Table of Contents
PERMISSIONS: To submit Inspections, you must be given the proper permissions. To request permission, contact your Account Owner or Administrator.
This is an introduction to submitting Inspections in Fleetio Go. Fleetio uses Inspection Forms for inspections, but Inspection Forms can also be used as a way to collect information for form-related processes, such as documenting accident damage or general vehicle check-ins.
This article will show you how to complete an Inspection Form, attach photos and comments, and add your Signature. We'll also cover how to resolve open Issues, and how to view your Inspections in Fleetio Go.
Inspections in Fleetio Go Video
For the best viewing experience, be sure to check the video player settings for your device, and expand to full screen!
Start a New Inspection
There are four ways to start an Inspection:
- Tap the Start Inspection shortcut on the Home screen, then choose an Inspection form.
- Tap Browse in the bottom menu, then tap Vehicles. Choose a vehicle, then tap the green + button and tap Inspection.
- Tap Browse in the bottom menu, then tap Inspections. Choose an Inspection, select a vehicle, and tap Start Inspection.
- Select a vehicle in the app. If an Inspection is Overdue, it will appear in the Alerts section, where you can tap the link to start it.
IMPORTANT: If the Inspection Form name does not appear in the selection list or if the vehicle is not available for a specific form, then the form may need to be Enabled for the vehicle. Contact your Account Owner or Administrator for assistance.
Complete Inspection Items
Inspection Forms contain individual Inspection Items such as drop-down lists, pass/fail checks, photo requirements, or simple text entry. You'll go through these items one at a time to complete your Inspection.
If the form includes a Meter Entry item, record this value in the input field (a). The Current Odometer Reading in Fleetio will display in the gray text below the input field so you can confirm that your new meter reading is equal to or greater than the current reading.
- Fleetio will validate your entry and will alert you if the meter value is either too low (less than the current reading) or too high (exceeds the expected average usage per-day).
You may be required to take a Verification Photo (b) of the meter or enter Comment Remarks. If a photo is required, you will only have the option to take a new photo using your device's camera. You cannot use an existing photo.
The Required label (a) is displayed above the Item Name (b) for any Items that MUST be completed. If there are additional Instructions available, these will display as a link (c).
Mark each item as Pass/Fail (d) and add optional Comments (e) or Photos (f). Once added, these icons will display a number to indicate that a comment or photo is available for viewing.
Note that some Inspection Items may require a comment or photo.
Return to a Previous Item (g) or tap Next to move forward (h), optionally skipping non-required items.
TIP: If you exit out of an Inspection before it has been completed, there will be a link to resume the Inspection on your home screen. Users on other devices cannot access your in-progress Inspections.
Sign an Inspection
If an Inspection Form requires a Signature for submission and you don't already have a saved signature, there will be a link to sign. Record your signature and save it. You can also switch on the option to save your signature and use it in the future.
If you have a saved signature, select Use My Signature to load it.
Submit an Inspection
When an Inspection is complete, tap the Submit button in the upper right corner.
Note that if you attempt to Submit before completing all items, the alert window will display a list of incomplete Inspection items. Tap Close or tap View List to view the incomplete items.
If you have viewed all optional items and completed all required items, the message will summarize your form completion and offer the option to Cancel or Submit.
IMPORTANT: Fleetio must be OPEN and maximized on your device screen in order for the inspection upload to complete. Inspection uploads will not complete if the app is closed or minimized, or if you switch to another open app on your device.
NOTE: If an Inspection is submitted for the wrong vehicle or receives an incorrect Meter Entry, contact your Account Owner or Administrator to edit the Inspection.
Restart an Inspection
Instead of resuming an in-progress Inspection, there may be circumstances when you wish to clear any previous responses and restart an Inspection, beginning with an empty form.
Tap the Inspection to load the Inspection screen and the checklist items, then tap Restart.
Inspection Items and Issues
Inspections are a great way to discover, report, and monitor Issues. For example, your Fleetio account may have a workflow to automatically create a new Issue when an Inspection Item fails.
Issues can only be resolved using a Service Entry or Work Order, but Inspections provide a way of monitoring open Issues and reviewing/confirming resolved Issues. This ensures that the Issue is addressed and offers a regulatory compliance feature, as it provides an audit trail for the Issue.
If an Issue has been created from a previous Inspection Item Failure, the next user to inspect the vehicle will see a notification that the Issue either remains open or has been resolved, with the opportunity to confirm or reject this resolution.
NOTE: If your Inspections automatically generate Issues for failed Inspection Items, that Issue will be named from any Comment added to the Inspection Item. If no comment is recorded, the Issue will be named after the Inspection Item.
View Open Issues
When you launch a new Inspection, any OPEN Issues will be flagged on the Inspection Item in the checklist, as well as the item itself in the Inspection Form.
If it is a required item, you can't skip it; You have to pass or fail it.
IMPORTANT: "Passing" an Inspection Item with an open Issue does not resolve the Issue. Issues can only be resolved via a Service Entry, Work Order, or by manually closing the Issue.
Tire Readings
Tire readings can be added to inspection forms, requiring current tread depth and/or air pressure readings.
During an inspection, the correct number of fields for tread depth will automatically generate based on the axle configuration. If the axle configuration has not been set, you will be asked to set this during the inspection.
If tires have not been added to the vehicle, you will be prompted to install them into the system.
Review Resolved Issues
When you launch a new Inspection, any RESOLVED Issues will be highlighted as ready for Review, and the Inspection Item detail will include a link to Review Issue Resolution.
The Review includes all Activities, with links at the bottom of the screen to Reject or Confirm Resolved.
Reviewing the Issue allows for an audit trail and ensures that previously reported and resolved Issues are acknowledged.
If you Reject the Resolved Issue, a NEW Issue will be generated, and the activity will be tracked.
If you Confirm the Issue as Resolved, the Item Failure list will display the Stage as Resolved, and this confirmation is also tracked in the activity.
When is an Inspection Due Soon or Overdue?
Inspections can have a status of Due Soon or Overdue.
By default, most scheduled inspections will be Due Soon on the day they are due unless they allow early submissions (configured by your Administrator).
If the inspection allows early submissions, 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, and does not allow early submission.
- The Inspection status will be "Due Soon" on Friday and "Overdue" on Saturday.
(2) An Inspection is scheduled to recur Weekly, every Friday, and allows early submission as early as Monday.
- The Inspection status will be "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.
Inspection Index
To view the Inspection Index, tap Browse and then select Inspections.
The index will display with the default filter of My Inspections. Select All Inspections if you would like to filter the list by all.
In each entry of the Index, you will see the name of the vehicle, the date, the Inspection Form that was chosen, and the step that the Inspection was left on if it's currently in progress.
Tap any Inspection in the Index to open it.
NOTE: You cannot see the Inspection records submitted for assets in another group or by contacts in another group if you don't have permission to view that group's records. You also can't see other users' Inspections that are in progress.
Troubleshooting
The Inspection is taking a really long time to submit.
If your network upload speed is slow or if your Inspection includes a large number of photo files, the submission may take some time to complete. In this case, Fleetio will notify you of the delay and offer the option to close and wait or continue while it uploads in the background.
