How defects are created
A defect is created when a driver’s answer matches a question’s defect detection. It links to the full report, the question, the driver, vehicle, trailer, site, notes and photos.
Severity is Minor, Major or Dangerous. Drivers must add notes, and for vehicle and tail-lift checks at least one photo, before they can submit.
Work through a defect
Open Defects in the sidebar and select a defect. The Actions card only shows the next steps that are allowed from its current status.
- 1Acknowledge: you’ve seen it and it’s being dealt with.
- 2Start Repair: work has begun. You can also start repair straight from Reported.
- 3Mark Rectified: the repair is done. This opens the Rectify defect form.
- 4Defer: the repair can wait, with a reason. Only possible after Acknowledge; a deferred defect goes back to Acknowledged when you pick it up again.
- 5Reject: it isn’t a real defect, with a reason.
Record the repair
The Rectify defect form asks for a Work description (at least 10 characters), and optionally Parts used with a cost for each, who rectified it, a work order reference and the labour cost. It adds up the total cost for you. Select Mark as rectified to close the defect.
To deal with lots of defects at once, choose Select defects on the list and use Acknowledge or Set In Repair.
Repair evidence from drivers
Drivers can send repair evidence from the app. The defect then shows as Pending Verification with the submission under Submitted Repair Evidence.
Select Accept Evidence to close it as Rectified. Select Reject Evidence, with review notes, to send it back to Acknowledged so the repair can be redone.
Escalate, override and history
Escalate Severity raises the severity, for example from Major to Dangerous. It can only go up and needs a reason. Override Status jumps to any status, bypassing the normal order, and also needs a reason. Both need extra permissions.
Status History records every change, who made it, when and why. Overrides are marked Manual Override.