Workflow Template

Equipment / vehicle pre-start inspection Workflow

Captures daily pre-start inspections for vehicles, trailers and plant, routes minor and unsafe defects to the workshop for repair, supervisor-verifies unsafe repairs before returning equipment to service, and keeps the record status and operator informed throughout.

Paper pre-start checklists make it hard to track which vehicles have defects, whether repairs actually happened, and who signed off before equipment went back into service. This workflow captures each daily pre-start inspection from a form, routes minor and unsafe defects to the workshop for repair, requires a supervisor to verify unsafe repairs, and keeps the operator informed by email at each stage. It's run by workshop staff and supervisors inside the workspace, with operators submitting inspections through a public form.

Business Outcomes

Faster turnaround on defect repairs with built-in 7-day and 2-day repair windows
Fewer unsafe assets returned to service without a supervisor check
Clearer visibility into which vehicles and plant are Cleared, Repair Due, or Out of Service
Less time spent chasing paper checklists or verbal defect reports
Better-informed operators through automatic email updates on repair status

Workflow Steps

Steps

1
Create Pre-Start Inspection Recordcreate record
Creates the pre-start inspection record from the submitted form data.
2
Set Status to Submittedupdate record
Marks the inspection as Submitted immediately after creation.
3
Route on Overall Status
Routes handling based on the operator's overall status selection.
overall_status: "Safe to use"→Set Status to Cleared
overall_status: "Minor defect - safe to use"→Set Status to Repair Due
overall_status: "Unsafe - do not use"→Set Status to Out of Service
Default→Set Status to Cleared
4
Set Status to Clearedupdate record
Marks the record Cleared since the asset was reported safe to use.
5
Set Status to Repair Dueupdate record
Marks the record Repair Due for a minor defect that remains safe to use.
6
Workshop: Repair Minor Defectcreate task
Assigns the workshop a task to repair the minor defect within 7 days and record the repair made.
7
Save Minor Repair Notes to Recordupdate record
Persists the workshop's minor repair notes to the inspection record.
8
Set Status to Clearedupdate record
Marks the record Cleared after the minor defect repair is complete.
9
Email Operator: Defect Repairedsend email
Notifies the operator that the minor defect on the asset has been repaired.
10
Set Status to Out of Serviceupdate record
Marks the record Out of Service since the asset was reported unsafe to use.
11
Email Operator: Do Not Usesend email
Notifies the operator that the asset is unsafe and must not be used.
12
Workshop: Repair Unsafe Defectcreate task
Assigns the workshop a task to repair the unsafe defect within 2 days and record the repair and photos.
13
Save Unsafe Repair Notes and Photos to Recordupdate record
Persists the workshop's repair notes and photos for the unsafe defect to the inspection record.
14
Supervisor: Verify Repaircreate task
Assigns the supervisor a task due in 1 day to verify the unsafe repair with notes.
15
Save Verification Notes to Recordupdate record
Persists the supervisor's verification result and notes to the inspection record.
16
Route on Verification Result
Routes back to the workshop if not fixed, or forward to return the asset to service if verified.
verification_result: "Verified"→Set Status to Cleared
verification_result: "Not fixed"→Send Back to Workshop
Default→Send Back to Workshop
17
Send Back to Workshoprestart from step
Closes this iteration and restarts from the workshop repair task since the repair was not fixed.
18
Set Status to Clearedupdate record
Marks the record Cleared after the supervisor verifies the unsafe repair.
19
Email Operator: Back in Servicesend email
Notifies the operator that the asset has been repaired, verified, and is back in service.

Fields

Operator Name*
Operator Email*
Vehicle or Equipment ID*
Type*
Odometer or Hour Meter Reading*
Site Address*
+18 more fields

Forms

Pre-Start Inspection Form

18 fields

Data Views

Pre-Start Inspections

asset_id, asset_type, inspection_date, odometer_hours +2 more

Dashboard Widgets

Pre-Starts by Pre-Start Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

equipment / vehicle pre-start inspectioninspectionpre-starttradetrades

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Similar Categories

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FAQs

How do I set up this pre-start inspection workflow for my fleet?

Publish the template in your workspace and it's ready to run straight away, no setup project needed. Share the public request form link with operators, or have them access it however suits your site, and inspections start flowing into the workflow immediately.

Do operators need an account to submit an inspection?

No. Operators submit their pre-start inspection through a public request form and don't need to log in or hold an account. They stay informed by email as the record moves through repair and verification.

What happens when an operator marks equipment as unsafe to use?

The record is set to Out of Service and the operator is emailed immediately to confirm the asset must not be used. The workshop then gets a task to repair the unsafe defect within 2 days, recording the repair made and photos.

Who verifies that an unsafe repair was actually fixed?

A supervisor is assigned a task, due within 1 day, to verify the unsafe repair and enter a verification result and notes. If the result is Not fixed, the record goes back to the workshop for another repair attempt; if Verified, the record is cleared and the operator is told the asset is back in service.

How are minor defects handled differently from unsafe ones?

A minor defect that's still safe to use sets the record to Repair Due and gives the workshop 7 days to repair it and record what was done. Once the repair notes are saved, the record is cleared and the operator is emailed that the defect has been repaired, without needing supervisor verification.

Can I change the defect categories or repair timeframes?

Yes. You can describe the change you want in plain English or edit the steps directly in the workflow editor, and earlier versions of the workflow are kept. This covers things like the repair due windows, task assignments, or the wording of operator emails.

What information does the inspection record keep for each vehicle?

Each inspection is a record with its own reference number, current status, and a timeline of what happened, including tyres, brakes, lights, fluids, load restraints, safety equipment checks, defects found, and photos. Repair notes, verification results, and workshop or supervisor notes are also saved to the record as they're entered.

How do I track which vehicles are currently out of service?

Table views and dashboards show records grouped by status, so you can see at a glance which are Submitted, Repair Due, Out of Service, or Cleared. Workspace activity is logged, so you can also see who actioned each step.

Does this workflow help with compliance record-keeping?

The workflow records the status, entries made by operators, workshop staff and supervisors, and a full timeline for each inspection. Each business should confirm its own compliance obligations, as this record is a tool for tracking your process rather than a guarantee of meeting any specific requirement.

Can workshop staff or supervisors be notified by SMS instead of email?

SMS is built into the platform alongside email, and a workspace can send through its own AWS SNS or Twilio account if preferred. Notification steps in this workflow can be adjusted to use SMS by editing the workflow.

Ready to use this workflow?

Create a free account and customise this workflow for your business.