Inspections - Forms

Inspection Forms Index

Click Inspections in the Sidebar Navigation, then click Forms to view your Inspection Forms index.

You can use the Inspections Forms Index to do the following:

• View Active or Archived Inspections Forms (a)
• Search (b)
• Filter Inspections Forms by specific inspection form, vehicle group, or any additional filter (c)
• Sort (d) the index by Title, Description, Submissions, forms with Location Exception Tracking, and forms that Prevent the Use of Stored Photos
• Switch between the card and table format (e)
• Click the More Actions Menu (f) on any Form to edit Inspection Forms, Workflows, Vehicles & Schedules, Title and Settings, or to Start an Inspection, Share Submission Link, Print, Make a Copy, View History, or Archive

Add Inspection Forms

There are multiple ways to add new Inspection Forms:

• Use a Fleetio template.
• Create a blank Inspection Form and start from scratch.
• Copy an existing Inspection Form and modify it as needed.

To add an inspection form:

1. Click Inspections > Forms in the Sidebar Navigation.
2. Click the + Add Inspection Form button in the top right.
3. Enter a Title (required) and a Description (optional).
4. (Optional) Select a template to customize. Templates are pre-populated with common inspection checklist items. If you want to create an entirely new form, leave this field blank.

5. Choose a color as a visual indicator when selecting new Inspections for your vehicles.
6. Select the checkbox to Enable Location Exceptions tracking.
7. (Optional) Select the checkbox to Prevent Use of Stored Photos if you want to block users from adding existing photos from the device library/gallery; this forces a new photo taken with the device's built-in camera.
8. Select Save Inspection Form. You'll then be able to modify and add inspection items.

Add Inspection Items

Once you have created a form, you'll be taken to a new screen where you can manage inspection items, schedules, and workflows.

Click the Inspection Items in the list on the right to add them to your form.

• You can choose Date/Time, Dropdown, Free Text, Meter Entry, Number, Pass/Fail, Photo, Signature, or Tire Readings Inspection items.
• You can also select Section to organize your Inspection Items into groups.

When you add an Inspection Item:

• All Inspection Item types require an item Label (a) which controls how the item appears in the Item checklist.
• The item type is indicated on the right (b).
• Check the box to designate the item as Required (c).
• You can also enter a Short Description (d), which will be displayed in the item detail when performing the inspection.

Inspection Item Types

Below you'll see additional details about each individual Inspection Item type.

Date/Time

Used to log the date and time of the inspection, the Date/Time item type offers an instructions text box, as well as options to require Date Only or Date and Time:

Dropdown

The Dropdown item type allows you to configure a list of items from which the User may select.

Add optional Instructions (a). For each choice, enter the name you wish to display (b) and check the box to indicate if this choice will result in a failed item (c).

Click to Add Choice (d) to add more items to the drop-down list, and enable a required photo or comment on Pass and/or Fail (e).

Free Text

A Free Text item is simply an open text box for the User to record details. Like all other types, it may be enabled as a Required response. Add Instructions to explain your expectations to the User:

Meter Entry Item

A Meter Entry Item prompts the user to record the current meter reading of the Vehicle.

If a Secondary Meter is enabled for any of your vehicles or assets, you may Require Secondary Meter for these assets.

As an additional safeguard to ensure honest, accurate entries, you may opt to Require Photo Verification.

Number

The Number item type offers an Instructions box and the option to configure a Minimum and Maximum value.

Items are considered "Pass" if the User records a value within the allowed range and "Fail" if the value falls outside this range. Enable a required photo or comment for Pass and/or Fail.

Pass/Fail Item

Add optional Instructions (a), or adjust the label names for the Pass/Fail responses (b).

Enable an N/A Option as a response (c), and indicate whether a photo or comment should be required for any Pass and/or Fail Items (d).

Photo

The Photo type simply includes an instruction text box and presents the User with an option to upload a photo during inspection submission:

Signature Item

Compliance for various entities, such as the DOT, may require an operator Signature. Add this item type to capture the operator's signature image.

Tire Readings

The Tire Readings item type includes an instructions text box and allows Users to enter the Tread Depth (a) and/or Tire Pressure (b) for all tires on a vehicle.

When you enter a Minimum and Maximum value, items are considered "Pass" if the User records a value within the allowed range and "Fail" if the value falls outside this range.

Indicate if a photo or comment should be required for any Pass and/or Fail items (c).

Axle Configuration and Number of Tires

As highlighted in the Tire Readings Inspection Item, the correct number of form fields for tread depth and tire pressure are automatically generated based on the vehicle's axle configuration and number of tires.

This means that if the vehicle being inspected has a 4x2 RWD axle configuration, the inspection form will automatically generate four fields (one for each tire) for the user to enter tread depth and/or tire pressure.

If the vehicle does not have an axle configuration or number of tires set, the User will be prompted to provide this information while completing the Inspection:

For missing axle configuration, the User will need to choose the vehicle's axle configuration from the drop-down menu and click Done.

If the number of tires is missing, the User will be prompted to add tires to Fleetio by clicking the Install Tires button.

Section

Group and organize your Inspection Items by adding a Header label, dividing the form into sections.

Completing your Inspection Form

Once you're satisfied with your selections, click the Save Inspection Form button in the top right.

You'll then see the full Inspection Form, as shown below.

Modify Inspection Forms: Add, Edit, Reorder, or Delete Inspection Items

If you need to make changes to an existing Inspection Form:

1. Click Inspections > Forms in the Sidebar Navigation.
2. Click the More Actions Button on a form and select Inspection Items.

When editing Inspection Items you can:

• Add new Inspection Items by clicking them in the panel on the right, as shown above.
• Click on an Inspection Item label to edit it.
• Click and drag the reorder dots (a) to the left of an item to change the order of the Inspection Items and sections.
• Click the arrows (b) to expand or collapse each item for editing, or click expand all or collapse all (c) at the top of the page to expand or collapse all items.
• Copy an item (d) or delete it (e).

When you've made your changes, click the Save Inspection Form button in the top right.

Copy an Existing Inspection Form

Instead of using a template or starting with a blank Inspection Form, you can also create a Copy of an existing form. This offers the added benefit of including Workflows and Schedules in the new form.

Click Inspections > Forms in the Sidebar Navigation, then select the More Actions button for a form and select Make a Copy.

Enter the New Form Name and choose whether or not to include Workflows and Schedules. Click the Create New Form button.

From here, you can manage the new form.

Create a One-Time Inspection Form

Occasionally, you may want to create an Inspection that only needs to be used once, and not on a schedule.

For example, you may have a new vehicle joining your fleet and want to complete an inspection immediately after the vehicle is added but never need to use the inspection form again.

Follow the instructions above to create a new Inspection Form and add Inspection Items.

On the Vehicles & Schedules tab, click Add Vehicles. Ensure the Set Schedule checkbox is Unchecked, then click Save.

The Inspection Form will now be available to use for one-time inspections.

Inspection Form Versions

Whenever you add, edit, or delete Inspection Items on a form, a new Version of the form is created, and the previous version of that form is saved for your reference.

To view the version of an Inspection Form:

1. Click Inspections in the Sidebar Navigation, then click Inspection History.
2. Click on an Inspection Submission to view it, then click the link to the Inspection Form in the Inspection Details section.

3. To view the version history of the form, click Versions in the upper right corner.

4. In the Versions pop-up, click a version number to view the details of that version.

Archive or Delete an Inspection Form

If you no longer need to use an Inspection Form, you can archive it to remove it from the Active list. An archived form can also be deleted for permanent removal.

From the Inspection Form Index, click the More Actions Button for the form, then select Archive.

Select the Archived tab on the Inspection Forms Index to view any Archived Forms.

Archived Forms are no longer available to submit for any vehicle in Fleetio Go, but you may Restore as needed.

Next Steps

Now that you have created and edited Inspection Forms, you are ready to set up Workflows, assign vehicles, and schedule when the inspections should be performed.

Workflows allow you to trigger actions from Inspection items, Managing Vehicles controls which forms are available to complete for your vehicles, and Schedules determine the regular interval at which "due alerts" will catch your operators' attention.

Finally, take more granular control of which Inspection Forms users have access to by using Inspection Form Record Sets.

If you want your operators to get more familiar with inspection forms, you can also print them out by selecting Print from the More Actions Menu on a form.