Vehicle Inspections/Vehicle Condition Reports
Overview
Rental Car Manager's Vehicle Inspection feature allows you to conduct paperless vehicle inspections using your tablets, mobile phones or computers.
The Vehicle Inspection feature is not available by default, if you are interested in this feature please contact us at support@rentalcarmanager.com to request pricing and the installation of the feature.
Basic Function of Vehicle Inspections/Vehicle Condition Report
When we set up Vehicle Inspections inside RCM, the first step in getting the inspections up and running is to create different Inspection Templates for specific Vehicle Categories. This will be described in the section "Create an Inspection Template" below.
The Inspection Sheet allows you to record damage to the vehicles using a clickable, interactive diagram. This will record damage against a diagram, and damage will be carried over for that vehicle's next inspection. Below is the damage portion of the inspection sheet. Note that the diagram itself and the damage types are customisable. Damage recorded here will carry through to the next inspection for this vehicle until an operator removes damage (by clicking again on the damage icon).
Create a Vehicle Inspection Sheet Template
Once RCM staff have set up your system to use the paperless Vehicle Inspections, the first thing to do is create a Vehicle Inspection Sheet (Template).
To create a new Vehicle Inspection Sheet, you must first visit the Vehicle Inspection Sheets page by going to System Setup >> Vehicle Inspection Templates.
From the Vehicle Inspection Sheets page, you can create a new Vehicle Inspection Sheet by clicking the “New Vehicle Inspection Sheet” button.
Either of these two options will open the New Inspection Sheet page where you can set up your new inspection sheet by entering information into the fields defined and noted on the diagram below. Once you have setup your new inspection sheet click “Submit” to save the sheet.
- Enter the name of the inspection sheet - this will appear at the top of your inspection sheet.
- Select the Vehicle Categories this sheet will apply to - You can set up different inspection sheets for different vehicle categories, which will allow you to define different checklist items for each.
- We have a few different vehicle diagram types that you can use for damage recording - click "Choose One of Our Diagrams" to see if one of these will suit your vehicle types and click "Choose this Image". Otherwise, you can upload your own diagram.
- Define which types of damage you would like to record on the diagram. You can have a maximum of seven damage types, leave a textbox empty if it is not required.
- Add your checklist items here for the sheet (e.g. Headlights working, Tyre pressure check etc.). There is no limit to the number of checklist items you can add.
View and Create an Inspection Sheet
You may create the inspection sheet for a vehicle either through the Vehicle Activity Report or the Vehicle Inspections page.
Vehicle Activity Report
To create an inspection for a vehicle through the Vehicle Activity Report first navigate to Reports >> Daily Activity Reports >> Vehicle Activity Report. Once you are on the Vehicle Activity Report page, you can filter the bookings and their vehicles according to pickup location, date range and category.
If there is not a Vehicle Inspection for the relevant Vehicle, you will see the "New Inspection" button in the Status column of the Pickup List. Otherwise, if there is a relevant Inspection already for this vehicle, you will see the "View Inspection" button.
Vehicle Inspections Screen
To view and create vehicle inspection sheets, access Vehicle Maintenance >> Vehicle Inspections. This will open the Inspection Sheets Enquiry screen.
View Inspection Sheets
From Inspection Sheet Enquiry screen, you can search for existing inspection sheets using the following parameter fields. Any Vehicle Inspection sheet matching these filters will be displayed in the report.
| Status | Select from 'Created' or 'Updated' |
Dates From - To | Enter the date range for the inspections |
Location | Select All Locations or an individual Location |
Region | Select a Region, if required |
Category Type | Select All Categories or an individual Category, if required |
Search Rego | If you know the registration number, you can enter the Rego number - all other search fields will be ignored unless the below flag is set. |
And Apply Date Range | Tick this flag if you want the Date Range to apply to the Rego number search. |
Create an inspection sheet
From the Inspection Sheet Enquiry screen, enter the Vehicle Registration and click on 'New Vehicle inspection Sheet', to create a new inspection.
When entering information for a new Vehicle Inspection, the following items need to be taken into account, they are noted on the image below.
- Check off items that you have defined that are working or present.
- Enter the number of kilometers on the vehicle's odometer.
- Enter the date or number of kilometres until the vehicles next service.
- Select the fuel level of the vehicle.
- Set whether the vehicle is ready to rent or not, setting this to Yes will updated the Cleaned flag on the vehicle to Yes.
- Add new damage by clicking first on the type of damage and then where it is on the image. You can remove any existing damage by clicking on it on the image.
- Add any extra notes.
View, Edit or Delete Existing Vehicle Inspections
The easiest way to edit, view or delete an existing inspection is from the Inspection Sheet Enquiry. From here you can click on the “Update” button of the vehicle inspection you wish to update or click on the "Delete" button to delete.
Please note: if you are using RCM Lite, and you have made Vehicle inspection through it's Inspection Workflow, you will be unable to Update or delete them. Instead, there will be a singular button called "View", that opens the PDF version of the Inspection.
You may also view existing inspections from the following places within RCM:
- Vehicle Activity Report
- Booking Details Screen
- Document Printing Options page when updating/ making a booking
- Quick Return page
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