Inspection Checklist TemplatesBuild Custom DVIR Checklists for Any Vehicle or Workflow

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Overview

The Checklist Builder in ToolWorks gives fleet administrators complete control over inspection templates. Create custom checklists for any vehicle type, configure failure handling and required documentation, then assign checklists to vehicles with optional recurring schedules.

Designed as part of ToolWorks' expanding Fleet Management capabilities, this feature ensures that every driver follows consistent, compliant inspection procedures — whether conducting a standard pre-trip DVIR, documenting an incident, or performing a quick safety spot-check.

Start with pre-built templates for common scenarios or build entirely from scratch. The drag-and-drop interface makes it easy to add zones, configure items, and preview exactly what drivers will see in the field.

Key Highlights

Pre-Built Checklist Types

When creating a new checklist, start from one of four templates designed for common fleet scenarios:

Type	Description	Best For
Standard DVIR	Complete pre/post-trip inspection with vehicle information, inspection zones, asset verification, and sign-off	Daily driver vehicle inspections
Event / Incident Report	Incident documentation with date/time, photos, notes, and drivability assessment	Accident or incident reporting
Safety Checklist	Zones-only inspection without header or sign-off sections	Quick safety spot-checks
Blank Checklist	Empty template to build from scratch	Custom workflows

Each template provides a starting point that can be fully customized to match your operational requirements.

Drag-and-Drop Builder

The Checklist Builder provides an intuitive interface for designing inspection workflows:

• Add Sections — Organize inspections with logical groupings like Vehicle Information, Inspection Zones, Asset Verification, and Sign-Off
• Add Zones — Group inspection items by physical areas of the vehicle (Driver Side, Front Exterior, Cab Interior, Engine Compartment)
• Add Items — Configure individual inspection points with labels, input types, and failure settings
• Reorder with Drag-and-Drop — Move sections, zones, and items to match your preferred workflow
• Live Preview — See exactly how the checklist will appear to drivers before publishing

Pre-Configured Vehicle Zones

ToolWorks includes pre-configured zones that match standard vehicle inspection paths. Add them with one click:

Zone	Items Included
Driver Side	Front/rear tires, side mirror, door and locks, fuel cap
Front Exterior	Headlights, turn signals, windshield, wipers, bumper, hood latch
Passenger Side	Front/rear tires, side mirror, door and locks
Rear Exterior	Tail lights, brake lights, backup lights, bumper, cargo door, license plate
Cab Interior	Service brakes, parking brake, steering, horn, warning lights, seat belt, fire extinguisher
Engine Compartment	Oil level, coolant level, belts and hoses, battery, leaks

Zones can be customized with your own items, or create entirely custom zones specific to your equipment.

12 Input Types

ToolWorks supports a wide range of input controls to capture exactly the data you need:

Type	Description	Use Case
Pass/Fail	Simple pass or fail toggle	Basic condition checks
Pass/Fail (Detailed)	Pass/fail with predefined failure reasons	Items with common failure modes (e.g., tires: low pressure, low tread, sidewall damage)
Number Input	Numeric entry with optional min/max validation	Odometer reading, engine hours
Text Input	Free text entry (single or multi-line)	Notes, descriptions
Checkbox Declaration	Certification checkbox	"I declare this inspection is accurate"
Signature Pad	Digital signature capture	Driver sign-off
Date/Time Picker	Date and time selection	Incident time
Photo Upload	Photo capture with optional min/max count	Documenting damage or conditions
Yes/No Toggle	Boolean toggle with custom labels	"Is the vehicle safe to drive?"
Calculated Status	Read-only display of overall inspection status	Summary display
Tool Verifier	Verify tool presence (present/missing)	High-value tool verification
Select List	Dropdown with predefined options	Selecting from predefined choices

This flexibility allows you to build inspections, incident reports, safety audits, and custom workflows for any scenario.

Configurable Failure Settings

For each inspection item, configure exactly what happens when a driver marks it as failed:

Severity Levels

• Minor — Issue noted but vehicle can continue to operate (e.g., low washer fluid)
• Major — Critical safety issue that automatically marks vehicle as Out of Service (e.g., brake failure, flat tire)

Documentation Requirements

• Photo Required — Driver must capture a photo when marking the item as failed
• Comment Required — Driver must enter notes describing the issue

Pre-Defined Failure Reasons For Pass/Fail (Detailed) items, define specific failure reasons for consistent categorization:

• Low Pressure (Minor)
• Low Tread Depth (Minor)
• Sidewall Damage (Major)
• Flat / Blown Out (Major)

Drivers select from pre-defined reasons, ensuring failures are documented consistently across your fleet.

Asset Verification Section

Add an Asset Inspection section to verify that high-value tools assigned to the vehicle are present. When drivers conduct inspections, they confirm each tool is on board before departing.

This capability is unique to ToolWorks. Unlike standalone fleet inspection software, ToolWorks integrates with your existing tool and equipment tracking — giving you complete visibility into both vehicle condition and vehicle contents.

Flexible Assignment Options

Assign checklists to vehicles with granular control:

Assignment Type	Description
All Vehicles	Applies to every vehicle in your fleet
By Vehicle Properties	Target vehicles by category, location (store), or catalog
Specific Vehicle	Assign to individual vehicles

Configure additional options for each assignment:

• Is Mandatory — Inspection must be completed before vehicle use
• Validity Duration — How long a completed inspection remains valid (in hours)
• Priority Level — Order in which checklists appear when multiple are assigned

Recurring Schedules

Set up inspections to repeat automatically:

Frequency	Use Case
Daily	Pre-trip inspections before each shift
Weekly	Weekly safety checks (e.g., every Monday)
Monthly	Monthly detailed inspections

The system tracks compliance and shows which vehicles have pending or overdue inspections. Drivers see pending inspections prominently on their Dashboard.

Automated Notifications

Configure notifications to remind drivers and alert staff:

• Driver Reminders — Send push notifications before inspections are due
• Critical Failure Alerts — Fleet managers receive immediate notification when a Major failure is reported
• Overdue Alerts — Notify administrators when scheduled inspections are not completed

How It Helps

Not every vehicle requires the same inspection. A box truck has different safety-critical components than a pickup. A refrigerated trailer requires temperature checks. A crane truck needs outrigger inspections.

With ToolWorks Checklist Builder, fleet administrators can:

• Standardize Inspections — Ensure every driver follows the same procedures for consistent compliance
• Match Checklists to Vehicles — Create tailored templates for different vehicle types and equipment
• Enforce Documentation — Require photos and comments for failed items to ensure thorough reporting
• Automate Scheduling — Set up recurring inspections so drivers always know what is due
• Track Compliance — Monitor which vehicles have completed inspections and which are overdue
• Reduce Training Time — Pre-built templates and intuitive zone-based flow make it easy for drivers to conduct accurate inspections

Checklist Settings

Configure global settings that apply to the entire checklist:

Setting	Description	Default
Require GPS	Capture GPS location when inspection is conducted	Enabled
Minimum Duration	Minimum seconds the inspection must take to be valid	120 seconds
Allow Skipping Zones	Whether drivers can skip zones (not recommended for compliance)	Disabled

The minimum duration setting prevents rushed inspections. If a driver submits a 50-item checklist in 30 seconds, the system flags it for review.

Part of ToolWorks Fleet Management

Inspection Checklists work seamlessly with other ToolWorks fleet capabilities:

• Vehicle Inspections — Drivers conduct inspections using the checklists you create
• Vehicle Management — Track your fleet vehicles, assign operators, and monitor maintenance
• Fuel Log Tracking — Record fuel purchases and monitor fuel economy

Together, these features provide complete operational visibility for modern fleets — all in one unified platform.

Feature Summary

Category	Fleet Management
Availability	Web Application (Checklist Builder) + Web/Mobile (Conducting Inspections)
Templates	Standard DVIR, Event/Incident Report, Safety Checklist, Blank
Input Types	12 configurable field types including Pass/Fail, Photos, Signatures, and Tool Verification
Purpose	Create custom inspection templates that ensure consistent, compliant vehicle safety procedures.