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Checklists

Checklists are inspection templates that define what drivers and field personnel need to verify during vehicle inspections. As an administrator or manager, you create checklists with specific zones, items, and requirements, then assign them to vehicles or groups. When drivers conduct inspections, they follow these checklists to ensure compliance and safety.

💡 Who is this for? This guide is for administrators and managers who create and manage inspection checklists. If you're a driver looking to conduct inspections, see Inspections.

• Overview
• Checklist Types
• Create a Checklist
• The Checklist Builder
  • Sections
  • Zones
  • Items
• Item Types
• Configure Failure Settings
• Checklist Settings
• Assign a Checklist
• Schedule Inspections
• Notifications
• Security & Permissions

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Overview

ToolWorks checklists support Digital Vehicle Inspection Reports (DVIR) and other compliance workflows. Each checklist defines:

• Sections — Logical groupings like vehicle information, inspection zones, asset verification, and sign-off
• Zones — Areas of the vehicle to inspect (e.g., Driver Side, Front, Cab Interior, Engine)
• Items — Individual inspection points within each zone (e.g., Front Tire, Headlights, Oil Level)
• Failure handling — What happens when an item fails, including severity levels and required documentation

Once created, checklists are assigned to vehicles and can be scheduled to repeat at defined intervals.

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Checklist Types

When creating a new checklist, you can start from one of four pre-built types:

Type	Description	Best For
Standard DVIR	Complete pre/post-trip inspection with header info, inspection zones, asset verification, and driver 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

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Create a Checklist

To create a new checklist:

1. Navigate to the Checklists section in ToolWorks.
2. Click the + Add Checklist button.
3. Enter a Name for your checklist (e.g., "Daily Pre-Trip DVIR").
4. Select a Checklist Type to start with a pre-configured template, or choose Blank Checklist to start from scratch.
5. Click Create to open the Checklist Builder.

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The Checklist Builder

The Checklist Builder is a drag-and-drop interface for designing your inspection workflow. It has two tabs:

• Builder — Edit sections, zones, and items
• Preview — See how the checklist will appear to drivers

Sections

Sections are the top-level containers in your checklist. Common section types include:

Section	Purpose
Vehicle Information	Capture odometer reading, engine hours, and other header data
Inspection Zones	Group pass/fail inspection items by vehicle area
Asset Inspection	Verify high-value tools assigned to the vehicle
Sign Off	Driver signature and certification declaration
Incident Details	Date/time, photos, and notes for incident reporting
Custom Fields	Empty section for custom form fields

To add a section:

1. Click + Add Section in the Builder.
2. Select the section type from the list.
3. Drag sections to reorder as needed.

Zones

Zones represent physical areas of the vehicle to inspect. ToolWorks includes pre-configured zones you can add with one click:

Zone	Items Included
Driver Side	Front/rear tires, side mirror, door & locks, fuel cap
Front Exterior	Headlights, turn signals, windshield, wipers, bumper, hood latch
Passenger Side	Front/rear tires, side mirror, door & 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 & hoses, battery, leaks

To add a zone:

1. Click + Add Zone within an Inspection Zones section.
2. Select a preset zone or create a custom zone.
3. Customize the zone title, icon, and instruction text.

Items

Items are individual inspection points within a zone. Each item has:

• Label — What the driver sees (e.g., "Front Tire")
• Type — The input control type (see Item Types)
• Required — Whether the item must be completed
• Failure Settings — What happens when the item fails

To add an item:

1. Click + Add Item within a zone.
2. Enter the item label.
3. Select the item type.
4. Configure failure settings as needed.

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Item Types

ToolWorks supports 12 different input types for inspection items:

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 comma-separated options	Selecting from predefined choices

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Configure Failure Settings

When an item can fail, you configure what happens on failure:

Severity Levels

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

⚠️ Important: When an item is marked as Major severity failure, the vehicle is automatically marked as Out of Service and fleet staff are notified immediately.

Failure Requirements

For each item, you can require:

• Photo Required — Driver must take a photo when marking as failed
• Comment Required — Driver must enter a comment when marking as failed

Failure Reasons (Detailed Pass/Fail)

For Pass/Fail (Detailed) items, you define specific failure reasons:

Code: low_pressure    Label: Low Pressure       Severity: Minor
Code: low_tread       Label: Low Tread Depth    Severity: Minor
Code: sidewall_damage Label: Sidewall Damage    Severity: Major
Code: flat            Label: Flat / Blown Out   Severity: Major

Drivers select from these pre-defined reasons, ensuring consistent failure categorization.

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Checklist Settings

Configure global settings for your 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

Access settings by clicking the Settings gear icon in the Checklist Builder.

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Assign a Checklist

After creating a checklist, assign it to vehicles so drivers can conduct inspections.

1. Navigate to the Checklists section.
2. Click on the checklist to open its details.
3. Select the Assignments tab.
4. Click + Add Assignment.

Assignment Types

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

Assignment Options

When creating an assignment, configure:

• 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

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Schedule Inspections

Set up recurring inspection schedules:

1. In the assignment dialog, enable Schedule.

2. Select the Frequency:

   • Daily — Every day
   • Weekly — Once per week
   • Monthly — Once per month

3. For Weekly schedules, select Allowed Days of Week.

4. Set Validity Duration (hours) — how long the inspection remains valid after completion.

Example Schedules

Scenario	Configuration
Daily pre-trip inspection	Frequency: Daily, Validity: 24 hours
Weekly safety check	Frequency: Weekly, Days: Monday, Validity: 168 hours
Monthly detailed inspection	Frequency: Monthly, Validity: 720 hours

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Notifications

Configure notifications to remind drivers and alert staff:

Setting	Description
Should Notify	Enable/disable notifications for this assignment
Notify Before	Days before due date to send reminder
Notify At	Time of day to send the notification

When a Major failure occurs during an inspection, fleet staff are automatically notified via push notification regardless of these settings.

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Security & Permissions

Managing checklists requires specific permissions:

Right	Capability
Manage Templates	Create, edit, and delete checklists
Settings	Access checklist builder and configuration

Drivers conducting inspections need:

Right	Capability
Field Inspection	Conduct inspections in the field
Manage Inspection	Full access to view, edit, and void inspections

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Next Steps

• Learn how drivers conduct inspections: Inspections
• Set up vehicles for your fleet: Vehicle Management
• Track maintenance based on inspection findings: Maintenance

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