Daily Vehicle Checks
How to ask whoever takes a vehicle out to check it before their first job, what they see on their worksheet, and how problems are followed up on the vehicle's Checks tab.
A daily check asks whoever takes a vehicle out to walk round it before their first job, go through a checklist, and say whether it's safe to drive. It's done from their worksheet, and anything they find goes on the vehicle's Checks tab and to the people who look after your vehicles. Jobs can always be started, whether the check has been done or not.
Switching It On
On Work > Vehicles, click Daily checks and mileage. It's there for people whose role can manage vehicles. With more than one business, choose the business under Business first, as each has its own settings.
- Ask for a check before the first job: Switches the daily check on. Whoever takes a vehicle out walks round it and goes through the checklist before their first job.
- Ask for the mileage at the start and end of the day: Has them note what the odometer reads when they set off and when they finish, so each day's business miles are worked out for you. See Vehicle Mileage.
Both are off until you switch them on. Click Save to keep your changes.
The Checklist
Under Checklist is what the check goes through, in order. It starts as the standard list: tyres and wheels, lights and indicators, mirrors and glass, wipers and washers, brakes, fluid levels, warning lights, bodywork and doors, the load secured (ladders, poles, water tank), and the horn and seatbelts.
- Changing an item: Type over its wording. A problem found on it before is still recognised once it's reworded.
- Reordering: The arrows beside each item move it up or down the list.
- Removing an item: The bin takes it off. The checklist always keeps at least one item.
- Add an item: Adds a line at the end for you to fill in. A checklist can have up to 25 items, each up to 120 characters.
- Restore the standard list: Shows once you've changed the list, and puts the standard one back when you save.
What the Driver Sees
When a worksheet goes out in a vehicle, a banner under the worksheet's name says what's still to do, such as Before your first job: check Van 2 (AB12 CDE) and note its mileage. Beside it is a Start day button. When the driver opens the worksheet, the Start the day popup opens by itself. Not now closes it, and it doesn't open by itself again on that worksheet that day until the app is closed, but the banner stays until the day is started.
Anyone who opens the worksheet sees the banner, but only people whose role can update worksheets can start the day, and only until the worksheet is submitted. Anyone else sees how things stand, such as Van 2 (AB12 CDE) hasn't been checked today. See Worksheet Detail Screen.
The Start the Day Popup
- Mileage now: If you ask for the mileage, what the odometer reads now, in miles or kilometres, whichever the vehicle's odometer shows.
- Walkaround check: Each item on your checklist, with OK or Problem. All OK marks every item OK at once, and any that aren't can then be changed to Problem.
- Known problems: An item with a problem that hasn't been fixed yet says so, such as Known problem: front tyre worn, so it's looked at again.
- A problem: Say what's wrong in What's wrong?, which has to be filled in, and add a photo if it helps. On a phone, Add a photo opens the camera. A photo can be up to 10MB.
- Safe to drive: Is the vehicle safe to drive? needs a Yes or No.
- Start day: Saves the check, and the mileage if it's asked for.
One Check for the Whole Crew
A vehicle is checked once a day, however many people ride in it and however many worksheets go out in it. Whoever does it first does it for everyone, and the banner on every worksheet in that vehicle then says who checked it and when, such as Checked by Alex at 07:42 · Mileage 45,210. If two people start the day at the same time, the first one in stands, and the other is told someone in the vehicle has started the day already.
Problems Found
Each item marked Problem becomes an open problem on the vehicle, and stays open until someone marks it fixed.
- Who's told: Everyone whose role can see vehicles, in the notifications bell, labelled Problem found, and as a notification, such as 2 problems found on a check. Whoever did the check isn't told, as they know already.
- Found again: The same item found again on a later check is the same problem, not a new one, so nobody is told twice. Its note is brought up to date, and the Checks tab says when it was first found and that it's still there.
- On the worksheet: Once the day's started, the banner lists the problems still to fix, such as Tyres and wheels: front tyre worn.
- Leaving the bell: A check's alert goes once every problem it found has been fixed.
Not Safe to Drive
If whoever checks the vehicle says it isn't safe to drive, everyone who opens a worksheet out in it that day sees a red Not safe to drive banner, with the problems listed. Everyone whose role can see vehicles is told straight away, labelled Unsafe in the bell, such as Unsafe to drive: Van 2 (AB12 CDE), and the problems found on that check are marked Not safe to drive on its Checks tab. Work Planner doesn't stop anyone starting jobs, so it's up to you to keep the vehicle off the road and sort out another. The bell stops flagging it once those problems are marked fixed, or a later check says it's safe.
The Checks Tab
Open the vehicle from Work > Vehicles and choose Checks. With no checks yet, it says No checks yet.
- Open problems: Each problem still to fix, those that made the vehicle unsafe first, with what's wrong and when it was found, such as Found 3 Oct 2026, still there 5 Oct 2026.
- Mark as fixed: For people whose role can manage vehicles. Say what was done if you like, such as a new tyre fitted, and it comes off the open problems. If a later check finds it again, it shows as a new problem.
- Check history: Every check, newest first: the day, the time and who did it, whether it was safe to drive, and Everything was OK or how many problems were found, with their notes and photos. Click a photo to see it full size. Show more loads older checks.
Related articles
- Vehicle Mileage: The mileage asked for at the start and end of the day.
- Vehicle Popup: The vehicle's Checks tab, and the rest of its popup.
- Worksheet Detail Screen: The worksheet the check is done from.
- Unread Replies Badge: The notifications bell, where problems found are listed.
- Vehicles: Where the daily checks are switched on.