Documentation

Managing Checklists

The Checklists page collects the pre-shift vehicle inspection checklists your drivers submit from the Telegram bot before starting a shift. Each submission records the vehicle's documents, visual condition, on-board equipment, control systems, mileage, fuel level, and any comments the driver left.

Checklists are never filled in from the app — drivers submit them, and this page is where you read, review, export, and (if needed) delete them. For the driver's side of the process, see Pre-Shift Vehicle Inspection on the Drivers page.

A driver can submit one checklist per date. A second submission for the same driver and date is rejected, and the driver is told they have already submitted for today.

Opening the Checklists Page

The Checklists page has no sidebar entry of its own — it belongs to Drivers and is opened from there:

• Click the Checklists button next to the search field on the Drivers page to see all submissions.
• Open a driver's actions menu (three dots) on the Drivers page and select Checklists to open the page already filtered to that driver.
• Use the search dialog and type "Checklists" — it is listed with a Drivers label, since that is where it lives.

Viewing Submissions

The Checklists table displays:

• Date: The shift date the checklist was submitted for
• Driver: Driver's name, with their phone number underneath
• Vehicle: Vehicle name, with its license plate (or whichever secondary label your team prefers) underneath
• Mileage: Odometer reading the driver entered, in kilometres
• Fuel: Fuel level out of 5, colored green, amber, or red as the level drops
• Issues: Number of problems found in the submission — green None when everything was in order, otherwise a red count
• Submitted: Time of day the driver sent the checklist
• Status: Submitted (not yet looked at) or Reviewed

The Issues count adds up everything the driver flagged: each item marked Not OK in Visual Inspection or Control Systems, each piece of equipment marked Absent, and each document answered No. Expiry dates are not counted as issues.

Click any row to open the full checklist. Right-click a row to get the same actions menu as the three-dots button.

Filtering

• Search: Type a driver's name to narrow the list.
• Date Range: Click the calendar button and pick a start and end date; the list updates as soon as both are chosen. Use the X button next to it to clear the range.
• Driver and Vehicle: These dropdowns sit inside the table's column headers. They only offer drivers and vehicles that actually have submissions in the current date range, so you never filter your way to an empty table.

Adjusting Columns

Use the Columns button to show or hide individual columns. Your choice is remembered in your browser, separately for desktop and mobile widths.

Pagination

Submissions are listed 10 per page, newest first. Use the pagination controls at the bottom of the table to move between pages.

Reading a Checklist

Opening a submission shows the full inspection:

• The header names the driver, the vehicle, the shift date, and the time the checklist was submitted.
• A stats bar summarizes Mileage, Fuel Level, Issues, and Reviewer.
• Documents — driver's license, route sheet, technical passport, training certificate, and HSE toolbox talk, each answered Yes or No, plus the expiry dates for annual inspection, vehicle insurance, and passenger insurance.
• Visual Inspection — body condition, windshield and windows, headlights and brake lights, turn signals and hazards, tires, mirrors, wipers, doors, emergency exits, seat belts, interior cleanliness, under-hood, license plates, and horn, each marked OK or Not OK.
• Vehicle Equipment — fire extinguisher, first aid kit, warning triangle, tow rope, jumper cables, spare tire, jack, reflective vest, and documents folder, each marked Present or Absent.
• Control Systems — steering, service brakes, parking brake, accelerator, clutch, gear shift, horn, headlights and high beams, turn indicators, wipers and washers, rearview mirrors, and speedometer, each marked OK or Not OK.
• Comments — the driver's free-text notes. This section is hidden when the driver left none.

Use the back arrow in the header to return to the list.

Reviewing a Submission

Marking a checklist as reviewed is how you record that someone has actually read it:

1. Click Mark Reviewed in the header of the checklist, or select Mark Reviewed from the row's actions menu.
2. The status changes to Reviewed, and your name and the time are stored as the reviewer.

The reviewer's name then appears in the checklist's stats bar and in the table's Reviewer column. Mark Reviewed is only offered while a checklist is still Submitted — reviewing cannot be undone.

Exporting Checklists

Exporting the Whole List

The Export dropdown in the page header covers everything currently filtered, not just the page you are looking at:

• Export produces an Excel file with one row per submission and a column for every field — mileage, fuel, issue count, all documents, and every visual inspection, equipment, and control systems item.
• Print opens a printable table of the main columns only: date, driver, vehicle, mileage, fuel level, issues, status, reviewer, and submitted time.

Both follow the date range, driver, and vehicle filters you have applied. The button is disabled when the list is empty or you do not have export permission.

Exporting a Single Checklist

To export one checklist on its own, open the row's actions menu (or right-click the row) and select Export. This produces a single-sheet Excel file that holds both the row's summary — date, driver, vehicle, mileage, fuel level, issues, status, reviewer, submitted time — and every section of the checklist itself, laid out under headings in the same order as the checklist page: Documents, Visual Inspection, Vehicle Equipment, Control Systems, and Comments. Sections the driver left empty are skipped.

The file is named after the shift date and the driver, for example checklist-2026-09-14-john-doe.xlsx, and its labels and values follow the language you are using the app in.

Deleting a Submission

1. Open the row's actions menu (three dots), or the trash button in the header of the checklist.
2. Select Delete and confirm.

Warning: Deleting a submission is permanent. It also frees up that driver and date, so the driver can submit a new checklist for it — which is the usual way to handle a checklist filled in against the wrong vehicle.

Checklists on Bookings

When a booking is edited, its HSE Toolbox Talk panel reads from these submissions: for each vehicle on the booking it shows whether that vehicle's checklist for the booking's date confirmed the toolbox talk, and who submitted it. See the booking Details tab for more.

Permissions

Access to checklists is governed by four separate abilities: viewing them, marking them reviewed, exporting them, and deleting them. Administrators have all four. Editors can view, review, and export, but not delete. Team members whose access is limited to specific vehicles only see submissions for those vehicles.

If a button or action is missing, ask a team owner to adjust your access under Team Settings → Role Permissions or Per-Member Permissions.