Vehicle Inspections

Vehicle Inspections

Regular vehicle inspections are essential for fleet safety, legal compliance, and operational reliability. NexusRMS provides a comprehensive inspection system with configurable checklists, fuel tracking, and full offline support.

Inspection Types

Type	When Used
Daily	Performed at the start of each working day
Weekly	More thorough check performed once per week
Pre-Trip	Completed before a specific trip departure
Post-Trip	Completed upon return from a trip
Ad Hoc	Unscheduled inspection triggered by a concern or incident

Each inspection receives an auto-increment identifier in the format INSP-00001, INSP-00002, and so on.

Inspection Results

Every inspection produces one of three results:

• Pass — all checklist items are satisfactory
• Pass with Advisory — the vehicle is safe to use but minor issues are noted for attention
• Fail — one or more critical items have failed; the vehicle may be taken out of service

Creating an Inspection

To create an inspection, select the vehicle from the fleet list, choose the inspection type, and confirm the date. The system loads the appropriate checklist based on the inspection type and the vehicle category.

Checklist System

Checklists are fully configurable per inspection type. Each checklist item requires a pass or fail response from the inspector, with an optional comments field for additional detail. Typical checklist categories include lights, tyres, brakes, fluid levels, bodywork, safety equipment, and load securing points.

Inspector Signature

Upon completing the checklist, the inspector signs using a canvas signature capture on their device. This provides a verifiable record of who performed the inspection and confirms accountability.

GPS Location

The GPS position is captured automatically when the inspection is submitted, recording where the inspection took place. This is useful for verifying that inspections are performed at the correct depot or site location.

Fuel Tracking During Inspections

Inspections include an optional fuel tracking section with the following fields:

• Fuel level — current tank level as a percentage
• Fuel added — quantity in litres if fuel was added
• Fuel cost — total cost of fuel added
• Receipt photo — upload a photograph of the fuel receipt

Mileage Tracking

The odometer reading is recorded at each inspection, building a continuous mileage history for the vehicle. This data feeds into maintenance scheduling and fuel efficiency calculations.

Offline-First Support

Inspections can be completed without an internet connection — essential for drivers in remote locations or underground facilities. Data is stored locally on the device and synchronised when connectivity is restored. Each offline submission is flagged and assigned a sync ID to prevent duplicate records during synchronisation.

Failed Items and Defect Creation

When an inspection item fails, the system flags it for defect creation. Inspectors can generate a defect report directly from the failed checklist item, pre-populating the vehicle, category, and description. See the Defect Reporting guide for the full resolution workflow.

Inspection List Page

The inspection list displays all inspections in a sortable, filterable table showing the vehicle name, inspection type, date, result with colour-coded status, and the inspector's name. Click any row to view the full inspection detail.

Inspection Detail Page

The detail page provides the complete inspection record:

• Full checklist with pass/fail results and comments per item
• Photographs attached to specific checklist items
• Inspector signature image
• GPS location displayed on a map
• Fuel and mileage data captured during the inspection