How to create inspection forms

Vincent Trepanier -

In this tutorial, we will see how to create inspection forms, which will be helpful later to create inspection programs for your vehicles. Those inspection forms can be printed out to employees or they can be completed on screen when part of a vehicle's inspection program. When you fill out an inspection form on screen, a "Completed inspection" is created and "Issues" are created from the "Failed" items. Those "Issues" can then be converted to "Work orders" or "Completed services".

Creation of inspection items
The first thing to do is to create some "Inspection items". These are the items to check in an inspection form (like "Wipers", "Brakes", "Fan belt", "Air filter", etc.). You will need those inspection items to create your inspection forms later. 

To create "Inspection items", go to menu "Configuration - Inspection items": 

You will see a list  containing some demo items:

More details about this grid: 

  • Description : A short description of the item to check
  • Instructions : Instructions to the driver/inspector regarding this item
  • Category : You can set a category for inspection items. The form will be grouped by category at the time of printing or when you fill it out on screen.
  • Priority : You can set a priority from "Very low" to "Critical". When you fill out an inspection form and set the general condition of the vehicle as "Satisfactory", you will get warned if there is a failed "Critical" item.
  • Require comment for "Fail" : (This checkbox is available at the time of creating or editing an inspection item)

    If this box is checked, you will be prompted to add a comment if this item fails at the time of filling out the inspection form.

Creation of inspection forms
Now that you have your inspection items created, you can create inspection forms. Those forms will be available later for the creation of "Scheduled inspections" for your vehicles. To create inspection forms, go to menu "Configuration - Inspection forms":

You will see a list containing some demo inspection forms:

More details about this grid: 

  • Title : The title of the inspection form. When printing out the form, title will be displayed at the top.
  • Description : A more detailed description about this inspection form. It may be displayed as a subtitle when the proper printing option is set.
  • Inspection frequency : The frequency at which this inspection should be performed. As the inspection frequency can be different from one vehicle to another, you can change the frequency manually once the inspection form has been added to an inspection program (we will see how to do this later).
  • Create reminder : This column shows when a "Pre-reminder" will be triggered for this inspection form. This is a reminder before the reminder and it's optional. 

Now let's create a new inspection form: 

Here we created a new "General Equipment Inspection" form. This inspection should be repeated every 3 months OR every 6 000 (miles, km or hours, depending on the setting of the vehicle to which it is assigned). There is also a "Pre-reminder" that will trigger one week before the three months period is reached OR 500 (odo. unit) before the 6 000 is reached. The inspection will then be considered as being "Due soon". 

Form print options
Let's take a minute to explain the print options section. Here you can define how you would like the inspection form to look like when printing it out.

Header section :

  • Display description as subtitle : When checked, the subtitle will appear under the title of the form : 
  • Show 'Carrier' line : When checked, the 'Carrier' line will display with the specified text entered in the 'Carrier' text box. By default, the text in this text box is set to the name of your company (to set information about your company, see menu "Configuration - Settings", tab "Information about your company") : 
  • Show 'Address' line : Same as 'Carrier' line, when checked, the 'Address' line will display with the specified text entered in the 'Address' text box. By default, the text in this text box is set to the address of your company (to set information about your company, see menu "Configuration - Settings", tab "Information about your company") : 
  • Show 'Date/Time' line : When checked, the 'Date/Time' line will display. If 'Current date' option is checked, the current date/time will display on this line.
  • Show 'Meter' line : When checked, the 'Odometer reading' line will display. If 'Current meter' is checked, the current meter of the vehicle will be displayed.
  • 'Vehicle' line : The 'Vehicle' line is always displayed. You can set the label you want for this line (for example : 'Unit #', 'Vehicle', 'Truck', etc.). You can also set the default value for this link to either 'Blank', 'Unit #' (the unit # of the vehicle), 'Plate' (the plate number of the vehicle), 'Detail' (a more detailed description of the vehicle).

Footer section :

  • Show 'Remarks' section : When checked, the 'Remarks' section will display so the driver/inspector will be allowed to fill out some remarks about the inspection.
  • Show 'Vehicle condition' section : When checked, a section will display so the driver/inspector can confirm the condition of the vehicle and sign the form.

Adding inspection items to inspection forms
Last step is to add inspection items to your newly created inspection form. You must use the "Inspection items in form" grid to do so. This grid contains all the inspection items of the currently selected "Inspection form" : 


You're done! You now have some inspection forms so you will be able to schedule inspection for your vehicles. Let's go for the next step and schedule some inspections. Read this article.


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  • 0
    Federico Alonso

    For wich versión of vehicle fleet are the Inspection Items and Inspection Forms available?

  • 0
    Vincent Trepanier

    @Frederico. At this time, these features are available only in Vehicle Fleet Manager 4.0 but we are actually working to add these in Fleet Manager Mobile.

    Edited by Vincent Trepanier
  • 0



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