How to set up Vehicle Check workflow (back office and mobile app)

The Track-POD Vehicle Check module is an essential tool for companies that need to comply with mandatory vehicle inspection requirements before or after completing a route. This article will guide you through setting up the Vehicle Check workflow in both the back office and the mobile app, ensuring you can customize it to meet your specific needs.

Vehicle Check in the Track-POD Back Office

Enabling

To enable the Vehicle Check module, navigate to Settings and select Vehicle Check. Here, you can easily enable or disable the module for drivers' apps. You also have the option to enforce inspections before starting or closing a route, or both. Simply tick the required boxes to set your preferences.

Set-up

In the setup tab, you can create a detailed checklist of vehicle units and systems that need checking. This feature lets you change existing entries, get rid of any default units you don’t need, and add new items that fit your operations. You can turn each entry on or off as needed, and you can mark certain checks as required. To add a new item, just click Add+, and a pop-up window will appear. For example, if you add a check for Washer Fluid Level, you can set warning and critical levels to alert dispatchers when it’s running low. Plus, you can make this check mandatory before starting or finishing the route. You can also ask for photo proof as evidence.

Results

To monitor inspection results, head to the Vehicle Check tab. This section allows you to view all completed inspections and export reports for specific time periods into an Excel file, making it easy to keep track of compliance and vehicle conditions. Vehicle checks can fe filtered by the driver or by the depot.

Alerts

You can activate a web dashboard alert for a vehicle check issue reported by navigating to Settings > Profile > Notification Preferences > Vehicle check issue reported. When a driver reports a problem, an alert is sent to inform dispatchers or transportation managers about it.

Vehicle Check in the Driver's Mobile App

Case 1: Vehicle Check is Enabled

When a route is assigned, drivers can access the Vehicle Check feature from the menu. They will perform the inspection, input measured values, and can even take photos or add notes if necessary. After entering the registration number and odometer reading, drivers must check all units before submitting the results to the back office and starting their route.

Case 2: A Vehicle Check is Mandatory Before Route Start

If vehicle checks are mandatory before starting a route, drivers will be required to complete the inspection and submit their findings before they can begin. The process remains the same as described in Case 1, ensuring that safety and compliance are prioritized.

Case 3: A Vehicle Check is Mandatory Before Closing a Route

In scenarios where a vehicle check is required before closing a route, drivers will not be able to finalize their route until the inspection is completed. Again, the procedure mirrors that of the previous cases, ensuring a consistent and thorough inspection process.

By following these steps, you can effectively set up and manage the Vehicle Check workflow in Track-POD, enhancing safety and compliance within your operations.