Pre-Trip Inspection — 9 Steps
1 Unit & Agent
Fill in four required fields before you can advance.
Agent NameYour full name
Last 6 of VINFrom the dash placard — e.g. AB1234
Odometer OutCurrent mileage — whole numbers only
Fuel LevelFull / ¾ / ½ / ¼ / Low
Date & TimeAuto-filled — do not edit
Tip: The VIN is on a sticker on the driver-side door jamb. Only the last 6 characters go here.
2 Operator Self-Certification
Tap Yes or No for each of the four statements. All four are required before you can advance.
- Well Rested — Adequate sleep before this shift
- Not Under Influence — No alcohol, drugs, or impairing medications
- DOT Hours Compliant — Within legal hours of service limits
- Mentally Focused — No personal distractions affecting concentration
If you answer No to any item: The form will trigger a redline and your supervisor will be notified automatically. Do not attempt to bypass this — it is there to protect you.
3 Equipment — Truck & Dollies
Rate each item as Working, Inop, or None (not present on this unit).
Truck & Dollies: Dollies — General, Dolly Tires, Bearings, Straps
Systems: Tablet, PC / Laptop, LPR Camera
None vs. Inop: Use None when the equipment simply isn't on this unit. Use Inop when it's present but not working.
4 Front Inspection
Walk to the front of the unit. Rate each item: Good Dmgd Inop N/A
- Headlight — Driver & Passenger
- Turn Signal — Driver & Passenger
- Clearance / Marker Lights
- Windshield / Glass
- Front Bumper / Body
5 Driver Side — Front to Rear
Walk the driver side. Rate each: Good Dmgd Inop N/A
- Mirror, Window / Glass, Side Marker Lights, Body / Panels
- Driver Front Tire, Driver Rear — Outer, Driver Rear — Inner
Tires: Enter the tread depth in 32nds of an inch (e.g. 8 for 8/32″). The field will accept any number. DOT minimum is 4/32″ on drives, 2/32″ on steers — flag anything below that as Inop.
6 Rear Inspection
Walk to the rear. Rate each: Good Dmgd Inop N/A
- Taillight — Driver & Passenger
- Brake Light — Driver & Passenger
- Turn Signal — Driver & Passenger
- Rear Marker Lights
- Rear Glass / Window
- Rear Bumper / Body
7 Passenger Side — Rear to Front
Walk the passenger side rear-to-front. Rate each: Good Dmgd Inop N/A
- Markers & Body — Rear Quarter and Front Quarter
- Passenger Rear — Outer & Inner (with tread depth)
- Passenger Front Tire (with tread depth)
- Mirror, Window / Glass
Inner tire: On dual-rear setups, record the inner tread separately. If the unit is a single-rear, tap N/A for the inner.
8 Interior
Check all four seating positions. For each: rate the Seat and Headliner (Good Dmgd Inop N/A), and rate Cleanliness (Clean OK Attn N/A).
Positions: Driver Front, Driver Rear, Passenger Rear, Passenger Front.
Attn means the interior needs cleaning before the next shift — flag it and it'll come up in the maintenance log.
9 Sign-Off
Three things to complete before submitting:
- Pre-existing damage? — Tap Yes or No. If Yes, note it in the Notes field. This protects you from being charged for damage that was already there.
- Certification checkbox — Check the box to certify you personally inspected the vehicle.
- Notes — Optional. Anything worth flagging before departure.
Tap Submit Inspection ✓. You'll see the green Logged. confirmation screen if it went through.
✅ "Pre-trip inspection recorded. Stay safe out there." — you're cleared to roll.
Post-Trip Inspection — 5 Steps
Complete this form immediately upon returning to the yard, before you leave the vehicle. It logs your shift's assignments and checks for anything that changed during the trip.
1 Unit & Agent
Same layout as pre-trip Step 1, but the odometer field is now Odometer In (your return mileage).
Agent NameYour full name
Last 6 of VINSame unit you drove
Odometer InCurrent return mileage
Fuel LevelLevel on return
2 Assignments
Log the shift's work. This is the only step unique to the post-trip form.
AttemptedTotal assignments dispatched to you
CompletedHow many you successfully finished
Assignment NotesOrder numbers, case notes, anything to document
Tip: If you attempted 4 and got 3, enter 4 / 3. Supervisors use this to track productivity and spot dispatch issues — don't round up completeds.
3 Return Condition
Quick 7-item check — flag anything that changed during the trip.
| Item | Rating options |
|---|
| Headlights | Good Dmgd Inop N/A |
| Taillights | Good Dmgd Inop N/A |
| Brakes | Good Dmgd Inop N/A |
| Tires — Any Issues | Good Dmgd Inop N/A |
| Equipment — All Present | Good Dmgd Miss N/A |
| Body — Any New Damage | Good Dmgd Inop N/A |
| Interior — Cleanliness | Clean OK Attn N/A |
Miss on Equipment: If anything is missing (dollies, straps, tablet, camera), tap Miss and describe it in the sign-off notes. Missing equipment is flagged to your supervisor immediately.
4 Incidents & Maintenance
Two Yes/No questions:
- Any incidents or damage during the trip? — If Yes, you'll be prompted to describe it in the notes on the next step.
- Maintenance needed before next trip? — If Yes, the unit will be flagged. Don't ignore this — a unit flagged here should not leave the yard again without supervisor clearance.
5 Certification & Submit
- Certification checkbox — Check to certify you personally inspected the vehicle on return.
- Notes — Anything worth documenting about the shift.
Tap Submit Inspection ✓.
✅ "Post-trip inspection recorded. Good work today." — you're done.
The bottom of both forms also has quick links to the other form and the Maintenance Log. Use these to jump between forms without going back to the hub.
Maintenance Log — 5 Steps
Use the Maintenance Log to record completed maintenance on any unit — oil changes, tire swaps, brake jobs, electronics repairs, or anything else done in the shop or at a service center. This is not a request form; log work after it has been performed.
Who logs it: Whoever is responsible for the unit — the agent, the shop lead, or the supervisor. If you took the truck in for service, you log it when you return.
1 Unit & Submitter
Identify the unit and the person logging the record.
Submitted ByYour full name
Last 6 of VINThe unit that received service
Odometer at ServiceMileage at the time of service
Date & TimeAuto-filled to now
Odometer: Pull this from the service receipt if you weren't present at the shop. It's the mileage at time of service, not today's mileage.
2 Service Details
Three required fields describing the service event.
Type of ServiceSelect from the dropdown
Work Performed ByMechanic name or shop name
Date Service Was PerformedMM/DD/YYYY — the actual service date, not today if different
Service types available:
- Oil & Filter Change
- Tire Rotation / Replacement
- Brake Service
- Light Replacement
- Fluid Top-Off / Replacement
- Belt / Hose Replacement
- Battery Service
- Alignment / Suspension
- Body Repair
- LPR / Camera Service
- Tablet / PC / Electronics
- Dolly / Tow Equipment Service
- Engine / Drivetrain Repair
- HVAC Service
- Interior Repair / Cleaning
- Scheduled Preventive Maintenance
- Other
3 Systems Serviced
Mark Yes for every system that was touched, inspected, or repaired as part of this work order. Mark No for everything else.
- Engine / Drivetrain
- Brakes
- Tires / Wheels
- Lights / Electrical
- Body / Glass
- Fluids
- LPR Camera System
- Tablet / PC / Electronics
- Dollies / Tow Equipment
- Interior
Tip: An oil change touches Engine and Fluids — mark both Yes. A tire swap touches Tires/Wheels only. When in doubt, mark Yes — more detail is always better than less.
4 Work Performed
This is the narrative record. Be specific — the more detail, the more useful the log.
Describe the Work CompletedRequired — what was done, what was found, what was corrected
Parts / Materials UsedOptional — part numbers, quantities, descriptions
Next Service DueOptional — e.g. "3,000 miles or 3 months — oil change"
Good example: "Replaced driver rear outer tire — 4/32 tread remaining on old tire, sidewall cracking noted. New tire installed and torqued to spec. Tread depth on replacement: 12/32."
Not useful: "Changed tire."
5 Unit Status & Sign-Off
Set the unit's status after service, then certify and submit.
🟢 Ready for Duty
Service complete — unit is fully deployable. Use this for routine maintenance where nothing unexpected was found.
🟡 Restricted
Unit can operate but with limitations — explain in the Additional Notes field. Example: camera not yet back online, unit can run assignments but not LPR-dependent work.
🔴 Out of Service
Not deployable — further work is required. The unit will not be dispatched until a supervisor clears it. Use this when the shop found additional issues or the repair is incomplete.
After selecting status, check the certification checkbox and add any Additional Notes. Tap Submit Maintenance Log ✓.
Out of Service selection: Notify your supervisor verbally in addition to submitting — don't rely solely on the form notification when a unit is being pulled from service.
