Inspection templates

Inspection templates let you customize the inspection items drivers need to complete as part of their asset inspection.

Note: This feature is currently in beta. To learn how to enable beta features for your database, see the Beta features help article.

Inspection templates are predetermined lists of inspections items that drivers must complete as part of their asset inspection. They can be customized for different asset types, such as vehicles, trailers, equipment, and containers.

When creating inspection templates, you can:

  • Create specified inspection templates for asset types for tailored inspections

  • Set fields as mandatory to ensure compliance

  • Add photo requirements to provide proof of inspection

You can also create templates from existing defect lists by promoting them on the Manage Inspection Templates page.

Creating inspection templates

Learn how to create inspection templates on the Manage Inspection Templates page in MyGeotab.

Inspection templates are designed to be flexible. Not all templates may require all sections outlined in this workflow.
Note: When specifying an asset type for your inspection template, the provided options in the dropdown menu are supplied by the asset types in your database. If you want to add an inspection template for a new asset type, you'll need to create the asset type first.
  1. Navigate to Compliance > Inspections > Manage Inspection Templates in the main menu.
  2. Click + New template in the top toolbar.
  3. Create a name for your template.
  4. Select the asset type to which your template will apply.
  5. Click Continue.
Complete the Inspection Template settings
  1. Use the Location capture toggle to set whether you want to capture the location of the inspection when the template is used.
  2. Use the Certification required toggle to set whether inspections made with this template require certification.
Configure your photo requirements
  1. Click + Photo slot to add the option to add a photo to the inspection.
  2. Create a name for your photo slot using the Photo label field.
  3. Select whether or not the photo is required.
  4. Repeat as needed for as many photos as you want to include in the inspection.
    Note: There is a maximum of 10 photo slots for a single inspection template.
Add your inspection sections
  1. Click + New section.
  2. Add a name for your section using the Title field.
  3. Repeat as needed for as many sections as you want to include in your inspection template.
Add inspection items to your sections
  1. Add an inspection item to your section:
    1. Click + Toggle item to add an item drivers can toggle on or off.
    2. Click + Custom property to add a custom inspection item.
    3. Click Other to add a miscellaneous inspection item.
  2. Select whether the inspection item can be classified as a major, minor, or cosmetic defect.
    Note: You can select more than one value to allow drivers to classify the defect during inspections.
  3. Select whether an image of the defect is optional or required.
  4. Select whether a note is optional or required.
  5. Select whether the inspection item is required to complete.
  6. Repeat as needed for as many inspection items as you want to add for each section.
Add a signature section to your template
  1. Click + Signature section.
  2. Create a label for the signature field in your template using the Signature label field.
  3. Select whether or not a signature is optional or required.
Save your inspection template
  1. Click Save.
    Note: If you've left mandatory fields empty in your inspection template, you'll be prompted to complete them before the template can be successfully saved.
Your new inspection template will appear in the list of templates on the Manage Inspection Templates page.

Creating inspection templates from defaults

Several default inspection templates are provided in MyGeotab to help you quickly create templates for common inspections.

MyGeotab offers five default templates you can use to create new inspection templates:

  • Default vehicle template

  • Default trailer template

  • Schedule 1 - Truck, Tractor & Trailer

  • Schedule 2 - Bus

  • Schedule 3 - Motor Coach

You can customize any of these default templates to meet your needs.

  1. Navigate to Compliance > Inspections > Manage Inspection Templates in the main menu.
  2. Click the dropdown arrow beside the + New Template button.
  3. Select the default template you want to use to create your new inspection template.
  4. Create a name for your template in the Template name field.
  5. Customize the template to meet your needs.
    Note: For detailed steps on how to customize inspection templates, see Creating inspection templates.
  6. Click Save.
Note: Default templates are not automatically populated in your template list. If you want to use a default template without making any changes, you can follow steps 1-3 of this workflow and save the template immediately.

Editing inspection templates

Learn how to edit an inspection template on the Manage Inspection Templates page in MyGeotab.

  1. Navigate to Compliance > Inspections > Manage Inspection Templates in the main menu.
  2. Locate the template you want to edit in the list and click the Pencil icon in its row.
  3. Make your desired changes.
  4. Click Save.
Editing an inspection template will update the Last edited field to date and time when you saved your changes.

Archiving inspection templates

Learn how to archive inspection templates on the Manage Inspection Templates page in MyGeotab.

Archiving inspection templates helps keep your template list clean and current without permanently deleting the template.
  1. Navigate to Compliance > Inspections > Manage Inspection Templates in the main menu.
  2. Locate the template you want to archive in the list and click the Folder icon.
  3. Confirm your selection by clicking Archive.
Archived inspection lists can be restored by following the same steps and clicking the Arrow icon to restore the template.

Deleting inspection templates

Learn how to permanently delete inspection templates on the Manage Inspection Templates page in MyGeotab.

Deleting an inspection template permanently removes it from your database. If you want to remove a template from use without deleting it, you can archive templates instead.
  1. Navigate to Compliance > Inspections > Manage Inspection Templates in the main menu.
  2. Locate the template you want to delete in the list and click the Trash icon.
  3. Confirm your selection by clicking Delete.
Your inspection template will be immediately removed from the list on the Manage Inspection Templates page.

Promoting defect lists

You can promote existing defect lists on the Manage Inspection Templates page in MyGeotab to create inspection templates.

Promoting a defect list to become an inspection template is a permanent action and cannot be undone. After promotion, the defect list will continue to work in DVIR for existing logs.
  1. Navigate to Compliance > Inspections > Manage Inspection Templates in the main menu.
  2. Locate the defect list you want to promote in the list.
    Note: Defect lists are identified in the Type column of the table.
  3. Click the Wand icon.
  4. Click Promote to confirm your selection.
You'll see a successful promotion notification at the bottom of the page, and your new inspection template will replace the defect list in the table.

Enabling maintenance automations

Learn how to enable automated work requests based on your asset inspections in MyGeotab.

Enabling maintenance automations on the Manage Inspection Templates page allows you to automatically create work requests based on defects reported in your asset inspections.
  1. Navigate to Compliance > Inspections > Manage Inspection Templates in the main menu.
  2. Click Maintenance automation in the top toolbar.
  3. In the popup, toggle Auto-create work requests to On.
  4. Click Save.
You can disable automated maintenance by following the same steps and toggling Auto-create work requests to Off. If you choose to disable the automation, you can also select whether or not you want to delete auto-created work requests from inspections.