The main workflow, step by step
Below, one defect goes from a driver's morning check to a signed-off repair. Select a step to see the screen. The operator, the vehicle and the people are invented for the demonstration.
Daily check
Van 27, before shiftOne defect| Item | Result |
|---|---|
| Lights and indicators | Pass |
| Tyres and wheels | Defect, nearside rear |
| Mirrors and glass | Pass |
| Load security | Pass |
Off the pathA check completed faster than is physically possible is flagged to the supervisor for a conversation with the driver.
Report defect
DEF-5521Sent to workshop- Item
- Tyre, nearside rear
- Finding
- Cut in the sidewall
- Photos
- Two, with a close-up
- Severity
- Do not drive, by rule
Off the pathSeverity is set by the rule for that item, so a driver cannot downgrade a safety defect to keep a vehicle on the road.
Vehicle status
Van 27Off the road- Reason
- Open safety defect
- Today's work
- Moved to van 31
- Driver
- Reassigned
- Customer impact
- None, covered
Off the pathIf no replacement vehicle is free, the affected jobs are listed for the planner with the customers to be told.
Workshop job
DEF-5521Repaired| Step | By | State |
|---|---|---|
| Inspection | Technician | Defect confirmed |
| Tyre replaced | Technician | Done |
| Road-worthy sign-off | Workshop lead | Signed |
Off the pathA repair that needs a part on order keeps the vehicle off the road, with the expected date shown to the planner.
Vehicle history
Van 27Compliant| Record | State |
|---|---|
| Daily checks this period | None missed |
| Open defects | None |
| Next safety inspection | Booked |
Off the pathA vehicle that goes out without a check that day is reported the same morning, with the driver's name.
Who uses it, and what each role can do
The driver's two minutes at the start of a shift feed everyone else's work. Roles are arranged so that each defect has an owner until it is closed.
| Role | Sees | Can do |
|---|---|---|
| Driver | Today's check for their vehicle and its open defects | Inspect, report defects and confirm a repaired vehicle |
| Supervisor | Checks done and missed across their drivers | Chase missed checks and review flagged ones |
| Transport office | Vehicle availability and defects affecting today | Take vehicles off the road and reassign work |
| Workshop technician | The defect queue with photos and history | Diagnose, repair and record parts and time |
| Workshop lead | Repairs awaiting sign-off and planned inspections | Sign off and schedule safety inspections |
| Fleet manager | Compliance, defect trends and cost by vehicle | Change check lists, rules and report to auditors |
When the work leaves the usual path
Inspection schemes fail quietly, through skipped checks and defects nobody follows up. The app is built to make those failures visible.
| Situation | What the system does | Who decides |
|---|---|---|
| Check not done before a shift | Reports the vehicle and driver that morning | Supervisor |
| Check done implausibly fast | Flags it for review | Supervisor |
| Safety defect reported | Blocks the vehicle from being assigned | Transport office |
| No replacement vehicle | Lists the affected jobs for the planner | Transport office |
| Repair waiting for a part | Keeps the vehicle off the road with a date | Workshop lead |
| Same defect reported again | Links it to the earlier repair for investigation | Fleet manager |
What it connects to
Inspection data is most useful beside what you already know about each vehicle. These links are typical, and none of them is required to start.
| System | What moves | Direction |
|---|---|---|
| Fleet or asset register | Vehicles, types, mileage and inspection dates | Both ways |
| Telematics | Mileage, fault codes and whether a vehicle moved | Into the app |
| Planning or dispatch system | Vehicle availability for today's work | Out of the app |
| Workshop or parts system | Jobs, parts and labour for each repair | Both ways |
| Sign-in directory | Driver and staff accounts | Into the app |
What a first release includes
Check lists by vehicle type
Lists for vans, trucks, trailers or plant that your fleet manager edits, with rules for each item.
Driver app
A check on iOS and Android that works offline, identifies the vehicle by a scanned code and takes photos.
Defect workflow
Defects with severity set by rule, sent to a workshop queue and followed until signed off.
Vehicle availability
A live view of vehicles fit for use, off the road or restricted, shared with planners.
Workshop view
The queue with photos and history, repair records, parts used and sign-off.
History and reports
Checks, defects and repairs per vehicle and driver, exportable for audits and insurers.
Often added after the first release
- Planned safety inspections and servicing
- Accident and damage reports
- Driver licence and training records
- Tyre and brake wear tracking
- Hire vehicle check-in and check-out
What we need from you
- Your current check sheets for each vehicle type
- The rules for which defects take a vehicle off the road
- A list of vehicles and how drivers are assigned to them
- How the workshop receives and records defects today
- A depot willing to run the app beside paper for a short trial
Ownership and licensing terms are defined in the project agreement.
What to do next
Send us your check sheets and tell us how many vehicles and depots you run. We reply with the checks as they would appear on a phone, the workshop flow and a proposal. Start a conversation or book a 30-minute call.
Common questions
Does this meet the legal requirements for vehicle checks?
The rules for daily checks and record keeping differ by country and by vehicle class, and the operator remains responsible for meeting them. We build the app to hold the records such rules typically ask for: who checked which vehicle, when, what was found and how each defect was closed. Your transport manager or adviser confirms the specific requirements we design to.
How do you stop drivers ticking every box without looking?
No app can make someone look, but it can make shortcuts visible. Checks are timed, the order of items can change, some items ask for a photo, and patterns such as identical check times every day are reported. A supervisor's spot check can be recorded against the driver's own. Most improvement comes from defects visibly being fixed, which gives drivers a reason to report.
Can it cover trailers, plant and hired vehicles?
Yes. Each asset type has its own list and its own rules, and an asset is identified by scanning a code on it, so a driver can check a tractor unit and whichever trailer they collect. Hired or temporary vehicles can be added quickly with a standard list. Plant and equipment follow the same pattern with hours instead of mileage.
Do we need telematics for this to work?
No. The app works by itself with what drivers and technicians record. Telematics adds useful checks, such as noticing that a vehicle moved without an inspection, bringing in mileage automatically and attaching engine fault codes to a defect. If you already have a telematics provider with an interface, connecting it is usually a worthwhile second step.