The Vehicle Condition Report module is a crucial tool designed to help logistics and transport businesses meticulously document the physical condition of vehicles both before and after a shipment. This proactive approach significantly minimizes liability and enables you to resolve potential damage claims with confidence and clear evidence.
By standardizing the inspection process, you ensure transparency and accountability for every vehicle in your fleet.
Creating a Vehicle Condition Report
Users can create detailed condition reports efficiently through a structured form, covering all essential aspects:
Vehicle Information: Capture key details including the truck number, driver’s name, and their contact details.
Comprehensive Checklist: A thorough checklist ensures all critical components are inspected, covering aspects such as:
Tyres: Assessment of wear, tread depth, and pressure.
Oil Level: Verification of engine oil and other fluid levels.
Dents & Scratches: Documentation of any existing body damage.
Tools & Spare Parts: Confirmation of availability and condition of essential tools and spare parts (e.g., spare tire, jack).
Documents: Verification of important vehicle documents like Registration Certificate (RC), Insurance, and Permits.
Photo Uploads: Enhance accountability by optionally uploading images from multiple angles: front, rear, left side, and right side of the vehicle. This provides visual evidence of the vehicle's condition.
Remarks & Signatures: Record any specific condition remarks or observations, and collect digital signatures from authorized personnel or drivers for indisputable accountability.
The form integrates a real-time preview of uploaded photos and supports digital sign-off using touch-enabled devices, making the process quick and efficient.
Vehicle Condition Reports List: Overview and Filtering
The list view provides staff with a centralized hub to track all vehicle condition reports, offering robust filtering and quick viewing options:
Easy Search & Filter: Quickly find specific reports by using powerful search and filter options based on vehicle number, date, or driver name.
Photo Thumbnails: Instantly visualize the documented condition with thumbnails of attached photos directly within the listing view.
Export Functionality: Export list entries complete with timestamps and digital sign-off details for easy record-keeping and auditing.
Each report in the list includes a quick view link to open the associated PDF document or to preview the full form data, ensuring immediate access to comprehensive information.
Actions: View, Share, Edit, and Delete Reports
The Vehicle Condition Report module provides several key actions to manage your reports effectively:
View: Open the complete report as a structured PDF document, which includes a watermark for authenticity and captured signatures, ideal for official records or sharing with external parties.
Edit: Allows authorized users to make updates or corrections to a report before its final approval, ensuring accuracy and completeness.
Share: Instantly send the report link or the PDF document to relevant team members or external stakeholders via messaging platforms or email, facilitating quick dissemination of information.
Delete: A secure deletion option is available for removing old or unnecessary reports, requiring admin confirmation to prevent accidental data loss.
All actions within this module are designed with security in mind, and change logs are meticulously maintained for comprehensive audit purposes, ensuring full transparency and traceability.