Table of Contents
PERMISSIONS: Admins and Owners have access to all inspection functionality. For Regular Users, permissions are limited by roles, such as only being able to submit inspections for Vehicles they can access.
This is an introduction to Inspection Forms in Fleetio. Inspection forms can be used for, well, inspections, but they can also be used as a way to collect information for form-related processes, such as documenting accident damage or general vehicle check-ins.
With electronic inspections, you can track the time it takes a User to complete a form, attach photos and comments, and use workflows so when there's an issue, Fleetio does the work to bring it to your attention.
Inspection Forms
Inspection forms are created in the web application. If you already have a set of existing inspections that your team follows, you can build Inspection Forms from scratch, or make your own template and copy it. Inspections come with multiple ways to customize your forms, including drop-down lists, pass/fail checks, photo requirements, and more. You can also choose from several templates already found in Fleetio and customize them to fit your needs.
To create an Inspection Form:
- Click Inspections in the Sidebar Navigation and select Forms
- Click the + Add Inspection Form button in the top right.
- Fill out the form details, select whether to copy from a template, then click Save Inspection Form.
- Add your Inspection Items, then click the Save Inspection Form button.
Once a form has been created, you can enable the form for Vehicles or add Workflows to trigger certain actions like a notification or vehicle status changes.
TIP: Detailed instructions for creating a new Inspection Form can be found in the Inspections - Forms article.
Workflows
Workflows use if-then statements to trigger certain actions. For example, if a form is submitted, then send an email to specific Users. Workflows can be added after you create an Inspection Form.
By default, all new forms include a workflow that will create an issue in Fleetio when an inspection item fails.
To change or add workflows after an Inspection Form has been saved, click the Workflows tab on the Inspection Form.
Click + Add Workflow to create a new Workflow, or click the More Actions Button and select Edit to change an existing one.
TIP: Learn more in the Inspections - Create Workflows article.
Vehicles & Schedules
Once an Inspection Form has been created, it needs to be enabled for Vehicles. Otherwise, the form won't show up when trying to complete an Inspection.
There are two ways to enable forms: an Inspection Form Rule or a Manual Override.
PERMISSIONS: Account Owners and Admins can enable forms using either method, but any Regular User with permission to manage schedules can only manually override Inspection Schedules.
Schedules allow you to set a date for the inspection and get notifications when an inspection is "Due Soon" or "Overdue."
TIP: Learn more in the Inspections - Manage Vehicles & Schedules article.
Inspection Submissions
Most Users will submit forms using the Fleetio Go Mobile App, but you can also complete an Inspection Form using the web app, or print a hard copy. Inspection forms are only available if they have been enabled for a vehicle. Once an inspection has been submitted, only the vehicle and Meter Entry can be edited using the web app.
TIP: Learn more in these two articles:
From the Forms page, print a copy by clicking the More Actions Button for the form, then Print. Printed forms can come in handy for training, or if you want to share the form with someone who doesn't have Fleetio access.
Edit Inspection Submissions
Fleetio allows you to edit ONLY the Vehicle and Meter Entry on an Inspection Submission.
NOTE: Before changing the Vehicle, you must delete any Issues already created from Item Failures and/or assignments created using a workflow.
Hover your cursor over either the Vehicle or Meter Entry on the Inspection Submission page, then click the Edit Icon. Choose a new Vehicle from the drop-down, or enter the new Meter Entry, then click the Save button.
IMPORTANT: If changing the Vehicle, any changes resulting from workflows will not be reversed. For example, if Vehicle Status is changed by a workflow, it will need to be switched back to the original status manually.
Inspection Duration
Fleetio records the time it takes a User to complete an inspection. If you want to track this time, the duration for each submitted inspection is listed in the Inspection History, found by selecting Inspection History from the Inspections section of the left sidebar menu.
The timer for an inspection starts when a User responds to the first item in the form, such as entering a meter reading. The timer ends when a User selects Submit for the form. If, at any point during an inspection, a User selects Restart, the duration time will start over.
Bulk Delete Inspections
Fleetio allows you to bulk delete records from your inspection history. Old inspection records that are no longer needed can be easily removed with just a few clicks.
TIP: To make bulk deletion easier, you can filter or change the grouping of inspections you would like to delete.
See Bulk Actions in Fleetio to learn more.
Inspection Reports
There are several Inspections List Screens and Reports that allow you to keep track of overdue inspections, submissions, and item failures.
TIP: Learn more in the Inspections Reports article.
Inspections in Fleetio Go
This section provides useful information to keep in mind when Users submit Inspections with Fleetio Go.
Regular Users, such as drivers, can learn about performing Inspections in Fleetio Go in Submit Inspections in Fleetio Go.
PERMISSIONS: Account Owners and Administrators can submit Inspections. Regular Users must be given the Submit Inspections permission via Roles, and their Record Sets must include Edit access for the vehicle in question. Permission to submit Inspections also includes the ability to Review Resolved Issues from previous Inspection item failures.
If a User enters an incorrect meter entry or submits an Inspection for the wrong vehicle, they cannot make the necessary corrections in Fleetio Go. These changes can only be made in the web app. See the Edit Inspection Submissions section above for instructions.
When Users submit Inspection Items, these actions will be recorded in the Issue Activity, viewable in the Fleetio web app on the Issue Details Page.
