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The Vehicles Module

The Vehicles module includes all vehicles that have been added to the system and their details. Administrators and subcontractors can add vehicles to the system and carry out vehicle inspections.

When setting up vehicles on the system, the vehicle registration, brand and model are captured. More details can be added to existing vehicles, such as the subcontractor, location and project. Vehicle types and drivers can be assigned to vehicles. Drivers can carry out vehicle inspections if the vehicle has been approved.

Vehicle Inspections

It is important to carry out vehicle inspections to ensure they are safe to use. This can help prevent accidents that are caused by using unsafe vehicles. Administrators, subcontractors and assigned drivers can carry out vehicle inspections. Inspection forms are added to vehicles when selecting the vehicle type.

Inspection forms can be digitised in the ‘Form Builder’ module.

Vehicle Statuses 

There are three status types for vehicles:

Site Access

Vehicles can access job sites. Site access can be approved by an administrator.

The statutes that show for Site Access are:

• Approved – the vehicle is approved and can access a site
• Rejected – the vehicle cannot access the site
• Awaiting Approval – an administrator needs to approve the vehicle for site access

Document Compliance

Required documents must be uploaded and approved by an administrator.

The statuses that show for Document Compliance are:

• Compliant – the required documents have been approved
• Non-Compliant – the required documents have been rejected
• Awaiting Approval – an administrator needs to approve documents

Inspection Status 

This is determined by vehicle inspection results.

The statuses that show for Inspection Status are:

• Safe to use – the vehicle is safe to use
• Not safe to use – the vehicle is unsafe and must not be used as it could cause accidents

Compliance Documents and Vehicle Inspections

It is possible to assign vehicle compliance documents like CVRT/NCT or safety certificates to vehicle types. These documents can be uploaded to the system, provided as a digitised form or as a read and receipt document. The Document status of a vehicle reflects the status of a vehicle’s compliance documents.

As part of the vehicle type setup, it is possible to assign one or multiple inspection forms, which need to be completed periodically. Inspection periods can be specified and the system can send reminders about inspections.

The Inspection Status of a vehicle is reflected in the inspection status indicator.

Vehicle System Matrix

The Vehicle System Matrix is a quick overview which shows a list of vehicles, the Site Access, Document Compliance, and Inspection Statuses. Vehicles that are assigned documents and their statuses are also shown. This information is presented in the form of rows and columns. Different icons are used to illustrate the different document statuses in the system. Administrators can approve and reject documents in this section.

The Matrix allows filtering of data, where specific filtering options can be selected to show the matching details.

Assigning Drivers

• Drivers must be compliant in the system.
• Drivers can complete inspections (you MUST be a driver of a vehicle to be able to inspect it).
• Assigned drivers must be approved to be able to carry out inspections on their assigned vehicles.

Driver History

The system documents driver history which can be accessed by administrators.