Setting up your vehicle Checks solution

Updated 2 months ago by Matt Childs

How the vehicle Checks solution works

The My Connected Fleet platform and the SmarterDriver mobile app provide a simple, digital process for performing and managing vehicle checks.

Choosing which Vehicles are eligible for Checks

In order to use vehicle checks for your fleet, you must select which vehicles you would like to be checked. The enabled vehicles will be the ones available to your drivers in SmarterDriver to select. Drivers will only be shown the vehicles within their group.

Go to Settings, Alerts, and Locations > Vehicles > Checks Settings in your My Connected Fleet account where you will see the vehicles available in the Vehicle column. You will also see how many vehicles you are able to enable as per your contract. 

If you do not see this option available, please speak to your administrator to enable this for you.

As an administrator, you must enable this role for designated users. Go to Settings, Alerts, and Locations > More > Roles to open the Roles page.

On the Roles page, click on the Actions pencil icon and choose Select features.

On the Select features pop-up window navigate to Settings / Vehicles and select Vehicle Checks Settings.

If you wish to enable or disable a specific vehicle, you can simply find that vehicle and tick the checkbox under the ‘Check Enabled’ column.

If you want to enable a group of vehicles, you can activate the Filters and hierarchy selector to help you narrow down your vehicles (i.e. by a specific Group). Then use the multi-selection tool on your group to Enable or Disable Checks.

Import untracked vehicles

In order to add vehicles which are not currently tracked by a My Connected Fleet telematics device to your vehicle checks list, add them via a .csv import. By selecting the ‘Add Vehicles’ button, you will see the option to ‘Import untracked vehicles.’

This will open the Import untracked vehicles option. You can use the 'DOWNLOAD TEMPLATE' option to generate a template you can use to prepare your import file. After downloading the template file, you will need to provide the name or registration of the vehicles that you wish to import in the specified column. The file must be saved in a csv format.

Click + SELECT FILE and then use the Group dropdown to select which Group the uploaded vehicles will assigned to. Then click START IMPORT.

Because the uploaded vehicles are untracked, these vehicles will only be visible in My Connected Fleet within the Vehicle Checks solution. Once you have imported these untracked vehicles, you are able to select them in the same fashion as tracked vehicles, and they count towards the total number of vehicle checks you purchased when you set up your account. If you need to enable more vehicles, contact your My Connected Fleet account manager.

Create custom checklists

To create a new customized Check template, select ‘Edit template’.

You can create a new template from scratch by choosing ‘New template’.

To create a section - a group of certain checks (e.g. Enter cab with engine on) - click on the ‘Add section’ button. Input a description of the section to define what is required for this part of the check. The number to the left of the section, indicates the order it will appear within the SmarterDriver mobile app for the drivers. If section ‘Open Hood’ is section 1, all checks below this will be in the first section, until a new section (section 2) is added.

To create a check within the template, click on the ‘Add check’ button. You are able to provide a title for the check, along with a longer description of what the check requires. The check is what the driver will mark as passed (ok) or failed (defect).

Duplicate the template

If you wish to copy a current template, and use this for a new template you can do so by selecting the ‘Duplicate’ button within the custom template pop-out. The duplication of this will copy all checks and sections from the previous template, and these can then be changed within this newly created template.

To save the new template, click on the Save button.

Set up email notifications

To set-up email notifications, open the Vehicle Checks Settings page, and select 'Notifications'.

Checks that have been performed and a defect is raised will be sent by default, where you can add the filter 'Pass' to receive all checks performed.

To make selective email notifications going to recipients, you can select the group that the vehicles belong to via the 'Groups' button. If a vehicle within this group performs a check and it raises a defect, the recipient will receive an email. You can also be specific with the vehicle type of the vehicle, so that notifications are a lot more specific and targeted to certain recipients.

Edit existing vehicle checklists

To access your existing vehicle checklists, click on the ‘Edit template’ button and select the template that you wish to make changes to. Once you have made these changes, click on the Save button.

Assign the template to a vehicle

Within the column ‘Templates’ you will be able to assign templates to individual vehicles. To do this, click on the TEMPLATES dropdown box and select the box next to each template you want the selected vehicle to have available, which will be the templates viewable by the driver within the SmarterDriver app.

If you want to assign templates to multiple vehicles at one time, click the boxes next to each vehicle you want include and then click the ACTIONS button. Next select 'Apply templates' and then select the template(s) you want to apply. These templates will be viewable by the driver within the SmarterDriver app.

Each vehicle must have at least one template assigned to it, even if it's a vehicle that is not enabled for a check.

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