By creating custom Inspection Forms, you can tailor your inspections to your fleet’s exact needs. Follow the instructions below to easily build inspection forms for anything your fleet owns, from vehicles to trailers and beyond.

View Your Inspection Forms

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:

1. View Active or Archived Inspections Forms
2. Search for a form, or filter by a specific inspection form, vehicle group, vehicle type, or additional Filters
3. Sort the index by Title, Description, or number of Submissions
4. Switch between card and list view
5. Click the More Actions button on any Form to access Edit options, or to Start an Inspection, Share Submission Link, Print, Make a Copy, View History, or Archive

Creating an Inspection Form

You can create new Inspection Forms from scratch, from a template, or by copying an existing form.

From Scratch

To create an Inspection Form from scratch:

1. Click Inspections in the Sidebar Navigation and then select Forms.

2. Click the + Add Inspection Form button in the top right.

In the Details form, shown below:

3. Enter a Title (required) and a Description (optional).
4. Leave the Copy form Template 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 to enable it if needed.
7. Select the Prevent Use of Stored Photos checkbox to block users from adding existing photos from the device library/gallery; this forces a new photo to be taken with the device's built-in camera.

7. Click Save Inspection Form, and you'll be brought to the next page to add your Inspection Items.

 

 

From a Template

Templates allow you to use Fleetio-provided templates or an existing Inspection Form to create a new form that is pre-populated with Inspection Items.

NOTE: Workflows and Schedules are not included with templates and need to be added manually if needed. If you wish to include Workflows and Schedules, see the Copy an Existing Form tab.

To create an Inspection Form from a template:

1. Click Inspections in the Sidebar Navigation and then select Forms.

2. Click the + Add Inspection Form button in the top right.

In the Details form:

3. Enter a Title (required) and a Description (optional).
4. Use the Copy from Template drop-down to select a template to customize. 

5. Choose a color as a visual indicator when selecting new Inspections for your vehicles.
6. Select the checkbox to Enable Location Exceptions tracking to enable it if needed.
7. Select the Prevent Use of Stored Photos checkbox to block users from adding existing photos from the device library/gallery; this forces a new photo to be taken with the device's built-in camera.

8. Click Save Inspection Form.

You'll be brought to the next page, which includes the pre-populated Inspection Items from the template you selected. You can remove them or add additional ones as needed.

 

 

Copy an Existing Form

Unlike creating Inspection Forms from scratch or from a template, copying an existing form includes the Workflows and Schedules of the original form in the new one.

To copy an Inspection form:

1. Click Inspections in the Sidebar Navigation and then select Forms.

2. Click the More Actions button on an existing form and select Make a Copy.

3. Enter the New Form Name and choose whether or not to include Workflows and Schedules. 

4. Click the Create New Form button.

Once the new form is created, you can modify the form's Inspection Items by clicking Edit.

 

 

Inspection Items

Once you have created a form, you'll be taken to a new page to add and manage inspection items.

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

Inspection Item Types

When you add an Inspection Item type, it appears in the main window.

Each inspection item type starts with the same basic information:

1. All Inspection Item types require an item Label. This controls the name of the item the user will see when completing the inspection.
2. The item type is indicated on the right.
3. Check the box to designate the item as Required to complete the inspection.
4. Enter a Short Description, which will be displayed in the item details during the inspection.

Expand each section below to learn about the different Inspection Item types:

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:

 

 

Inventory Adjustment

PLAN AVAILABILITY: The Inventory Adjustment Inspection Item is only available with the Premium Fleetio plan.

 

The Inventory Adjustment item allows the user to select parts and part quantities used during an inspection.

After the Inspection is submitted, Fleetio will automatically adjust your part inventory to account for any parts used.

NOTE: The Inventory Adjustment item is only available to accounts using Static Pricing or Average Cost inventory methods.

 

The Inventory Adjustment item includes a text field to enter optional Instructions to guide users.

During the inspection, users can select the part location, parts, and quantity used:

 

 

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.

NOTE: Require Photo Verification will only prompt Users to take a new photo with their device's camera, it does not provide an option for Users to select a photo from their library.

 

 

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:

 

 

Tire Readings

The Tire Readings item type includes an instructions text box and allows Users to:

1. Enter the Tread Depth for all tires on a vehicle.
2. Enter the Tire Pressure for all tires on a vehicle.
3. Indicate if a photo or comment should be required for any Pass and/or Fail items.

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.

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.

TIP: You can learn more about axle configurations and installed tires in the Tire Management Overview article.

 

 

Section

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

 

 

Remove Inspection Items

To remove an Inspection Item from the list, click the X on the right.

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.

Next Steps

After creating an Inspection Form, you are ready to set up Workflows, assign vehicles, and schedule when the inspection 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.

You can also 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.

Edit Existing Inspection Forms

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

1. Click Inspections in the Sidebar Navigation and then select Forms.
2. Click the More Actions button on a form and select Inspection Items.
   • You can also edit Workflows, Vehicles & Schedules, or Title & Settings from this menu.

When editing Inspection Items, you can:

• Add new Inspection Items by clicking them in the panel on the right.
• Click on an Inspection Item label to edit it.

1. Click expand all or collapse all at the top of the page to expand or collapse all items
2. Click the arrow to expand or collapse a single item
3. Click and drag the reorder dots to the left of an item to change the order of the Inspection Items and sections.
4. Copy the item 
5. Delete the item

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

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.

NOTE: Inspection submissions made using a Past Version of a form will have a past version tag next to the form name in the Inspection Details.

To view the version of an Inspection Form:

1. Click Inspections in the Sidebar Navigation, then click Forms.
2. Locate the Inspection Form in the index, then click the More Actions button and select View History.

3. In the Version History pop-up, click a version number to view that version of the form.

Create a One-Time Inspection Form

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

For example, you may have a new vehicle join your fleet and want to complete an inspection immediately after it's added, but you won't need to use the inspection form again.

Start by following the instructions above to create a new Inspection Form, including adding the Inspection Items.

Once you're finished, 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.

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.

Archived Inspection Forms are no longer available to submit for any vehicle.

To archive an Inspection Form:

1. In the Inspection Form index, click the More Actions button for the form, then select Archive.

Manage Archived Inspection Forms

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

Restore or permanently delete forms by clicking the More Actions button.