Build inspection checklists from field groups and typed fields, decide what counts as a failure, and publish forms for use in the console and through inspection links.

Inspection Forms

An Inspection Form is the checklist an inspection is filled in from. You build it from field groups, such as Exterior, Cab, or Brakes, and each group holds the fields to answer. Pass / Fail fields are the checks that decide whether an inspection passes or fails. Other field types collect supporting details such as readings, notes, photos, and signatures.

Manage forms under Fleet-Ops → Maintenance → Inspection Forms.

Creating a Form

Navigate to Fleet-Ops → Maintenance → Inspection Forms and click New.

Under Form Details, enter a Name (for example Daily vehicle inspection), choose a Type, and add a Description of what the inspection covers.

Leave Status as Draft while you build the form.

Review the Settings checkboxes (see Form Settings below).

In the Form Builder, click New field group, then add fields to it with New field. Repeat for each group.

Click Save.

When the form is ready, publish it so it can be used.

Form Details

Field	Description
Name	The form's name, shown wherever inspections are listed
Type	The kind of inspection (see below)
Status	Draft, Published, or Archived
Description	What the inspection covers. It's shown at the top of the page someone opens from an inspection link.

Form Types

The Type labels a form so you can sort and filter your forms. It doesn't change how the form behaves.

Type	Use it for
DVIR	The driver vehicle inspection report — the daily walk-round a driver signs
Pre-Trip	Checks completed before the vehicle leaves
Post-Trip	Checks completed when the vehicle returns
Pre-Operational	Checks performed before operation begins
Post-Operational	Checks performed after operation ends
Safety Inspection	A comprehensive safety and compliance inspection
Maintenance Inspection	A scheduled maintenance check and service inspection
Damage Assessment	Assessing damage or the vehicle's condition
Annual Inspection	A yearly comprehensive vehicle inspection
Safety	A general safety checklist
Compliance	A regulatory or audit checklist
Maintenance	A workshop or technician checklist

Form Statuses

Status	Meaning
Draft	Still being written. It can't be chosen for a new inspection or shared through a link.
Published	Available for new inspections in the console and through inspection links.
Archived	Retired. Kept for the inspections already filed against it.

Form Settings

The Settings section has three checkboxes. On a new form, they start as shown:

Setting	Default	What it does
Open a defect record when an item fails	On	When an inspection submitted through an inspection link has a failed check, an issue is raised against the vehicle automatically.
Open a work order when an item fails	Off	When an inspection submitted through an inspection link has a failed check, a work order is opened automatically, with the failed checks as its checklist.
Require the driver to sign	On	Not enforced for inspections filed in the console or through an inspection link. To collect a signature there, add a required Signature field (see below).

The automatic issue and work order are only raised for inspections submitted through an inspection link. For an inspection filed in the console, raise them yourself with Create Issue or Create Work Order. See Reviewing & Follow-up.

To make sure every inspection carries a signature, add a Signature field to the form and mark it as required.

Building the Form

The Form Builder lays the form out as a list of field groups. Each group is a section of the inspection, and its fields are shown in a grid.

Field Groups

Click New field group to add a group, then set:

Group name — the section heading, for example Exterior.
Group description — what the group covers.
Columns — lay the group's fields out in 1, 2, or 3 columns.

Use the arrow buttons to Move up or Move down a group, and the trash button to delete it. Deleting a group also deletes every field inside it.

Adding a Field

Click New field inside a group, fill in the field's settings, and click Save field. Every field has:

Setting	Description
Field label	The question or check, for example Brake lights
Field name	An internal name for the field. It fills in from the label automatically, so you don't normally need to change it.
Field type	What kind of answer the field takes (see below)
Field description	What to check, and what a pass looks like. It's shown with the field while the inspection is filled in.
Field is required	The field must be answered before an inspection link can be submitted. Required fields show a red asterisk. Pass / Fail and Yes / No fields always have an answer, so this matters most for the other types.
Column span	How many of the group's columns the field takes up: 1, 2, or 3

In the builder, use the arrow buttons to reorder fields within a group, the pencil to edit a field, and the trash button to delete it.

Field Types

Field type	Answer	When to use it
Pass / Fail	Pass, Fail, or N/A. Starts on Pass.	Each item the inspector checks. These are the only fields that decide the inspection's result.
Text	A short line of text	Short free-form details, such as a trailer number or seal number
Long text	A multi-line note	General remarks or observations
Number	A number, with an optional unit	Readings such as tyre pressure, fuel level, or the odometer
Select	One choice from a dropdown	Picking from a longer list you define, such as tyre condition grades
Radio buttons	One choice from buttons shown side by side	Picking from a short list you define
Yes / No	A toggle	Simple yes-or-no questions that don't count as a pass or fail, such as Fire extinguisher on board
Date	A date	Dates such as a permit or certificate expiry
Date and time	A date and time	When something was checked or happened
Photo or file	An uploaded image	A photo of the vehicle, of damage, or of a dashboard reading
Signature	An uploaded image of a signature	The inspector's or driver's sign-off

Select and Radio buttons fields need Field options: type each option and click Add.

Number fields have two extra settings:

Unit — shown beside the number, for example km or hours.
This is the odometer reading — when you fill in an inspection in the console, the answer is copied into the inspection's own Odometer.

How Failures Are Determined

Only Pass / Fail fields decide the result:

An inspection Failed if any Pass / Fail field was answered Fail.
Otherwise it Passed.
N/A isn't counted as a failure. Use it for checks that don't apply to the vehicle being inspected, such as a tail lift on a vehicle that doesn't have one.

Each Pass / Fail field has an On fail section that sets what a failure means and what the inspector has to provide before it's accepted:

Setting	What it does
Default severity	The severity a failure starts with: Low, Medium, High, or Critical. The inspector can change it.
Require a photo on fail	A failed answer isn't accepted without at least one photo.
Require a comment on fail	A failed answer isn't accepted without a comment saying what's wrong.
Mark the vehicle unsafe on fail	A failed answer is marked Unsafe to operate by default, which is what an out-of-service defect is. The inspector can change it.
Instructions	How to carry out the check, shown to the inspector beside the field.

Severity matters later: an issue or work order raised from the inspection takes the highest severity among its failed checks as its priority, and a Critical failure makes the work order due sooner. See Reviewing & Follow-up.

Publishing a Form

A form must be Published before you can choose it for a new inspection or generate an inspection link for it.

To publish a draft, open the form and click Publish in the header, or choose Publish from the form's row menu in the list. Once the form is published, the Publish button is replaced by Generate Link, and the form's Published date is set.

To retire a form you no longer use, choose Archive from its row menu. Archived forms can't be used for new inspections or links, and the inspections already filed against them are kept.

Viewing a Form

Click a form in the list to open it. The form has two tabs:

Overview — the form's Name, Status, Type, number of Fields, Published date, and Description; the form's Public Links; and the Form Structure, listing each group and its fields with their type and default severity.
Submissions — every inspection filed against this form, newest first, showing the vehicle, result, status, driver, submitted time, and failed count. Click one to open it.

The forms list shows each form's Name, Type, Status, number of Items, and creation date. Its row menu offers View form, Edit form, Publish, Archive, Generate inspection link, and Delete form.

Editing a Form

Open the form and click the edit button, or choose Edit form from its row menu. You can edit a form at any time, including after it's published and has inspections filed against it. Changes take effect as soon as you save.

Inspections that were already filed are displayed using the form as it is now. Renaming a field or group, or adding a field, changes how existing inspections read.

Deleting a field also deletes every answer already filed against it, and deleting a group deletes all of its fields. This can't be undone once the form is saved. To stop using a form without losing its history, archive it and build a new one instead.

Inspection Forms

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