The Vehicles Module
The Vehicles module contains all vehicles added to the system along with their details. Both administrators and subcontractors can add vehicles and conduct vehicle inspections.
Vehicle Inspections
Regular vehicle inspections are essential to ensure vehicles are safe for use, helping to prevent accidents caused by unsafe vehicles. Administrators, subcontractors, and assigned drivers are authorised to carry out vehicle inspections. Inspection forms are linked to vehicles based on their vehicle type. Drivers can perform vehicle inspections only if the vehicle has been approved.
Vehicle inspection forms can be digitised using the Form Builder module.
Vehicle Statuses
Vehicles are categorised by three status types:
Site Access
Vehicles require approval from an administrator to access job sites.
Site Access statuses include:
Approved: Vehicle is authorised to access the site
Rejected: Vehicle is not permitted on site
Awaiting Approval: Vehicle access requires administrator approval
Document Compliance
Vehicles must have all required documents uploaded and approved by an administrator.
Document Compliance statuses include:
Compliant: Required documents have been approved
Non-Compliant: Required documents have been rejected
Awaiting Approval: Documents require administrator approval
Inspection Status
Determined by the results of vehicle inspections.
Inspection Statuses include:
Safe to use: Vehicle is safe for operation
Not safe to use: Vehicle is unsafe and must not be used due to potential accident risks
Compliance Documents and Vehicle Inspections
Vehicle compliance documents such as CVRT, NCT, or safety certificates can be assigned to vehicle types. These documents may be uploaded as files, completed as digitised forms, or provided as read-and-receipt documents. The document status of a vehicle reflects the status of its compliance documents.
During vehicle type setup, one or more inspection forms can be assigned and scheduled for periodic completion. The system allows specification of inspection intervals and can send reminders when inspections are due. The vehicle’s inspection status is updated accordingly.
Vehicle System Matrix
The Vehicle System Matrix provides a quick overview of vehicles alongside their Site Access, Document Compliance, and Inspection statuses. It displays vehicles assigned with documents and their current statuses in a tabular format, using icons to indicate different document statuses.
Administrators can approve or reject documents directly within this section.
Filtering options allow users to display data matching specific criteria.
Assigning Drivers
Drivers must be compliant within the system.
Only assigned drivers are authorised to conduct inspections on their vehicles.
Assigned drivers require approval before carrying out inspections.
Driver History
The system records the history of driver activities, which can be accessed by administrators.