Checks

Checks are standalone forms for work that is not tied to a job. The first published Check is a vehicle check, with a vehicle snapshot, safety checks, defect evidence and an inspector signature.

Before you start

• Checks use the Safety module. Filling or reviewing a Check also needs the Field module. Your plan controls which modules are available, and the owner chooses which entitled modules are shown in Settings → Features.
• Only the owner and admins can author Checks. They do it in Settings → Form templates: create versions, decide whether technicians can use each version, and retire a Check. Authoring also needs the Safety form templates feature.
• Dispatchers and site supervisors can open and submit Checks. Technicians see only active versions where Let technicians use this Check is ticked. Office staff and contractors do not see Checks.
• Checks are online-only. The form says Needs signal: keep this open until it is sent. Keep it open while you upload defect photos or sign and submit the Check. Answers are not saved as local drafts.

Start a check

The Checks page, under Health & Safety, starts with one card for each Check you can use, such as Vehicle check. Select a card, or select New check and pick one, and the form opens in a panel on the right. The history underneath stays where it is.

Complete a vehicle check

1. Open Checks from Health & Safety.
2. Select the Vehicle check card.
3. Select the vehicle. The submitted record keeps the vehicle name and plate as they were when you submitted it.
4. Enter the Check date.
5. Tick the six checks: Tyres, Lights, Brakes/steering, Fluids/leaks, Load/restraints and Safety equipment.
6. Add any detail under Defects or notes, then add Defect photos when they help explain an issue.
7. Add the Inspector signature.
8. Select Submit check while you are online.

When it is sent, the panel closes and the Check appears at the top of the history. The Check is filed without a job and cannot gate clock-in. Submitting it does not change the vehicle register.

Review submitted history

The History card shows the Checks you are allowed to see, newest first. Owners, admins, dispatchers and site supervisors can review the tenant's permitted history. A technician can review their own submission on a version that was visible to technicians when it was submitted.

One row of filters sits above the list: a button for each Check, then who did it, which vehicle, and how far back (Last 30 days unless you change it). Owners, admins, dispatchers and site supervisors get the Everyone menu. Select View on a row to see the submitted template version, answers, vehicle snapshot and attached media. Older history and every filter opens the full history with paging and a date range. Retiring a Check stops new submissions but keeps its versions and submitted history.

Manage Checks

The owner and admins select Edit templates in Settings on Checks, which opens Settings → Form templates. Select a Check there to edit it in a panel. Publishing an edit creates a new version, so an earlier submission continues to show the fields and technician visibility that applied when it was filed. Select Retire this check when it should no longer be available. Checks have no hard-delete action.

If something goes wrong

• Checks is not in the menu. Ask the owner to check that Safety is enabled in Settings → Features. If you are a technician, an owner or admin must also publish an active Check with Let technicians use this Check ticked.
• You cannot open a vehicle Check. The version may be retired. If you are a technician, Let technicians use this Check may also be unticked.
• Your submission is rejected. Check that every required field is complete, every checkbox is ticked, your media upload has finished, and you are still online.