Prestart inspections
Build inspection checklists, set how failures are handled, and review results while drivers inspect on their phones.
How inspections work
The inspection system has three parts:
- Design. Administrators create inspection templates with categories, questions and severity levels.
- Execute. Drivers complete inspections on their phone before or during check-out.
- Review. Managers review the results, and failures trigger the actions you have configured, such as creating an incident or a service request.
Inspection templates
Templates define what drivers check during an inspection. Each template contains categories (groups of related questions) and the questions themselves.
Open Templates
Go to Inspections → Templates in the sidebar. You'll see your existing templates and a button to create a new one.
Create a template
Give the template a name, and choose which vehicle asset types it applies to. When a driver starts an inspection, the template matching the vehicle's asset type is used automatically.
Add categories
Create categories to group related checks, such as "Exterior", "Interior", "Tyres", "Lights" or "Engine Bay".
Add questions to each category
Give each question its text, optional help text and an answer type: Pass / Fail, Yes / No, Numeric (with a threshold that counts as a fail) or Multi Choice (with the options that count as a fail). You can also make a question required, or require a photo or notes.
Set the severity
For each question, choose the severity of a failure: Informational, Low, Medium, High or Critical.
Publish
Publish the template so drivers can use it.
Severity configuration
Inspections → Severity Config sets organisation-wide rules for how inspection failures are handled. For each severity level, choose which actions run automatically:
| Action | What it does |
|---|---|
| Block Trip | Prevents the driver from starting the trip. |
| Remove from Circulation | Takes the vehicle out of service. |
| Create Incident | Creates an incident report automatically. |
| Create Service Request | Creates a maintenance service request. |
| Notify Stakeholders | Notifies pool managers and fleet administrators. |
| Notify Driver | Sends the driver a notification with next steps. |
The levels are described as follows:
| Severity | Description |
|---|---|
| Critical | Blocks the trip immediately. The vehicle is removed from circulation until resolved. |
| High | Blocks the trip and creates a service request for urgent attention. |
| Medium | Shows the driver a warning. The trip may go ahead once acknowledged. |
| Low | Logs an informational note. A maintenance task may be created. |
| Informational | Captures data only. No automated actions are taken. |
Completing an inspection
Drivers complete inspections in the mobile app, usually as part of check-out or as a standalone prestart check.
Start the inspection
Open the mobile app and start the inspection from the check-out flow or the Home screen, then select the vehicle.
Work through the categories
The app guides you through each category. Answer each question, and add a photo or notes where the question asks for them.
Report defects
For failed items, describe the defect and take a photo. This information is used for any incident or service request that follows.
Submit
Review the summary and submit. Vectis applies your severity rules and triggers any configured actions.
Inspection dashboard
Inspections → Dashboard (Pool Manager and above) shows fleet-wide inspection health:
- pass rate and inspections over time;
- vehicle compliance: each vehicle's last inspection result and whether it is overdue;
- driver compliance: inspection completion rates per driver;
- the most common failures and top failure categories.
Filter by pool and by period (last 7, 30 or 90 days, or all time).