Pre-Shift Checklists
Before a shift, drivers inspect their vehicle and submit a checklist from the Telegram bot: documents, visual inspection, on-board equipment, control systems, mileage, fuel level and a comment. For the driver's side, see Pre-Shift Vehicle Inspection.
Checklists are never filled in here — this page is where you read, review, export and delete them. Each vehicle gets one checklist per day, whoever drives it. A second one for the same vehicle and day is rejected, and the driver is told who already submitted it and when.
Open the page with Checklists at the top of the Drivers page, or ⋯ → Checklists on a driver to see only theirs.
Today
The cards at the top sum up today (in your team's timezone) across the vehicles you can see:
- Inspected today — how many vehicles have today's checklist, with one square per vehicle: green when everything was OK, red when the checklist has issues, grey when it's not in yet. Point at a square to see the vehicle; click a coloured one to open its checklist.
- With issues — today's checklists with something not OK or missing, and how many items that adds up to. Click to show them.
- Needs review — checklists of any day nobody has reviewed yet, and when the oldest was submitted. Click to show them.
- Not inspected yet — vehicles without today's checklist; See vehicles lists them.
On a phone, the same summary sits in the Today card above the list.
The List
Each checklist shows its shift date and time, the driver (with phone), the vehicle (with its plate or the sub-label your team chose), mileage, fuel level out of 5 (red when low, amber at half, green when fine), the number of issues, its status (Needs review or Reviewed) and who reviewed it, newest first, 25 a page.
Issues counts each document answered No, each inspection or control item Not OK and each piece of equipment Absent. Document dates aren't counted, but a date that ran out before the shift is flagged on the checklist.
- Search by driver or vehicle name.
- Date — today, yesterday, the last 7 days, this month, or a range on the calendar.
- Driver and Vehicle only offer those with checklists in the dates and search you chose.
- The chips show Needs review, With issues or Reviewed, each with its count.
- Columns shows or hides the driver, vehicle, mileage, fuel, issues and reviewer columns.
On a phone, the date, driver and vehicle filters are behind the filter button next to the search.
Click a checklist to open it. Each row has Review while it waits, and the ⋮ menu (or a right-click) has View details, Export (Excel), Mark reviewed or Mark unreviewed, and Delete.
A Checklist
The header names the vehicle, the shift day, the driver and when it was submitted, with its status.
- Mileage (and the kilometres since the vehicle's checklist before), Fuel and Issues out of all checks.
- Needs attention lists every item not OK or missing, and each document date (annual inspection, vehicle or passenger insurance) that ran out before the shift — or All checks passed.
- Driver's comment, when they left one.
- Documents, Visual inspection, Equipment and Control systems — every answer, with how many are OK in each. On a phone, tap a section to open it.
Reviewing
Reviewing records that someone has read the checklist; your name and the time are kept as the reviewer.
- On a checklist, Mark reviewed & next marks it and opens the next one waiting, so you can work through the queue. The header shows where you are (2 of 9 to review), and the arrows step through the queue. When none is left, you're taken back to the list.
- In the list, Review on a row marks just that one. To mark several, tick them (the box in the header picks every one on the page that waits) and click Mark reviewed at the bottom.
- Mark unreviewed clears the reviewer and puts the checklist back in the queue, after you confirm.
Exporting
- Export in the header covers everything the filters match, not just the page: Export makes an Excel file with one row per checklist and a column for every answer; Print opens a table of the main columns.
- Export (Excel) on one checklist makes a single sheet with its summary and every section, named after the shift date and the driver. Labels follow the language you use the app in.
Deleting
Delete (in the row menu or on the checklist) removes it for good after you confirm. That frees the vehicle and day, so the driver can submit it again — the usual fix for a checklist filled in for the wrong vehicle.
Checklists on Bookings
A booking's page has an HSE toolbox talk section that reads from these checklists: for each vehicle on the booking it shows whether the checklist for the trip's start day confirmed the toolbox talk, and who submitted it. See The Booking Page.
Permissions
- See checklists:
Checklists: View(or team owner) - Review / undo review:
Checklists: Review - Export and print:
Checklists: Export - Delete:
Checklists: Delete
Administrators have all four; editors can view, review and export. Team members limited to certain vehicles only see — and can only review — those vehicles' checklists.
If a button is missing, ask a team owner to adjust your access under Team Settings → Role Permissions or Per-Member Permissions.