Daily checks are the operator’s responsibility
Drivers and operators are responsible for making sure vehicles are safe before use. AutoMauve records checks, defect evidence, signatures and follow-up, but it doesn’t replace your legal duties, DVSA guidance or professional compliance advice.
Your own process should still say when a vehicle must not be used, who can approve repair decisions and how long evidence is kept.
Use the right question sets
Publish a Vehicle Check question set that matches the walkaround your drivers do. The included daily walkaround template is a good start. If depots or vehicle types need different checks, make separate sets and assign them to the right sites.
Make safety-critical questions required, detect failed answers as defects, and set a minimum severity so they can’t be under-reported. Keep tail-lift inspections and incident reports as their own question set types.
What each report records
Each report records the driver, vehicle, trailer, site, question set, odometer, every answer, notes, photos, defects or follow-ups, signature, start and finish time, duration, location and weather. The PDF export also includes the phone model and app version.
Keep records easy to audit
Consistent templates, prompt defect reporting, clear photos, quick manager review and accurate document dates make records easy to follow later.
- 1Make sure every site has a suitable published check.
- 2Set each vehicle’s and trailer’s check frequency to match your policy.
- 3Train drivers to add clear notes and photos for defects.
- 4Review dangerous and major defects quickly and record every status change.
- 5Only mark defects Rectified once the repair details are recorded.
- 6On the Growth plan, keep MOT, tax, insurance, CPC and maintenance dates current on the Compliance page.
- 7Use Reports, Defects and Compliance together when you’re audited.