Table of Contents
This article covers the more advanced features for Inspection Schedules, such as scheduling Inspections for specific days, how many days in advance a User can complete a form, or delaying a schedule's start date. For the basics of enabling inspection forms for Vehicles, check out the Inspections - Manage Vehicles & Schedules article.
Manage Vehicle Schedules
PERMISSIONS: Account Owners and Administrators can manage Inspection Schedules in the Vehicles & Schedules section of the Inspection Form. Regular Users with permission by Role to Manage Schedules can update schedules for Vehicles they can edit in their Record Sets. See Inspections - Manage Vehicles & Schedules for more information.
When adding or editing an Inspection Schedule Rule, check the Set Schedule checkbox.
If you do not want to place the selected Vehicle(s) on a time-tracked schedule, leave this toggle OFF. The inspection form will still be available in Fleetio Go, but will never show as "Due Soon," "Due," or “Overdue.”
Preview Schedule Dates
As you configure the schedule, note that a preview of the Next Due Dates displays to the right, providing an exact expectation of upcoming inspection due dates.
NOTE: Any Inspections submitted before enabling a Vehicle for an Inspection Form Schedule will not be considered when calculating the next due date.
EXAMPLE: A Vehicle is enabled for an Inspection Form and has an Inspection submitted on March 20th. The Vehicle is then disabled from the Inspection Form. On April 1st, the Vehicle is re-enabled for the Inspection Form and has a schedule with a monthly frequency applied. The next due date is calculated from April 1st - the date the schedule was set for the Vehicle - and not March 20th, the last submission before this schedule was set.
When is an Inspection Due Soon or Overdue?
Inspection statuses are Due Soon and Overdue.
By default, a scheduled inspection without Early Submission enabled will be Due Soon on the day it is due.
If Early Submission is enabled, the inspection will show Due Soon on the first day that early submission is allowed to satisfy the due requirement.
For both situations, the inspection will not be flagged Overdue until the day after the due date.
EXAMPLES:
(1) An Inspection is scheduled to recur Weekly, every Friday.
- The Allow Early Submission option is not enabled.
- The Inspection will display "Due Soon" on Friday, and "Overdue" on Saturday.
(2) An Inspection is scheduled to recur Weekly, every Friday.
- The Allow Early Submission option is enabled to accept submission as early as Monday.
- The inspection will display "Due Soon" on Monday, and "Overdue" on Saturday.
In the Fleetio Go mobile app, "Due Soon" and "Overdue" inspections are displayed in the Suggested Inspections section on the home screen.
In the Fleetio web app, select Schedules from the Inspections section of the Sidebar Navigation. The index is automatically sorted by Due Date - Newest First. You can filter by oldest first to see all "Overdue" Inspections first.
Anytime, Specific Day and Early Submissions
When enabled, schedules can be configured to be due on a daily, weekly, monthly, or yearly basis. For weekly and monthly frequencies, you may designate the accepted submissions as Anytime or On a Specific Day.
- Submissions due Anytime may be submitted on a rolling basis, anytime during the frequency window (i.e. the week or the month).
- Submissions due On a Specific Day must be submitted ON that due date, or within the optional early submission window, if enabled.
Anytime
Setting a schedule as due Anytime allows for an open window during which a form may be submitted. The "Next Due Date" will automatically reset.
EXAMPLES:
(1) An Inspection is scheduled to recur Weekly, Anytime. The first due date is Friday, March 20.
- The Inspection may be submitted anytime within the weekly window before Friday, March 20.
- Once submitted, the next due date resets to one week later, and is now due on Friday, March 27.
(2) An Inspection is scheduled to recur Monthly, Anytime. The first due date is April 1.
- The Inspection may be submitted anytime within the monthly window before April 1.
- Once submitted, the next due date resets to one month later, and is now due on May 1.
On a Specific Day
Select On a Specific Day (a) to make the inspection due on a certain day of the week (b), such as Friday, or on a specific date, such at the 15th of every month, depending on the schedule frequency.
By default, Allow early submission (c) is unchecked. This means that in order to satisfy the due requirement, the form must be completed ON the scheduled due date. If a User submits an Inspection Form early, before the actual due date, this will not reset the "next due date," and the form will still show as due.
This approach is best suited for those forms which must be completed ON a specific date.
To offer greater flexibility, you can configure a specific due date, but allow your users to submit inspections early and still satisfy the due requirement.
For a weekly or monthly schedule that is configured On a Specific Day, check the Allow early submissions checkbox (a), then designate the number of days allowed in advance (b). The number of days that can be selected depends on the schedule; for example, the maximum Days Early on a schedule that is due Weekly on Wednesday is three.
At the bottom of the schedule setup window, the Summary displays the "as early as" day.
EXAMPLES:
(1) An Inspection is scheduled to recur Weekly, on Fridays, and the Allow early submissions option is NOT checked. An Operator completes the Inspection early and submits it on Wednesday.
- The Inspection will still be due on Friday, and will need to be submitted again, on or after Friday, to satisfy the due requirement.
(2) An Inspection is scheduled to recur Weekly, on Fridays, and the Allow early submissions option is configured for 2 Days Early. An Operator completes the Inspection early and submits it on Wednesday.
- The Inspection will be next due the following Friday, 8 days later.
Delay Schedule Start Date
When setting up a schedule, the next due dates are configured for you. This is reflected in the Next Due Dates table. However, in order to set the first date you want the schedule to take place, you need to select the Set Delayed Start checkbox. Set the schedule's start date here. You can also Set Delayed Start on an active schedule to temporarily pause the Inspection Form until the Effective After date.
EXAMPLE:
Lawn equipment is used seasonally and only requires a weekly inspection during the summer months. Enable the Delayed Start option, and set the date for May 1 of the current year. After the season is over, edit the inspection schedule to update the Delayed Start to May 1 of the following year.
Enable Inspection Reminder Notifications
Increase awareness when Inspections are getting close to their due date. Check the Reminder Notifications checkbox to configure how many days in advance you would like to send a reminder to the Vehicle's assigned operator.
In order to get notifications, the Vehicle operator must have Inspection Reminder notifications enabled in their Notification Settings.
You can also enable a weekly inspection summary email for any "Due Soon" and "Overdue" inspections in your Notification Settings.
Multiple Frequency Options
There may be several ways to achieve the exact schedule you need. Experiment with the frequency (e.g. weekly, monthly), the interval (e.g. every 4 weeks), and the delayed start date, then check the Next Due Dates table to verify that you see the schedule you are looking for.
Skip Inspection
In certain circumstances, a regularly scheduled Inspection may not be needed on the given due date. The Vehicle may be out of service, Equipment dormant during an off season, or perhaps the driver has been out of work. In order to maintain the Inspection Schedule, but omit a specific due date, you may skip an inspection to the next due date.
PERMISSIONS: Account Owners, Administrators and Regular Users with Manage Schedules permission by Role can skip inspections.
To skip an inspection:
- Click Inspections in the Sidebar Navigation, then click Schedules.
- Locate the Overdue Inspection. You can use the Overdue Status Tab on the top of the page to view only Overdue Inspections.
- Click the More Actions Button and select Skip. You can also select View Skip History to view past skips.
The due date will advance one frequency interval (i.e. the due date for a monthly inspection will advance one month).
Inspection Skip History
To help you ensure that all Inspections are completed. Fleetio offers an Inspection Skip History to verify when and who skipped an Inspection. View the details of when a skip occurred, who performed the skip, and what due date was ignored as a result of that skip.
