Following up vehicle checks

Updated 3 weeks ago by Olivier

Following up vehicle checks

The Masternaut Connect platform and the SmarterDriver mobile app provide a simple, digital process for performing and managing vehicle checks.

Each driver needs to download the SmarterDriver app on their phone. Using the official DVSA checklist or a custom checklist, drivers will then swipe left or right to clear the item or report a fault.

How to view reports

In order to view the checks carried out on your vehicles, along with vehicles that have moved without a check, visit Performance > Vehicles > Checks in your Connect account. If you do not see this option available, please speak to your administrator to enable this for you.

Within the inspection page, you will see a table that lists: the vehicle name/ registration, the group that it belongs to in the hierarchy, the person who completed the vehicle check, the date that the vehicle check took place, the template that was used to complete the check, the result of the check, and where applicable, a repair status.

  • Check result: The result of the vehicle check is either Pass or Fail. Pass indicates that no defects were reported against the vehicle. Fail indicates that there was a defect reported against the vehicle. If the ‘Fail’ button is only outlined in orange, this means that the check has been closed or deferred.
  • Repair status: This field reflects the actions taken after a defect has been raised. Options include:
    • Open - no action taken and the defect is still open
    • Deferred - the repair has been postponed
    • Closed (Repaired) - the defect has been repaired
    • Closed (Duplicate) - this is a previously known defect
    • Closed (No fault found) - defect can not be found / validated
  • Moved without check: If a vehicle has moved but there is no record of a check having occurred that day, then this will mark the vehicle as ‘Moved without check’ in the Check Date column. 

View details of a vehicle check

To view the information regarding a vehicle check, click on the bold blue text within the Check Date column and this will take you to the Checks Detail page.

Within the Checks Details page, you will see the information regarding who submitted the check, the date and time of the check, the odometer reading of the vehicle, the location of the check (based on the location of the SmarterDriver application), the contact number of the person submitting the check and also the length of time it took for the driver to complete the check. From this view, you can also print a copy of the check details.

Changing the status of a check

Within the check details, you can take action on a reported defect using the ‘Change Status’ button. When you click on this, a pop-out will be provided where you are able to change the status (see repair status above). You can provide a description of what has happened to the defects, along with any date of repair. A digital signature is required when changing the repair status. The log of changes against a vehicle check will appear within Defect Logs.

Filtering information

To quickly refine the view, you can filter to a specific hierarchy group or vehicle, a specific date range, or a specific check state (i.e. Pass, Fail, Moved without Check).

Exporting a check

Click on the ‘Actions’ button, and select CSV Export (Checks). Based on the current date selection within your page, all performed checks will be exported as a .CSV file.

Email report

When a check has been performed, the report can be emailed automatically to a designated global email address (i.e. your maintenance provider). To do this, click on the ‘Actions’ button, and select ‘Setup email’. Type in the email address that these performed checks should be sent to. By default, only checks with a reported defect are sent, however you can enable emails for Nil defects as well.

Summary bar

The summary bar at the bottom of the page summarises key information regarding the records shown within the table. The date range spans what has been selected within the calendar, where the ‘Records’ indicates the total number of rows of information found between these date stamps. ‘Vehicles’ shows the total number of individual vehicles within the time period. ‘Total checks’ is the sum of the total number of checks performed by a user; this will be the sum of the passed and failed. ‘Not checked’ provides the total number of records where a check has not been submitted for a vehicle. E.g if there are 5 vehicles that did not submit a check for 5 days within the specified date, then this would be 25 ‘Not checked’ records. ‘Moved without check’ provides the total number of vehicles that did not submit a check before the vehicle moved within the page.


How did we do?