Inspection Forms

Vehicle inspections are a critical part of fleet safety and compliance. Most fleets require both pre-trip and post-trip inspections. Effective digital inspections help prevent breakdowns, identify issues early, and ensure that all vehicles remain roadworthy and safe.

Overview

Motive provides digital tools for conducting and tracking vehicle inspections, helping both drivers and fleet managers ensure safety, compliance, and operational efficiency.

• Improved safety: Identify potential issues early during inspections, allowing you to address them before they become safety hazards.
• Regulatory compliance: Ensure you meet inspection requirements, making it easier to pass audits and roadside checks with up-to-date records.
• Streamlined workflows: Complete inspections more quickly and accurately with paperless forms that eliminate the need for manual paperwork.
• Real-time reporting: Gain immediate insights into vehicle conditions, so you can act quickly and resolve any issues before they impact your operations.

Basics 

Fleet managers can create customizable digital forms and assign them to specific vehicles to match vehicle types and compliance needs. Common inspection items include:

• Brakes and tires.
• Lights and signals.
• Engine and fluid levels.
• Safety equipment.

Creating an inspection form

1. Log in to the Motive Fleet Dashboard and click the Admin icon.

2. Go to Maintenance > Inspection Forms.
3. Click + Create inspection form.

3. Select the inspection form type and give it a name.

4. Pick an inspection form template or start with a Blank Inspection Form.

5. Click Create.

6. Enter the information under General Settings. 

7. Mark or unmark the given Inspection form fields. 
8. Click Add custom text field to customize form fields. 

9. Click + Add vehicle part to add the list of vehicle parts to be inspected. 

10. Open the Custom defect list tab to add a list of inspection tasks for custom defects.

11. Fill the Driver Signature declaration field and click Save.

Editing an inspection form

1. Log in to the Motive Fleet Dashboard and click the Admin icon.
2. Go to Maintenance > Inspection Forms.
3. Open the three-dot menu and click Edit vehicle inspection form.

4. Edit the fields you want to make changes to and click Save.

Assigning an inspection form to a vehicle 

1. Log in to the Motive Fleet Dashboard and click the Admin icon.
2. Go to Maintenance > Inspection Forms.
3. Open the three-dot menu and click Assign form to vehicles.

4. Mark all the vehicles you want to assign the selected inspection form to. 
5. Click Save.

Conducting daily vehicle inspections from the Driver App 

1. Open the Motive Driver App and go to Logs.

2. Select the log under Today. 

3. Tap Inspection.
4. Tap +(Plus).

5. Tap Vehicle Inspection. 

6. Select your vehicle.

7. Tap Next.

8. From the Vehicle Inspection screen, edit General Info if necessary. 

9. Select your Inspection Type from the dropdown. 

10. Enter your License Plate. 
11. Tap the thumbs-up icon if a vehicle part is working fine. 
12. Tap the explanation sign icon if a vehicle part has any defects. 

13. Select defect type from Major, Minor, or Not sure. 

14. Add Notes and upload an image for the defect. 
15. Tap Save. 

16. Tap Certify & Save to submit the form, and your fleet manager will see it on the Motive Fleet Dashboard. 

Resolving open defects from the Driver App

1. Open the Motive Driver App and go to Logs.

2. Select the log you want to resolve the defects for. 

3. Tap the Inspection tab.
4. Find an inspection report with Open defects and tap View Details.

5. Tap Defects.

6. Tick the box for the listed defects you want to resolve.

7. Enter your name under Resolved by.
8. Tick the box for Defect Status and add a Note if necessary. 
9. Draw your signature and tap Certify.

10. The defect status changes to resolved.

Resolving open defects from the Fleet Dashboard

1. Log in to the Fleet Dashboard and click Maintenance.
2. Open the dropdown Status menu and select Open to see inspection reports with unresolved defects. 

3. Select the inspection report you want to make changes to.

4. Click Resolve to clear open defects one by one.

5. To clear multiple defects, tick multiple or all boxes. 
6. Click Resolve.

7. Enter all the required information and update the defect Status from the dropdown menu.
8. Draw your signature and click Save. 

FAQs

Share this with others