Still using paper for vehicle checks? There is a simpler way

Vehicle checks guide by Beth Barnes, Fleetmaxx Solutions Ipswich

Hi, I am Beth Barnes from Fleetmaxx Solutions in Ipswich.

We are trusted by thousands of businesses across the United Kingdom, helping them save money on fuel, AdBlue® and other everyday fleet costs. We also help operators find simpler ways to manage their vehicles, drivers and compliance responsibilities.

One of the tools I regularly speak to customers about is CheckedSafe. If your drivers are still completing their daily vehicle walkaround checks using paper forms, it could make life much easier for everyone involved.

Make daily vehicle checks easier

Let us be honest, very few people enjoy paperwork.

Paper defect cards can be lost, damaged, completed incorrectly or left in a vehicle when someone in the office needs them. They can also delay important information about a defect reaching the right person.

CheckedSafe gives drivers a much quicker and simpler way to complete their checks. The app works on iOS and Android devices and has been designed to be easy to use, even for drivers who are not particularly confident with technology.

The app guides the driver through each stage of the walkaround check, helping them provide a clear and consistent record for every vehicle.

See where and how vehicle checks are completed

CheckedSafe includes built-in GPS monitoring, which records where each check takes place and tracks the driver’s movement around the vehicle.

Fleet managers can see where the check was completed, how long it took and which items passed or failed. This provides greater confidence that drivers are carrying out proper walkaround checks rather than simply ticking boxes.

It also creates a much clearer record of what happened, when it happened and where the vehicle was located at the time.

Report defects in real time

If a driver spots a problem, they can report it immediately through the app and attach photographs to show exactly what they have found.

The fleet manager can view the defect through the central dashboard and arrange the appropriate action. This means that important issues are less likely to be missed, delayed or buried underneath a pile of paperwork.

CheckedSafe also creates a complete end-to-end audit trail, showing the original defect, the action taken and the related maintenance information.

Manage everything from one portal

The back-office portal brings your vehicle checks, defects and maintenance information together in one place.

You can quickly see how your fleet is performing, identify recurring problems and monitor important vehicle information. Reports can be viewed online or downloaded for further analysis.

It gives fleet managers much better visibility and makes it easier to provide evidence that checks are being completed and defects are being managed correctly.

Complete vehicle checks without a mobile signal

Drivers often work in yards, depots, construction sites and rural locations where mobile coverage can be unreliable.

CheckedSafe can be used offline, so drivers can continue completing their checks and reporting defects even when they do not have a signal. The information is stored on the device and uploaded when a connection becomes available again.

That means poor connectivity does not need to interrupt your vehicle-checking process.

Support your DVSA compliance

CheckedSafe is designed to help operators manage their vehicle compliance responsibilities and supports the requirements of the DVSA Earned Recognition scheme.

Its digital records and clear audit trails make it easier to demonstrate that vehicle checks are being completed and reported defects are being dealt with appropriately.

It is not about adding another complicated system to your business. It is about making the checks you already need to complete more consistent, visible and manageable.

Check your drivers’ licences

Managing a compliant fleet is not only about checking the vehicles. You also need to know that your drivers hold the correct, valid licences for the vehicles they use.

CheckedSafe offers a driving licence checking service with a direct connection to the DVLA Access to Driver Data service.

This gives businesses and fleet managers a straightforward way to conduct licence checks and identify important information such as penalty points, restrictions or changes to a driver’s entitlement.

Monitor drivers’ hours

CheckedSafe can also support the monitoring of drivers’ hours.

The software helps businesses manage their responsibilities under the Working Time Directive and GB domestic drivers’ hours rules. This can make it easier to maintain accurate records and identify potential problems before they become more serious.

Together, the vehicle-checking, licence-checking and driver-hours features can provide a much clearer picture of your overall fleet compliance.

Beth Barnes, Fleetmaxx Solutions Ipswich