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Vehicle Compliance – Back Office User Guide

Last Updated: August 17, 2022 at 12:39 pm

Introduction

Checkedsafe Management Portal User Manual

The CheckedSafe back office area is where you can manage your complete fleet and staff

  • Manage the daily defects,/checks and manage your fleet
  • Manage you asset including reminders, scheduling and storage of documents for both staff and vehicles
  • Set up reminders and email groups for information and actions
  • Set up schedules for service, maintenance, MOT, LOLER etc.
  • Send out messages accordingly to staff
  • Manage your fleet entirely
  • Manage your staff entirely

Dashboard Login

Point your web browser to the URL http://app.checkedsafe.com/ and you will be presented with the login screen. Below is a screenshot of the login page; login with your username and password and if successful you will be taken to the dashboard. If you have trouble logging in or you are refused entry to the system, then raise a support call support@checkedsafe.com or 01282 908429.

Note the data once submitted cannot be edited or deleted if a mistake is make you simply dthate task again with the correct information this is a postive approach as it indicates a fully compliant process

Dashboard View

Dashboard Screen provides live daily information clicking any seqment will take you to reports – this will be
your daily view, it can be viewed on Desktop/Ipad/Tablet/Phone – anything with an internet/web portal link
The dashboard provides an immediate overview of your live daily fleet. It indicates:

  • Date
  • Fleet size
  • Filter by depot using the drop down menu labelled “Company”
  • Checks completed
  • Filter by Check name using the drop down menu labelled “Check”
  • The Pie charts show clearly a snapshot of today and includes:
  • Vehicles fit for service
  • Vehicles checked as part of fleet total
  • Vehicles passed fit and vehicles still on fail (defect)

By clicking on any of the segments it will take you to the list of checks by that type, such as direct to failed
checks today

Team/Staff

All your staff are here at a click - you can manage EVERYTHING about them from here and store all documents accordingly

By Clicking View team you then get a menu page to search by login, name, email etc. Type in any of these sections and press search, the team member will then appear, and you can click the hyperlinks to view the profile or view that person’s last check or all checks.

Tip: the view is always default to active users to view any specific roles you can use the dropdown filter box for Role, and you can also use the dropdown labelled enabled to view any disabled users 

You can view all your team, to do this don’t specify any search criteria just click view team and click search

In this section, once you have the whole team on view you can click any of the “blue” hyperlinks which will take you to whichever section you wish to have a look at, this page also provides information on:

  • Login – users login and name
  • Date created
  • Role – what level of responsibility they have in CheckedSafe system
  • Email details
  • Enabled (current status)
  • Depot – which Depot the user is assigned to
  • Latest Device – The latest information on what device has been used (if any) to do a check
  • Last Check – Information on last check done
  • All Checks/Inspections – Link to view all that persons check

Viewing the individual team member details by clicking on their actual hyperlink on the view team page

User profile page – here you can see all details and can tick options for that user, you may also disable the user, so they no longer have access. There are other options within the user profile area that will assist you in managing the staff member, which are listed below:

Managing Team Options

  • Send notification – you send the user a notification from here direct to their App
  • Generate a report for user on all checks they have undertaken
  • Email Summaries – If they are back-office staff, they can have daily or weekly summary emails set up which provide a snapshot of the daily /weekly output (Checks done, who’s not checked, too fast, too slow, reminders for staff/assets to be serviced or certain renewals up and coming and any outstanding defects that require action)
  • Loneworkers – You can also in the section manage (if you have Loneworkers) your LW profile emails
  • User Documents – Adding documents to this profile and pushing out to the handset is a really good feature you can push out any document to the App such as Handbook, Driver Licensing etc.
  • GPS and Geo Fence – If you have the option of GPS and Geo fencing within the app (this is our tracker, and you can geo fence locations and receive notifications of entry/exit with/without checks/defects

The screen shots on the next page show you how/where (as per the above options)

GPS and Geo Fencing

A very basic but effective tracking module within our app - NOTE: its tracking the device not the vehicle

If you have opted to use our versatile tracking option this is where you can configure your users/Geo fences and track your vehicles/staff. This is a great product to help you track and manage your team (it is an additional chargeable product).

Once you have set up your user parameters – this is very straight forward – in the user profile click the “Override Defaults.

Enter the days and times you wish to Geo tag your staff click enable and ADD this creates the Geo tracker to operate as long as they are logged in during those times

Once created you can now use the GPS and Geo Fence menus, left hand menu GPS & Geo Fence – this allows you to create Geo Fences, View Geo Fences, View current location, look at users journeys. Very useful tool – its driven by Geo locations and will alert you if no check done or any defects live if the enter/exit the geo fence.

View created Geo fences or create your own this allows you to control the areas and entry/exit reports for Defects and/or Checks completed/not completed. To create new Geo Fence click Create new, draw your Geo Fence, name it and set your parameters.

There is a full history log of all GeoFence events – these are records of all triggered events recorded against all your Geo Fences set up you can view each one and review each Geo fence if required

You can view the current location of your users (it will be the last recorded point) zoom in/out and click on the user will allow you to dive in deeper to the data.

You can also look at the user’s journey – the system stores ALL previous journeys so you can search by user and by date, if you hover over the journey (black arrows) you will be able to ascertain the speed.

You can also see your users’ frequent journeys over a period (shown below as a heat map (green/yellow/Orange etc))

Adding a New User

  • The user login must be unique across the system (see note below)
  • The role must be selected from the dropdown
  • The company will default to the one your logged in as if you have a hierarchy you can pick where the new user is to be allocated
  • Password should be set.
  • The User Enabled box should be ticked
  • The other details should be entered as standard you can specify which templates the user can see and if they are a back office user, what emails they can recieve

TIP: DO NOT overwrite the user if you want to add a new user as all historical data will then tag to the new user, if you want to add a new user, you must click again Create and edit User and you will see the screen as below

If you get a message “USER ALREADY IN THE SYSTEM” but you know you don’t have that person, it will be in the Global Checkedsafe system – think Gmail!

If you’re setting up a user who is a 3rd party and you’re using the Notification group to allow them to manage defects, see below: (Notification Groups) leave the email section blank in their profile – otherwise they will receive all emails and you can also edit their role and permissions which can be found further on in this section

Assigning Check to Users

In this section you can tailor what users can see, this cuts down the margin for error. If you have lots of templates and not all users need them then you can assign templates to the user and this will cut down what they can see and use via the app

Group Notifications

If you use 3rd Party maintenance providers or you need others to see certain vehicle defects, you can do this by creating Notification groups. You can also add those users as a user and define their Role and Permissions which we will cover next, this is so they can log into the system and action any tasks.

There is an alternative way of setting up a notification group – this is only done by our support team so if this is something you would like then contact support@checkedsafe.com and discuss notification to a 3rd party for maintenance

Setup page for Notification Group

Roles and Permissions

In this section you can create your own Roles and name them whatever you wish and also allocate permission levels. NOTE: this is also where you can make mistakes in creating the Role and losing a link for a user so if they cannot do something its usually in here that it has been edited wrongly

The core set of levels pre-set are:

  • Driver – App only
  • Engineer – App and back office for Defects only
  • Transport Manager – full access to all back-office system and the App

Creating you own is very simple, click Create New, enter job title, allocate permissions and submit, then once submitted you can then assign users to that profile – BE CAREFUL NOT TO EDIT YOUR OWN ROLE SO THAT YOU DONT HAVE ACCESS – If you do contact support@checkedsafe.com ASAP

Documents to User Profile

You can add documents to individual users and optionally push out to the app so the user can see them in the “documents tab” on the App, you can also track the amount of times the user has looked at the documents

Two options of how to do this:

Individually by user: find your user you wish to upload the document to and simply “Assign to the App. OR of you are for example loading a Staff Handbook that you need all the staff to see and also other generic documents you may wish to create a unique user such as docs@smithltd (example only) – load all the documents into that “User” and push out to app from there – this is really handy as you can track and store the core files in one place and also add a schedule reminder to update/review

Once assigned to the app the user has full access to whatever you have loaded. To check if they have opened it click the “assign to App” in the user profile and it will tell you how many times it has been opened. You can upload Word, Excel, PNG, JPG, PDF and MP4 videos.

If you wish to load the same doc/vid to lots of users, create a unique profile for example and load all the core documents to that profile and send out to all from that profile – this is an easy way to manage the process.

Vehicles/Assets

View Vehicles (we generally use Vehicles in our description but "Vehicle can be anything you wish - Plant/Asset etc")

In this section clicking view checks allows you to:

  • See the full list of your active fleet (you can filter at the top to view Ended Vehicle/Vehicle Off Road Vehicle or All Vehicles in both sections) – the default setting is to show active only
  • You can filter out by Registration, by depot, by supplier and by dates checked

The main vehicle list you can:

  • Vehicle Registration – Hyperlink to vehicle folder by clicking the vehicle registration/ID
  • Mileage (weekly average) See all last mileage/hour’s data and hyperlink back to that section in the vehicle folder
  • Vehicle Supplier – handy for filtering and report on suppliers
  • Start Date – What date did the vehicle start
  • Depot – Which depot – if you have multi-sites

Last check Date

  • Defect status – Green all clear, Yellow – Serviceable, Red – Defect
  • Data If you have opted for the DVLA data, you can click the black symbol and that will bring up the V5 data
  • Checks/Inspections – Link direct to all the checks for that vehicle
  • Extract all in excel for just fleet or by DVLA data
  • A great page to see your fleet and then navigate from here

Adding a Vehicle

In this section you can add a new vehicle:

  • Enter the vehicle registration – NOTE: is using a private reg and transferring a reg from an another vehicle please contact support@checkedsafe.com as you need to save the old information before creating new info and we can help you do that.
  • Enter Vehicle ID (Optional)
  • Enter Depot – if multisite
  • Enter Type – Optional data
  • Use dropdown to add category – this is critical as the default is standard charge – if your category is not in the dropdown contact support@checkedsafe.com to assist (you can update this later so it will not hold you up waiting)
  • Enter Start date
  • Enter Mileage/Hours (Optional) – but critical if your going to use scheduling based on mileage/hours
  • Enter Date of Mileage/Hours (Optional)
  • Enter Supplier – useful if you have a lease vehicle or have maintenance by 3rd party
  • All Checks is ticked by default which means whatever is allocated this vehicle will see all – you can filter out which will be assigned to the vehicle
  • Tick (or not) load vehicle data – this will bring in the V5 data – you can add more data into this section as you see fit
  • You can tick the managed by button – useful for searching quickly on multi depot systems
  • Submit

Note: If you get a message vehicle already in the system this could be in another depot if you have multisites in our system and it could be VOR or Ended, you can at this stage contact support@checkedsafe.com or if you have a Head Office administrator they can move that vehicle for you

View the Vehicle Folder

Very similar to view the staff folder and set up is the exact same

When viewing the vehicle folder there is a host of information to look at in this section and has the liking of a filing cabinet drawer for all your vehicle documents.

The top section you can:

  • Create and Edit Vehicle – See the V5 Make and model from the load vehicle data tick
  • Vehicle Snapshot – you can see all active defects, any scheduled items and document reminders for this vehicle on this screen
  • End the vehicle – if it is sold off or scrapped you can end the vehicle here – the data will be archived and available at any time via the view vehicle screen by filtering ended vehicles – if you end it in error contact support@checkedsafe.com and we will un-end it.
  • VOR history – and also enter VOR data in this section (you can only VOR a vehicle within the same ISO week (Monday to Sunday) and mileage is enforced.
  • Snapshot view of any active defects and upcoming schedules (and any missed ones) so you have a clear snapshot of that vehicle

From the Vehicle Folder you can view a whole host of information relating to the vehicle

  • Vehicle Mileage – See all the vehicle mileage history and enter mileage manually if required – there is more information further on
  • Generate report for Vehicle – Run a general vehicle report on this particular vehicle if required
  • Vehicle Documents – You can upload all and any vehicle documents here and set yourself a Notification – click Create Notification, enter details and this will then notify you at that data and you can download the document if you need to send/print it
  • Check/Inspection Documents – any documents attached to any check in the back office can be found here i.e., a receipt or job card for a pre-use defect reported and cleared that you uploaded to the check is stored here for easy auditing

Vehicle Mileage info

NOTE: you will need to deal with any wrongly recorded mileage as it auto reports exceptions and you need to edit the original mistake to rectify the error

In the view vehicle mileage section, you can interrogate the mileage further and update if someone has added the wrong mileage – this section is also good for hours recording for plant and machinery. You must update wrongly inputted mileage and update the system accordingly you can/will have an email if mileage has been entered wrongly (our system on receipt of the check, checks the previous mileage and if it is odd it will notify you), BUT you must deal with it ASAP otherwise it will report all mileage forward as wrong.

Vehicle Off Road

The history data is recorded here for all VOR events – you must always enter VOR mileage as this can be audited against tacho data if required, this view is a filter showing all live VOR vehicles, you can update the status here. As part of our good practice, we ask if a VOR is over two week you should really do a PMI and we ask to add a note relating to this. Again you can run an excel report here that will give you a full breakdown of your fleet VOR.

NOTE: we do not charge for VOR vehicle so if its off for a few weeks VOR it it will save you money.

Assign Templates

Similar to the assigning checks to staff as discussed previously you can assign templates to vehicles - this is particularly good as it means the driver only sees the template relating to that vehicle

In this section you can tailor what users can see, this cuts down the margin for error. If you have lots of templates and not all users need them then you can assign templates to the vehicle/asset and this will cut down what they can see and use via the app.

NOTE: if you get an error on the app regarding checks it will be here or in the assign checks in the staff section that will be the issue.

Vehicle Costs

You can add costs for repairs/lease/fuel as you see fit and it calculates a running total of cost.

Here is a where you can add cost incurred for your vehicle /asset, by clicking vehicle cost on the menu bar it will take you to this page which is a summary of any costs you have added to the system, you can see again all hyperlinks back to vehicle, driver, defect any documents attached to the cost analysis and the cost. You can filter this page by vehicle ID, date, or defect to get a more defined costing against that vehicle.

Add New Vehicle Cost

Enter all details in each section as below, you can upload documents/receipts to this section which then ring fences the cost process (note: if it relates to a defect then ensure you add that information)

Checks/Inspections

The core view section of the system - this is your go too area for compliance on checks

This section you can view all your current checks a great page for a full overview of you daily checks.

You can Filter by:

  • Vehicle Registration
  • Company (depots) if you have regional depots you can view all or individual
  • Check Status (use the drop down for All checks, No Defects, Active Defects, Active Serviceable, Defects Cleared, Defects and warnings Cleared
  • By user Login
  • By Job Reference (if used)
  • Non-Fleet vehicles
  • By Check ID every check if you look will have a unique ID number at the top of the check under the “Checked By” name
  • By Supplier

The data on this page provides information by date/time, check name, vehicle/asset ID and hyperlink, user ID and Hyperlink, timing of the check and a hyperlink to the check (View). You can also select this or multiple checks by ticking the select box and you can email to anyone (multiple emails must have a comma separator).

The colour coding on the left of the main page is:

  • Green – Nil Defect
  • Red fading to Green with a tick is initial defect but straight clear
  • Red fading to Green with a Yellow triangle is a defect that was made serviceable then cleared
  • Red is Defect still active

Viewing Check detail

From the view checks page you can view the details of any check by clicking the blue “View” link at the far right of the table

The top section provides details of:

  • Where the user did the check (Map)
  • User details (hyperlink back to folder)
  • Vehicle details ((hyperlink back to folder)
  • Send a quick message to the user
  • Timing of check and indication is slow or fast if you have preset times
  • Thumbnail photos
  • Options to View Gallery (expands the thumbnails), Generate PDF Report (Summary), Generate Excel (Summary), Check as PDF (All Images) – PDF with all photos, Check as PDF (Selected images) – tick the images you wish to include on the PDF, Email Check – email the Check and ODF to anyone you wish

The next section indicates a breakdown of the viewable/printable report:

  • The questions
  • The answers
  • Any defect information reported
  • Time stamp each time a question is answered
  • Compass movement (or not)
  • Managers area for input as to actions against defects

The final view area of the check provides detail of:

  • Device used
  • Model
  • Android or IOS version
  • App version
  • Camera permission
  • GPS permission

Dealing with the Defects

This section details how you can deal with the defects in line with compliance guidelines

Defects require immediate attention by a qualified person(s) and these can be:

  • Email sent out to whoever requires the notification from which tasks below can be completed
  • Cleared as repaired
  • Made Serviceable – still a defect but the vehicle/asset is fit for use and will be fixed/updated later (with this in mind its useful to put as much information into this as possible including actions for the driver such as “This vehicle is fit to use, do not repeat unless defect is worse” that way you will not get a build up of unnecessary repeat defects. The driver or any driver logging into that vehicle will see that defect as serviceable and work accordingly
  • Defect open – any driver logging onto a vehicle and a red defect pops up they should not be taking that vehicle they MUST seek advice
  • Assign the defect to someone for action – once this has been assigned the person will see it on their device when they log in, they can take action and update from the device, the manage will then see what has been done via the back office – (the same applies if the person logs into the back office and undertakes the same process as a job card completion

Status of defects

Once actions have taken place you can see immediately the status changes on each defect, you can filter all these screen by vehicle by Defect, Serviceable, Cleared – this view is filtered to just look at the defects line by line NOT the actual full check – you can see the full check if you click View at the right side of the screen

Summary of Compliance

At the top of the view check area you will have seen a summary this now starts to flesh out summarising the actions taken and tagging date/time and user so you have a full trail of compliance

Assigning Jobs

Allocating tasks from Defects to users via back office to the app

You can also assign checks to any app user who has permission for job cards on there device – this allows remote staff to log onto the app take appropriate actions and action the defect once this has been submitted via the app it will auto update the back office so the Manager can see what the user has done to update the defect.

Either open a check or filter all open defects at the far right where you would enter actions you will see “assign” click that you get another box pop up as below – fill in the relevant sections and create – that send the job to the app user and your good to go.

App user - how to use the Job Card on the App

Once the Job card has been assigned it will appear on the users handset they can choose to take that job or reassign it – assuming they take the task they then record the actions accordingly.

On the main start page of the app there will be an option for Job Cards click it and you will then get to the next screen its straight forward

  • Start Job
  • Add note in notes box
  • Update status – add note – make serviceable (yellow) – clear defect
  • Optional photo
  • Mark job as complete
  • Update
  • Receipt of the job will then appear on the phone

Back office update from the Job card App

Once the Job card is completed by the app user the back office will be updated and the compliance loop is complete – just as it would be if you went in via the back office portal this is just another way of managing defects

Manually create job card and push out to the App user

You can create a manual job card unlinked to any defect – once created you can assign and the process follow the same flow as above with the user

Adding docs to checks

This is your final process to ring fence the whole compliance process, uploading a document against the defect, you can upload a receipt, job card, warranty etc.

In the Checks/Inspection notes add a note and attach the relevant file you wish to add once completed that ring fences the note and also files that document and note into the vehicle filing cabinet for future use (it cannot be deleted)

NOTE: The above section on managing the defect process this is applicable across ALL checks, If a PMI has been completed this is the same process:

  • Complete the PMI on a tablet identifying any defects – making notes/taking photos (if the defect can be repaired at the same time add those notes into the fail section
  • Once submitted the back office can be updated with what has been done to rectify the defect just the same as managing the pre-use daily check defect
  • Uploading documents such as Brake Test, Tacho check etc. is essential as this keeps all the PMI documents in one place and attached
  • Once completed the TM can them have a final sign off on the back office to confirm that the vehicle is fit for service

Send a message to the App

There are a couple of options to sending out messages one is via the check

Once you press send the message will pop up on the user’s device.

View Active Defects

You can shortcut to viewing defects by clicking view active defects from the left-hand menu, this section pulls all active and/or serviceable defects (you can filter at the top on current status). From here you can action

You can filter by Depot, User Login, by supplier (very handy if you block hire vehicles from a supplier), by Vehicle Reg and by date range.

Pre-Populated Checks

This section you can pre-populate checks in the template – this can be useful for people who have equipment with serial numbers to check. You can pre populate that serial number to match the user or for anything that you want to be checked.

Choose depot then choose the user or users

Choose the template you wish to pre-populate

You can then pre-populate the sections you require – as you have tagged the user this will then appear on that user’s login when they undertake a check using that template.

NOTE: you will need to update this each time if they change and do it for each staff member if the data is different for each one for example if you think of a harness for a tree surgeon, they have numbers unique to each harness tagged to the person

Daily Summary

One of our favourite features you will have seen in the staff profile section is the option to have a daily email. The screenshot below is the daily email – in addition at any time to click daily summary from the left-hand menu it’s a live look up at the last hour. This is your daily summary of what has happened and from here you can dive into the back office and manage accordingly OR if all looks ok you can carry on with your days’ work knowing that all is in order.

The report is self-explanatory as you can see above a great way to assist you managing your fleet on a daily basis

Weekly Summary

Following one of our favourite features you will have seen in the staff profile section the options to have a weekly email the screenshot below is the weekly email – in addition at any time to click weekly summary from the left-hand menu it’s a live look. This is your weekly summary of what has happened and what is coming up from your schedules and notifications, from here you can dive into the back office and manage accordingly OR if all looks ok you can carry on with your week’s work knowing that all is in order.

Upload Check Document

You can pull in paper documents and digitise them adding them to your fleet system on our back office – great feature if your maintenance is completed by a 3rd party provider, the screenshots below will show you the process

Drag in the paper PMI enter the Registration, enter the template you wish to tag the check too (this is critical as its digitising the data from paper to template – if you do not have a template suitable contact support@checkedsafe.com, enter date and time (you can out anytime – but do put a time other than 00:00) of inspection – not today’s date unless it was done today as it tags both the date of inspection and date of upload and if your using the scheduler if the date is not correct here it will throw the schedules out .

Adding a note is mandated

You can now add defects if any have been identified as defects outstanding as you have tagged the PDF to a template that now allows you to add defects as required.

NOTE: if there are “serviceable defects” you can add it here as a defect then follow the procedure as previously discussed on how to make Serviceable

You can add as many defects as you see fit tagging them to the template as above

Once the PDF has now been digitised you can see it on the back office with all the other checks, you will see under the heading “Duration” the word manual this means you have uploaded it manually on a PDF, it does not have the same controls in place but when you click to view the check you will see any defects you have added and also the actual PDF is there to download and View

Wildcard Search

The final area in this section is wildcard search you can search as per the screenshot below using a keyword and this will pull out any data within the system using that word, looking at the report below we have used Windscreen as a key word and filtered by User/Vehicle and Depot and you can filter by all/any/none of those, a handy report to look at issues by type.

Creating/Editing Templates

This section you will learn how to create and edit your own templates (NOTE: Any edits/creations are your responsibility we will advise and point in the right direction but intimately if created/edited by you the client then the responsibilities lies with you)

To allow you to undertake this task you must first update Roles and Permissions to include Edit/Create check – you may wish to create a unique role so that not all your “Managers” have such access.

To access the page go to Check and Inspections and Click Edit Check Templates

Here you can:

  • Search for a template to Edit
  • Pick from the list shown
  • Create your own from scratch

Create New Check Template

Click the button “Create New Check” you will see the screen below

You can now start to create your check

Click “Add New Page” and your off

Self explanatory below with the red notes to guide you

Once you have created your question you then need to choose how to answer it on the app the screen shot below shows you all the options you have to do this – NOTE: DO NOT USE OPTIONAL for questions with the pass/fail scenario as you will not get the notification they must me Mandatory or Enforced

Adding additional questions

Once you have created your question you then need to choose how to answer it on the app the screen shot below shows you all the options you have to do this – NOTE: DO NOT USE OPTIONAL for questions with the pass/fail scenario as you will not get the notification they must me Mandatory or Enforced

Adding additional questions

TIPS:

  • For a phone generally have 6 questions per page anymore and the user has to scroll and it can become annoying
  • Information only ? – add the “question” and in check type use Help and Optionality use Optional that then provides you with a “Help” question great for page headers for sectionalising your template
  • Adding a new Page simply tick add new page and carry on as above

Adding a new page simply tick “+ Add New Page” bottom left and carry on.

Once completed on the back office click save then check its assigned to the right vehicles/users – give it a test before telling your colleagues to use it and away you go.

If you get stuck email support@checkedsafe.com and we will be happy to help you out

Editing Existing Check Template

If you wish to edit an existing template all you need to do is search for the template in the back office or pick from the list loaded once you access the Edit check templates area.

Adding a PDF to Sign off (you can only add ONE per template)

Notifications

This section is a summary section of any notifications set up in the system against users “Upload User Documents” in the user profile or Vehicle Documents in the Vehicle folder

Messages

This section allows you to create group messages that are pushed out via email push (App) and text (chargeable) and are tracked so you can see who has read them.

Give the message title, pick how to send it (SMS is chargeable), pick who to send to, enter a message – at this stage you can also schedule as to when the message can be sent, great for planning early messages etc.

Once sent it appears on the App and the user has to click done

“Sorry Boss what message?” the view message show who has received the message with a green sent (if they are not logged on it will show a fail)

Generate report

Each section you can generate reports from in PDF or the raw Excel data, this section you can create group reports-based template specific, by mileage and a great report is the trend report this is an excel report gathering data from all aspects of the app and back office. Great for looking at trends of defects or NO defects.

Trend Report

As you can see below a host of data all in excel so you can use this data to produce a set of in-house stats if required

Mileage Reports

Fill in dates from and to (blank if running to the current day) pick depot and pick assets to report on

Click Excel to run then download to filter and use as you see fit

Submit

Once the schedule is set up any data in the system that is “tagged” to the schedule will pull into the schedule read view.

Note: for Hours/Mileage schedules they all default to weekly on the set up so if you have tagged at 1000 mile/1000 hour inspection/service it will also look at the average hours/mileage and plot accordingly as well as notyfing you

To view the schedule, you can do this by clicking View Schedule plan under Scheduling and if you wish to see the individual assets listed in the schedules again by clicking the view Schedule list it will bring up the list to view.

The following screenshots provides more information on schedules

To view the schedule after clicking View Schedule plan

Use dropdown to pick the schedule

Pick the start date

Once you have picked the start date press go – you can run this off as a printout so you can still have the traditional wall planner.

Note: The schedules you set up on day one will look odd as they will all be the same periods, but you will soon see as data is pulled into the schedule electronically the periods will start to auto calculate forward and once you have your first data point loaded to can then plan to the day your next inspection, once completed again it will auto calculate forward

Once your schedules are now on view you can click the dark blue vehicle reg and this takes you to the vehicle folder

Or tick the lighter blue schedule name and this takes you to the set up for that schedule.

Once your back in the set up you can add/remove assets without the need to re-create the schedule

Scheduling

To create a schedule – the scheduling system reads existing data from the system unlike a traditional wall planner of ticking and sticky dots the electronic version reads the actual data and reacts/plans accordingly with the data inputted.

Before you start scheduling you need to ensure you have the correct template to undertake the check required against that template or to drag in the paper document and tag to the same template.

  1. Left hand menu click schedule; create schedule this will load a page as above with no data
  2. Enter a schedule name that you want to use
  3. Enter a start date Note: the start date should be after the vehicle start date and after you have started using the system
  4. Choose if the schedule should be daily or periodic – you can set up as many as you want and have both if you wish but to create them you need to do one at a time
  5. Choose either weekly or by hours/miles
  6. Enter the depot from the dropdown menu that this schedule is applicable to
  7. Choose from the dropdown the template that will be used to undertake the checks or upload to
  8. Choose from the dropdown the assets that the schedule is scheduling

Submit

Once the schedule is set up any data in the system that is “tagged” to the schedule will pull into the schedule read view.

Note: for Hours/Mileage schedules they all default to weekly on the set up so if you have tagged at 1000 mile/1000 hour inspection/service it will also look at the average hours/mileage and plot accordingly as well as notyfing you

To view the schedule, you can do this by clicking View Schedule plan under Scheduling and if you wish to see the individual assets listed in the schedules again by clicking the view Schedule list it will bring up the list to view.

The following screenshots provides more information on schedules

To view the schedule after clicking View Schedule plan

Use dropdown to pick the schedule

Use dropdown to pick the vehicles to view (or click all as it will only drag in those vehicles you have set up in the schedule

Pick the start date

Once you have picked the start date press go – you can run this off as a printout so you can still have the traditional wall planner.

Note: The schedules you set up on day one will look odd as they will all be the same periods, but you will soon see as data is pulled into the schedule electronically the periods will start to auto calculate forward and once you have your first data point loaded to can then plan to the day your next inspection, once completed again it will auto calculate forward

If you want to delete the schedule just delete here – remember no data will be lost as its only reading data from the system

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