Inspections

Overview

 

Gearbox inspections are designed for time-based activities that involve work orders (job cards) and labor. These inspections can be scheduled separately from regular service intervals, allowing for annual roadworthy checks and other periodic inspections. An asset may have multiple inspection types applied. Each inspection type has its own due dates, operating independently without cascading features like the Service Due feature. Inspection due dates are included in the vehicle's traffic light status.

 

Adding Inspections Types

1. Click your User Icon (1), then click Settings (2).

 

Adding Inspection Types - Admin Dashboard

 

 

2. On the left-hand side of the screen scroll down and click on Inspection Types (3).

 

Adding Inspection Types - Settings

 

 

3. On this screen, you can add a new type (4), edit inspection settings (5), or edit inspection types (6).

 

Adding Inspection Types - Inspection Types

 

 

4. After clicking 'Add New Type' (4), enter the Inspection Type Label (7) and the Interval (8), then click 'Save' (9). Adding header, footer, and signature signoff information is optional.

 

Adding Inspection Types - New Inspection Type

 

 

Attaching a document to an inspection type will make that document available on the inspection screen. This feature is useful for inspections that require a specific document instead of a Gearbox job card.

 

 

 

Adding Inspection Items

Once an Inspection type has been created, Inspection items can be added. These are the line items (questions) that will appear on a printed or eJobcard.

 

5. In the created item, click on 'Edit Inspection Items' (10).

 

Adding Inspection Items - Inspection Types

 

 

6. Click on Add New (11).

 

Adding Inspection Items - Inspection Jobcard Items

 

 

7. Click on Section (12), enter a short Description (13) of the inspection item (e.g. what needs to be checked/fixed) and the Item Order (14) then click Create Inspection Item (15).

 

Adding Inspection Items - New Inspection Jobcard Item

 

 

 

 

Linking Vehicle to Inspection

After creating an Inspection type and adding Inspection items, the inspection type and due date need to be added to each applicable vehicle.

 

1. Click on Vehicles (1) 

Linking Vehicle to Inspection - Admin Dashboard

 

 

2. Select a Vehicle (2) you wish to add an inspection for.

 

Linking Vehicle to Inspection - Current Assets

 

 

3. Click on Compliance (3) then click on Assign Inspection Type (4) 

 

Linking Vehicle to Inspection - Vehicle Compliance

 

 

4. Select the Inspection Type (5), tick Active (6), then enter the Next Due date (7) the click Create Vehicle Inspection Type (8)

 

 

If you do not enter a next due date the expiry is calculated from todays date and the interval set in the Inspection type

 

Linking Vehicle to Inspection - Assign Inspection Type to Vehicle

 

 

5. Click Save and Close (9)

 

Linking Vehicle to Inspection - Inspection Assigned

 

 

6. Click the Compliance tab (10), click on Inspections (11).

 

Linking Vehicle to Inspection - Compliance

 

 

7. Click the Active tab (12) you can now create an Inspection by clicking Add Inspection (13).

 

 

Linking Vehicle to Inspection - Active Inspections

 

 

 

 

Adding an Inspection

1. Click on Compliance (1), then click on Inspections (2).

Adding an Inspection - Admin Dashboard

 

 

2. Click on Add New (3).

Adding an Inspection - Due Inspections

 

3. Select the Vehicle (4) then select the Inspection Type (5) enter in the Date Open (6) then click Save and Continue (7).

Adding an Inspection - New Inspection

 

 

4. Once created you can Start eJobcard (8) once completed enter in the Date Inspection Closed (9) enter in Kilometres Closed (10).

 

 

 

 

 

 

Inspection Notes

All inspections will show a history of who created the Inspection. You also can add notes. This can be found at the bottom of any inspection.

 

1. Once in an inspection scroll to the bottom, then click on Show History (1) 

Inspection Notes - Show History

 

 

2. It will show the time stamp and user who created the entry, this note can be starred and additional notes added by clicking Add Note (2)

Inspection Notes - Inspection Note

 

Inspection Types and Review Types

Inspection Types can now be linked to one or more Review Types.

To link them, go to your (1) User Icon, then (2) Settings then select (3) Inspection Types from the left hand side

On this screen, find the Inspection Type you'd like to link, then select (4) Edit Inspection Settings

You can then select the (5) Review Type Assignments (or search) then select (6) Save and close

How It Works

• When an Inspection Type is linked to a Review Type: 
  • Any newly created Reviews will only include inspections associated with that Inspection Type
  • This applies to inspections for vehicles included in the Review
• Reviews will display: 
  • Completed inspections
  • Outstanding or overdue inspections
  • Only where the Inspection Type is linked to that Review Type 

Setting up a New Review

1. To set-up a new review to include Inspections, click on (1) Compliance > (2) Reviews, then click on (3) Add New

2. Then select the correct (4) Review Type and select the (5) Start and End Date
3. The (6) Inspections tab will populate with Reports only when (7) Save and Continue is selected.
4. Once the review is complete, fill out the remainder of the Report and select (7) Save and close

This view also ensures Reviews only include inspections that are relevant to that specific compliance workflow.