Digital Vehicle Inspections & Walkaround Checks
Replace paper walkaround check forms with digital inspections completed on the driver's phone. Timestamped, GPS-located, linked to a defect-to-repair workflow, and stored as a DVSA-compliant audit trail.
The problem with paper walkaround checks
Paper walkaround forms get lost, forgotten, filled in retrospectively, or completed in seconds without a real inspection taking place. When DVSA asks to see your check records for the last 15 months, a box of paper forms is not the evidence position you want to be in.
Digital walkaround checks solve all of these problems simultaneously. Drivers complete the check on the FleetGS app — it takes 2–3 minutes, creates an automatic record, and any defects trigger an immediate alert and workflow.
- Completed on the driver's smartphone — no paper required
- Automatically timestamped and GPS-located
- Photo evidence for any defects found
- Defects trigger immediate fleet manager alert
- Safety-critical defects mark vehicle as off-road
- Defect-to-repair-to-sign-off workflow
- 15+ months of records instantly retrievable
- Customisable check templates per vehicle type
How the defect workflow works
Driver completes check on app
Before starting their shift, the driver opens the FleetGS app and works through the check items for their vehicle. Any items showing a problem are flagged with details and optionally a photo.
Defect alerts fleet manager
If any defects are reported, the fleet manager receives an immediate notification. Safety-critical defects automatically flag the vehicle as not-fit-for-use.
Defect is repaired and signed off
The workshop records the repair in FleetGS. The manager reviews and signs off the defect. The vehicle is returned to operational status.
Complete audit trail created
The check, the defect report, the repair, and the sign-off are all stored in the vehicle's history — permanently and instantly retrievable.
Frequently asked questions
What is a digital walkaround check?
A digital walkaround check is the same pre-use vehicle inspection that drivers have always been required to complete — but done via a mobile app instead of paper forms. The app records each inspection item, attaches photos where defects are found, and automatically timestamps and GPS-locates the check. The result is a far more defensible audit trail than paper records.
Are digital walkaround checks accepted by DVSA?
Yes. DVSA accepts digital walkaround check records. In practice, DVSA enforcement officers often view digital records more favourably than paper records — they're harder to fabricate, consistently formatted, and instantly retrievable. The key requirement is that the record includes the driver's signature (or digital equivalent), a description of any defects found, and evidence that defects were resolved before the vehicle returned to service.
What happens when a driver reports a defect?
When a driver reports a defect on a walkaround check, it's immediately flagged in the FleetGS dashboard. The fleet manager receives an alert. If the defect is categorised as safety-critical, the vehicle is marked as off-road until the defect is resolved and a manager signs it off. All of this is logged in the vehicle's history.
Can I customise the walkaround check checklist?
Yes. FleetGS allows you to configure check templates for different vehicle types — a HGV check covers different items than a van check. You can add custom check items relevant to your specific vehicles or operations.
How long are vehicle inspection records retained?
FleetGS retains all walkaround check and inspection records indefinitely. For O-licence operators, DVSA requires records to be kept for at least 15 months. FleetGS exceeds this, and records are instantly retrievable when needed for a DVSA inspection.
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