Provincial and federal legislation requires companies that operate commercial vehicles to have and implement a written maintenance program, and daily trip inspections are a crucial part of these maintenance schedules. These inspections help reduce risks to drivers by giving them the opportunity to check for hazards before the trip begins. Over time, drivers become complacent, but a consistent pre-trip inspection schedule can combat this complacency. But even with all these benefits, pre-trip inspections can be a burden. Clipboards and pens get in the way, and, even worse, paper inspections can easily get lost or misplaced and incur unwanted legal ramifications.
These inefficiencies lead to an important question: Is there a way to make the process more effective?
With digital pre-trip inspection forms, many of the inefficiencies encountered during the inspection process can be eliminated. Drivers can put down their clipboards and complete forms directly on their tablet or smartphone. And with our fully integrated digital form builder, the steps to getting your inspection checklists online are simple:
Our Forms feature comes with ready-made templates for pre-trip inspection forms as well as the ability to fully design custom forms from scratch. The form builder creates fields for any information you may need. List unlimited items for inspection, such as the battery, engine, axles, safety equipment, tires, brakes, etc. Include checkboxes, dropdown lists, Likert scales, date and time stamps, and open text fields. You can even take your form to the next level with video instructions and electronic signature fields, or allow your drivers to record video as they inspect, showing exactly what they find without any misinterpretations.
Once a form is created, you can set it up to assign to workers individually or to a group of people by company role or location. You can also assign forms to particular pieces of equipment for pre-trip inspections. Once assigned, built-in automatic notifications ensure workers are receiving and completing their pre-trip inspections daily (or by a schedule of your choice). The software can even send their phone a text, allowing them to instantly open and complete the required form.
Completed inspection forms hold a wealth of data to help you improve your business practices. Once forms are complete, workers only have to click Submit, and you’ll automatically have access to a copy of the report how and when you need it. Our downloadable reports are available in easy-to-read Excel and CSV formats and can include information such as:
Items that pass inspection
Items that may or do require immediate attention
Paperless reporting allows for instant tracking of your company’s essential information. With the click of a button, you can track anything from who is completing inspections to what are the most common equipment malfunctions discovered during inspections.
Because our system’s form builder and reporting are connected, there are a number of ways you can eliminate the downfalls of paper records:
Prevent Data Loss
When data is tracked through paper records, it can be difficult to ensure all your documentation is in the right place. Our software solution tracks all your data instantly from one easily accessible place, backing it up onto a secure cloud so critical information will never be lost.
The form builder is set up to provide automatic notifications to relevant personnel. Designate forms to workers and allow fleet managers and supervisors back at the shop to know the exact conditions of their vehicles in real-time without making a single call.
Our online Daily Trip Inspections course provides instruction on how to perform vehicle inspections that comply with legislated standards. Access this course today and your drivers can complete the training right on their phones.