Vehicle Checks

The vehicle check system is the core of ensuring your fleet's safety and compliance. It provides a structured workflow for drivers and a complete audit trail for managers.

Performing a Check

Drivers and managers can start a check from the Perform Check tab.

Select Vehicle: The user first selects the vehicle they are checking. Their assigned vehicle will be shown at the top for convenience. Selecting a different vehicle as a driver will automatically reassign them to the new vehicle upon check submission.
Enter Details: The user must enter the current mileage. For driver checks, they must also specify if it's the 'Start of shift' or 'End of shift' and provide a Route/Job Number.
Damage Inspection: The user is guided through sections of the vehicle. For each section, they can tap a schematic to log precise damage points (Dents, Scratches, etc.) or mark a previous defect as repaired. A photo of the section is mandatory.
Roadworthy Checks: The user must confirm the status of key safety components (tyres, brakes, lights, etc.). Detailed legal guidance is provided for each item. If any item is marked 'Fail', the vehicle will be declared VOR (Vehicle Off Road), and a photo and notes for the defect are required.
Declaration: The final step is to confirm a legal declaration about the accuracy of the report. The check cannot be submitted without this.

Viewing All Checks

Managers can view a comprehensive history of all checks submitted across the fleet on the All Checks page.

Filtering

The table provides powerful filtering options:

Filter by vehicle registration.
Filter by date range (e.g., Today, Last 7 days).
Filter by the user who performed the check.
Filter by the final status (Roadworthy vs. VOR).

Exporting Data

You can export the filtered view of the checks data to a CSV file for external analysis or record-keeping by clicking the "Export to CSV" button.

Acknowledgement Audit Trail

Every time a manager acknowledges a critical warning on the dashboard, the action is logged. The Acknowledgement Audit Trail page provides a permanent, searchable record of these actions. This is crucial for demonstrating compliance and proving that management has seen and responded to reported issues.

Common Compliance Questions

How do daily vehicle checks improve fleet compliance?

In the UK, the DVSA requires commercial vehicle operators to ensure their vehicles are in a roadworthy condition before being driven on public roads. Doing daily walkaround checks using a digital inspection app ensures that drivers go through a complete safety checklist (tyres, brakes, lights, etc.) every day, establishing a robust audit trail of compliance and keeping you legally protected.

What does VOR stand for and how is it triggered?

VOR stands for Vehicle Off Road. A vehicle's status is automatically marked as VOR in My Fleet Simple if a driver marks any critical safety check item as 'Fail' during their daily check, or if a live DVLA status sync detects that its MOT or road tax has expired. This ensures that unsafe or illegal vehicles are flagged immediately and not operated.

Can drivers complete end-of-shift vehicle checks?

Yes. Drivers can perform checks at the start of a shift or the end of a shift. End-of-shift walkaround checks are highly recommended for reporting any defects, wear, or damage that occurred during operation, allowing maintenance to be scheduled before the vehicle is needed for the next shift.