N/A

Home » Guides » Inspect

> NEXT GUIDE: Completing a Jobsheet (non-digital) Workshop

Inspect

Inspect is the workshop tool designed specifically for technicians and foremen, this is an additional module and is not part of the core product. Please note, your r2c contract may affect this as well as user role permissions.

Jobsheet API

Operator Fleets

Vantage Point

Time Recording

i2i Recharging Jobsheets

How do I access E-Learning?

How do I complete a bespoke sheet template?

Do vehicles automatically update to in service?

Do Inspections update the VOR status of a vehicle?

Why may a vehicle update to out of service?

Introduction

Used primarily by technicians and foremen to complete their daily workload, Inspect is the digital solution for completing vehicle inspections, services & MOTs.

Inspect has been designed to be simple, methodical & above all to reduce the amount of paperwork required. This guide will cover the key workflows & processes for completing the daily workload.

Step by Step

Jobsheet Status – Inspect Overview

By default, Inspect displays only jobs that are currently Onsite, In Progress, or Awaiting Sign-Off.

Planned or Booked jobs will not appear in the Inspect job list.

To ensure your job appears in Inspect before you begin, you may need to review and update its status in advance.

Here’s how:

Open the Jobsheet in the Portal and click ‘EDIT JOB’
From the Status dropdown, select ‘Onsite’.
Click ‘SAVE’ to apply the changes.

Once updated, the job will be visible in Inspect and ready to start.

Inspect Login – To see the steps taken for a technician or foreman to log in to inspect, click or swipe through the 3 steps below.

Step 1 - The first time a machine is used, tablet or laptop, inspect should be accessed via the portal by clicking on the link in the top bar or clicking the module symbol.

Step 2 – To login, select the correct username from the list on the left followed by the four-digit PIN before clicking OK.

Step 3 – Once the user has logged in for the first time, the licence code should have been saved to the machine, therefore to login in the future, inspect can now be selected from the drop-down list on the main login page which will direct the user straight to the inspect login page.

Locating & Opening Inspection Sheets – To see the steps taken to locate inspection sheets, click or swipe through the 6 steps below.

Step 1 – To open the next inspection sheet from the homepage, the jobsheet must first have been flagged as onsite, this may have been carried out by a member of the workshop admin staff. In a busy workshop this homepage will contain all work waiting to be started, marked as Onsite, and all work In Progress.

Step 2 – By clicking Yes to starting the job it becomes allocated to that user and the job is automatically marked as In Progress.

Step 3 – Where a job has not been marked as On Site, the Advanced Search can be used.

Step 4 – Ideally the search criteria will be the job reference number as this is the only unique number on the platform. Any of the other criteria may return multiple results.

Step 5 – Confirmation should still be sought before clicking the job, i.e., is it the correct REG/FLEET, is it for the correct BOOKED IN date and is it the expected TASK type.

Step 6 – The job can now be started from here by Clicking Yes.

Completing a digital Inspection – This guide has been broken into the below step by step sections for how to complete a jobsheet in inspect.

Stage 1 – Carrying out an Inspection: Answer the main inspection sheet questions
Stage 2 – Amending judgments and raising defects: Review and amend any answers and raise defects where needed
Stage 3 – Additional tasks: Complete any spawned tasks where applicable e.g. Tyre and Brake Check
Stage 4 – Actioning Defects: Action the defects raised
Stage 5 – Attachments: Upload any additional documents and images via portal
Stage 6 – Job sign off: The job will need to be signed off by the technician once completed, the defects can then be checked and the overall job can then be signed off by the Foreman

Stage 1 – Carrying out an Inspection – To see the steps taken whilst carrying out an inspection, starting with adding judgments for questions, click or swipe through the 9 steps below.

Step 1 – The first piece of information required for a VC10 Inspection is the mileage, this can be left until later in the job by clicking exit.

Step 2 – Before starting the inspection, take note of any outstanding defects in the Warnings section or Notes provided by the Workshop admin staff in portal. Click Warnings.

Step 3 – There are two types of warnings, defect warnings that can be added to the job card and compliance warnings i.e., MOT is due to expire, these types of warnings cannot be added but may affect the final roadworthiness decision. Click Tasks to return to the inspection sheet.

Step 4 – Within the VC10, the first question from the section, inside the cab refers to the DFT Plate. Once inspected this can be marked as Satisfactory. Repeat this step for the remainder of the questions,

Step 5– The final question within this section is a two-part question and reads, “Have you downloaded the tacho data”, the real question here is “Has the asset you’re looking at got a tachograph”, if the answer is yes then, Click Satisfactory to trigger the second part.

Step 6 – The second part of the question can now be answered in accordance with the actions taken.

Step 7 – The additional piece of free text has now been added to the answer, this example would be different to an asset not having an item to inspect where Not Applicable should be selected.

Amending judgements and raising defects – To see the steps taken for raising defects whilst carrying out an inspection, click or swipe through the 5 steps below.

Step 1– Judgements can be amended up to the point of signing, although this question was originally marked as Satisfactory, Click Monitored.

Step 3– The resulting Warning triangle will now follow the asset around until marked as Satisfactory or raised as Requires Attention. Click Requires Attention.

Step 4– To raise a defect, three fields need completing, ‘Select Defect’ which is a dynamic drop-down list depending on the question, ‘Defect Status’ of ‘Safety’ or ‘Not Safety’ related and finally a description in free text. Click Save & Exit.

Step 5– The five different judgements can now be seen with the Defect and Monitored items also appearing in the Defect Report highlighted as (2).

Additional Tasks – To see the steps taken for completing spawned tasks whilst carrying out an inspection, click or swipe through the 5 steps below.

Step 1– The remaining sections can now be completed in the same way. Some of the sections have a spawned task attached, for example the tyre section spawns the Tyre Check task. Click Tyre Check.

Step 2– The wheel plan should be pre-set however this can be amended if incorrect with the use of ‘Change Wheel Plan’ in the top bar. The measurements can be set against the brake pads, tyre tread depths and pressures with any defects placed against that corner. Where a measurement changes during inspection i.e., a pad is changed, the new measurement should be placed here and the original measurement added to the defect report.

Step 3– Any warnings highlighted should be rectified where possible or raised as a defect, depending on the warning.

Step 4– Once all measurements have been entered, Click Save & Exit.

Step 5– The Brakes section also spawns a task, the Brake Check which refers to the brake test, Click Brake Check.

Step 6 – The test method and the results of the test can now be entered, where a test has not been performed, Not Applicable can be selected.

Step 7– The limiter checks are simple yes or no answers, Click the final spawned task, Tacho Check.

Step 8– The tacho check is not a tacho inspection but is simply asking the technician to confirm the information held on the database, therefore when opening this task, the previously entered info should already be present. This information should be confirmed by selecting Satisfactory or requires attention if, for example the tacho expiry has lapsed.

Actioning defects – To see the steps taken for adding action responses to defects, click or swipe through the 4 steps below.

Step 2– Out of the three defects shown here, one already has an action against it, in this case to be monitored. To action the next defect Click Edit.

Step 3– The action taken can now be entered, in this example the fault has been repaired, therefore the type is a Closed Repair. Actioned By may be a different Technicians name, such as, an in-house welder or electrician.

Step 4– The defect report isn’t complete until all the defects have an action against them, even if the action states ‘No Action Taken’. Lastly attachments can be made by clicking Portal.

Attachments – To see the steps taken to add attachments such as Brake tests and images, click or swipe through the 6 steps below.

Step 2 - Attachments can be added at any time using the Files/Notes. link on a work line. You can also view attachments that have already been added by the technicians using the same link.

Step 4– If this action is performed on a mobile device like a tablet, then the camera will open, whereas if performed on a desktop device like a laptop then file explorer will open, the end result will still be an attachment.

Step 5– Once the file has been selected or the photo taken, ensure the UPLOAD button is Clicked and the file appears under the grey line. Existingattachments will show the camera icon for you to click and preview .

Step 6– Attachments should be made to the relevant lines, any photo evidence of damage, for example, should be placed on the defect line. The tab holding the jobsheet can now be closed, returning the user back to the inspection sheet.

Step 1 – The inspection sheet can now be signed by the technician, Click Sign Job.

Stage 6: Job Sign off – To see the steps taken to sign off the job as a technician click or swipe through the 5 steps below.

Step 2 – Where a technician does not have foreman rights, only the work can be signed and the jobsheet will be locked/reserved for the foreman’s signature.

Step 3 – The Technicians signature will be applied from their profile, if it exists, otherwise it can be signed on the pad and the final judgment made, if safety related defects existed that were not rectified, then the only option here would be UN-ROADWORTHY. Click ROADWORTHY.

Step 4 – As the signature could have been auto applied, the technician is now required to confirm their PIN before Clicking SAVE & CLOSE.

Foreman’s Sign-Off – The final step is to review the defects and sign off the job as a foreman. click or swipe through the 6 steps below.

Step 1 - When the foreman signs in or if the technician is also a foreman, then the following steps should be taken. If tasks exist, these can be viewed but not amended, for the defect report each of the defects can be approved or rejected by selecting the ‘Not Approved’ button, where all actions are approved, Click Auth All Defects.

Step 3 – As a rule of thumb, the foreman should check, outstanding Warnings, all Tasks are green, all defects have been actioned and by whom and all attachments are present if applicable.

Step 4 – The foreman can now sign the jobsheet as complete.

Step 5– The foreman is also required to make a judgement before signing the and entering their PIN.

Step 6 – As the job is now complete, the inspection sheet no longer exists within ‘inspect’ but can be found as an attachment to the jobsheet in portal.

Create a Job in Inspect – To see the steps taken to create a new job sheet, click or swipe through the 5 steps below.

Step 1 – From the Home page in inspect, Click Create Job.

Step 2 – The vehicle information can be found by entering the Reg/Fleet No. and searching for the details. The task type can be any of the standard job types or bespoke jobs the organisation possess. Once done Click Add+

Step 3 – The jobsheet can be built up with additional tasks and /or defects before Clicking Save.

Step 4 – The job will move to In Progress with the initial question of Usage. Click Save.

Step 5 – This example shows a defect only job with no tasks to perform which can be carried out in the same manner as previously described.

Technical Info & Self Help

Where can i find the Signed Inspection Sheet

Inspection Sheets or Defect Sheets can be found in inspect up to the point of completion and in multiple locations in the portal, Jobsheets/inspection sheets are never removed from r2c.

Example Inspection PDF

What is the difference in Defects

There are really only two levels of defect, Safety and Not Safety, A Monitored item is more for the workshops benefit however these are still reported to the customer for their informed decision.

Requires Attention	Safety Related	Safety related defects that are left as Open are forced to be signed off as Un Roadworthy.
Requires Attention	Not Safety Related	Not safety related defects that are left as Open are minor defects, where the customer has been informed it can be thought of as an advisory.
Monitored	Not Safety Related	A monitored defect has to be Not Safety Related and is primarily for use by the workshop to flag up as a potential defect the next time it’s in the workshop.

Why can't I see jobs in inspect?

To see jobs on the inspect home page they must first contain a digital task and then be marked as onsite on the jobsheet in Portal. They will then go through the below stages until complete at which point the job will disappear from the inspect platform. The job status is also role-specific, for example, a foreman-only role cannot see any jobs until they are ready to be signed off. An advanced search will display all jobs irrelevant of their status.

	Onsite – Technicians role, work waiting to be started
	In Progress - Technicians role, work ongoing.
	Awaiting Technicians Signoff – Technicians role, work complete but not yet signed by the technician.
	Awaiting Foreman Signoff – Foreman role, work complete and signed by the technician but not yet signed by the foreman.

Changing a Job Status

To change a Job status, first click ‘edit job’ and then from the status drop down choose ‘Onsite’. Click ‘Save’ to update the job. Once Onsite, digital jobs will show in Inspect.

Digital Tasks

Digital work lines that are completed in Inspect can be identified from the green toggle bar. A job must contain at least one electronic task in order to be accessible in inspect.

Please note, that defect lines can be completed in both Portal or Inspect. As a default these lines always display with a grey toggle.