent, a confirmation such as Link and PIN emailed to a partly hidden address appears. If sending fails for another reason, the link is still created, and you can share the link and PIN yourself.

The email is titled Complete the [form name] inspection. It names who asked for the inspection and, if you chose one, the vehicle, and contains an Open the inspection button and the PIN. It also warns that the link locks after too many wrong PINs, and gives the expiry time.

Anyone who has both the link and the PIN can fill in the inspection. When you share them yourself, prefer sending the PIN by a different route from the link, for example the link by email and the PIN by phone.

Managing Links

Every link generated for a form is listed under Generated Links in the Generate Inspection Link dialog, and under Public Links on the form's Overview tab. Each link shows:

Its state (see below), who it's for (or Anyone with the link and its PIN), and when it was generated.
The link, with Copy.
For active links: the PIN with Copy, plus Email link and Text link to send the link and PIN again, when the recipient has an email address or phone number.
When it expires, and when it was Used or Last opened (or Never opened).
When the link and PIN were last Emailed or Texted, and how many wrong PINs have been entered.
Revoke, for active links. Revoking takes effect immediately.

State	Meaning
Active	The link can be opened and the inspection submitted.
Used	The inspection has been submitted through this link, so it's closed.
Expired	The expiry time has passed without the link being used.
Revoked	You revoked the link.
Locked	Too many wrong PINs were entered. Generate a new link.

What the Recipient Sees

They open the link and see Enter your PIN. They enter the 6-digit PIN and click Continue.

The form opens with its name and description, and shows who the inspection is For, the Vehicle, the Driver, and when the link Expires, where these were set.

They can enter the Odometer and Engine Hours. Then they answer the form's fields, changing any Pass / Fail check that fails from Pass to Fail, and adding photos from their phone or computer where needed.

Under Sign off, they can type Your name, which is recorded against the inspection as who filled it in.

They click Submit inspection.

Submit inspection stays unavailable until every required field is answered and every failed check has the comment or photo it requires. A note beside the button says what's missing, for example 2 required answers are missing.

After submitting, they see Inspection submitted and a message that the link is now closed.

A wrong PIN shows That PIN is not right, with the number of attempts left. After 5 wrong PINs the link locks, and the person needs to ask you for a new link. A link that has expired, been revoked, or already been used — or whose form is no longer published — shows This inspection is not available.

What Gets Recorded

An inspection submitted through a link is filed straight away with the status Submitted. It's recorded against the link's driver and vehicle, and credited to the person the link is for. Its Submitted By shows Through a public link, PIN verified. If the name typed under Sign off differs from that person's name, it's shown too, as Signed as followed by the typed name. If the link wasn't for anyone, Submitted By shows the typed name, marked Name as typed, not a signed-in account.

If the form has Open a defect record when an item fails or Open a work order when an item fails switched on and the inspection has failures, the issue or work order is created at the same time. See Reviewing & Follow-up for what they contain.

Conducting Inspections

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