Defect Reporting & Resolution

Defect Reporting & Resolution

The defect reporting system allows drivers, inspectors, and fleet managers to log vehicle issues, track their resolution, and maintain a full audit trail. Defects can be raised manually or generated automatically from failed vehicle inspections.

Defect Identification

Each defect is assigned an auto-increment identifier in the format DEF-00001, DEF-00002, and so on. This provides a consistent reference for communication between drivers, technicians, and managers.

Severity Levels

Severity	Description	Impact
Minor	Cosmetic or low-impact issue	Vehicle remains operational
Major	Affects vehicle operation or comfort	Vehicle usable with caution
Critical	Unsafe to drive	Vehicle may be blocked from use

Defect Statuses

A defect progresses through the following stages:

1. Reported — defect has been logged with initial details
2. Acknowledged — a fleet manager has reviewed the defect
3. In Progress — a technician is actively working on the repair
4. Resolved — the issue has been fixed and the vehicle cleared
5. Deferred — repair postponed to a later date with justification
6. Rejected — defect determined to be invalid or already addressed

Creating a Defect

To report a defect, provide the following information:

• Vehicle — select the affected vehicle from the fleet list
• Category — lights, tyres, brakes, engine, bodywork, electrical, exhaust, steering, suspension, interior, or other
• Severity — minor, major, or critical
• Description — detailed explanation of the issue

Photo Evidence

Drivers can upload photographs of the damage or issue directly from their device camera. Multiple photos can be attached to a single defect, providing visual context for technicians who may not see the vehicle immediately.

Assignment

Once acknowledged, the defect is assigned to a technician for resolution. The assigned technician receives a notification and can view the defect details, including photos and the reporter's description.

Blocking Defects

When a critical defect is reported, the system can prevent the vehicle from being assigned to new trips. This behaviour is configurable in Transport Settings — organisations can choose whether critical defects automatically block vehicle usage or simply display a warning. The canBeUsed() check evaluates all open defects before allowing trip assignment.

Cost Tracking

Each defect supports cost tracking with two fields: estimated cost (recorded when the defect is acknowledged) and actual cost (recorded upon resolution). This data feeds into fleet maintenance cost reports.

Maintenance Record Linking

Defects can be linked to maintenance work orders for a complete repair history. When a defect requires parts or specialist labour, a maintenance record captures the full scope of work performed.

Resolution Workflow

The assigned technician manages the defect through to resolution:

1. Update the status from Acknowledged to In Progress
2. Add resolution notes describing the work performed
3. Record the final actual cost of the repair
4. Mark the defect as Resolved to clear the vehicle

Defect List Page

The defect list displays all reported defects in a filterable table showing the vehicle name, defect category, severity as a colour-coded chip, current status, date reported, and the assigned technician. Sort by any column or filter by severity and status.

Defect Detail Page

The detail page provides the complete defect record:

• Full description and category information
• Uploaded photographs of the issue
• Cost breakdown — estimated versus actual
• Timeline of all status changes with timestamps and user names
• Linked maintenance records and inspection references

Defects from Failed Inspections

When a vehicle inspection item fails, the inspector can generate a defect directly from the inspection form. The defect is pre-populated with the vehicle, relevant category, and the inspector's comments from the failed checklist item, saving time and ensuring nothing is overlooked.