Success Recipe: Vehicle inspections 

In this success recipe we'll look at how to setup vehicle inspections for your company. Of course we'll cover the basics but we'll also show a few additional ways to ramp up the value. 

What's included:

- How to Use This Success Recipe - How to Structure Your Vehicles 
-Sample Checkpoints  - Recommended Issue Types & Priority Levels
- Sample Tasks - Sample Reports Download

Why should you track vehicle maintenance?

The purpose of a regular vehicle maintenance program is to:

1. Manage preventative maintenance and repair activities to promote the reliability of the patrol service by minimizing service interruptions due to vehicle or equipment failure. 

2. Maintain vehicles and equipment to promote cost efficiency of operations.

3. Maintain vehicles to promote the safety and comfort of passengers, operators, and protect the public. 

Making sure that your vehicles are always operating at the highest level of effiiciency can make a major difference in the profitability of your business.  In this success recipe we will go over the different aspects of maintaining a highly efficient operation.

We will cover some of the best practices to employ on a daily basis as your drivers begin and end their shifts.  We will also discuss the best ways to manage fuel purchases to minimize the risk of theft.  And we will go over how to set up all of this in your SilverTrac account. 


How to Setup Silvertrac for Vehicle Inspections:

The way you setup your individual vehicles will have an effect on the reports you are able to pull. 

1. Create a Management Company that you can use internally.

2. Create a Property entitled: "Vehicle Inspections".

3. Add the Address as "00 Company Name Management".

- For Example: "00 A-Z Security Management"

4. Add each patrol vehicle as a unit under the main address.

- Make sure that your officers know that they'll need to report each issue to the appropriate vehicle under the "unit" menu in the hand held.

5. Add all the issue types you'd like the officers to report. (See the sample list below)

6. Make sure that all patrol drivers are able to access this property in the hand helds.

7. Set up the notifications for the patrol supervisor to receive alerts when critical issues are reported.

Help: How to Add Addresses and Units. 

Recommended Issue Types

Remember to take the time to personalize these issue types for your vehicle inspections. These are some pretty standard issues for vehicle inspections, however, the priority levels may change based on your standards and whether you want to list them as all Security or Maintenance Issues or a mixture of both

  Security Level 1  
Headlight Out Taillight Out Turn Signal Light Out
Hazard Light Out Back Up Light Out Flat Tire
Overheating Fluid Leak / Fluid Pooling Broken / Cracked Glass
Seat Belt Non Operational  Accident Vandalism
  Security Level 2  
Uneven Tire Wear Trash Interior Light Out
Low Wiper Fluid Interior Cleanliness  Upholstery Condition (Wear)
Horn Vehicle gauges Non Operational Item 
Oil Change Due Car Wash Needed Interior Vacuum Needed
Window Problem    
  Security Level 3  
Vehicle Inspection Mileage at Shift Start Mileage at Shift End
Fuel Purchase - 1 Gallon Fuel Purchase - 2 Gallons  Fuel Purchase - 3 Gallons
Fuel Purchase - 4 Gallons  Fuel Purchase - 5 Gallons Fuel Purcase - 6 Gallons
Fuel Purchase - 7 Gallons Fuel Purchase - 8 Gallons Fuel Purchase 9 Gallons
Fuel Purchase -10 Gallons Fuel Purchase - 11 Galons Fuel Purchase - 12 Gallons

Sample Reminders 

Tasks are a great way to remind officers of items that should be handled before, during and after the shift. They are also a great way to remind officers about important elements of their job, like  how to handle certain incidents. Listed below are examples of both. 

Vehicle Exterior Inspection

Task Description: Attention officer:Take at least four  pictures of each side of the vehicle at an angle that allows you to see overall cleanliness, any dents, chips or other damage that may be present on the vehicle.   Also check the head, tail and clearance lights, turn signal operation, hazard flasher operation, brake and backup, and light operation, tire and wheel condition, undercarriage leaks, glass and mirrors.  Report any issues found as a separate issue.

Vehicle Interior Inspection

Task Description: Attention Officer: Inspect the interior of the vehicle for overall clenaliness and to ensure that there are no signs of beverage spills, burn marks on the seats, signs of unwanted behavior from previous officers, and that all the following are operational; horn, windshield wipers, interior lights, gauges, seatbealts, safety equipment.  Also check the fuel level. Report any issues found as a sperate issue.

Tracking Fuel Purchases


Fuel Purchase Checkpoints

By creating a Fueling Checkpoint utilizing QR Code scanning you will be able to help identify and greatly reduce officers making any unnecessaryfuel purchases.

When an officer arrives at an approved disignated fueling station and having them scan a QR Code you control the exact instructions and narartive for the fuel purchase each and every time.  Here is an example of the officer instructions for fueling:

Sample Instructions:

Attention Officer: You should be fueling up and the end of your shift.  You must report the number of gallons purchased while including a picture of the gas station you are at, the fuel pump meter after the purchase and the reciept.  After including the pictures in the issue on the hand held report the details in the note section of the issue as well.

Utilizing the Checkpoint feature also allows you to include another seperate narrative for your DAR as well.  For example the anbove officer instructions can be included in the DAR this way:

Sample Note:

Completed a fuel purchase at the end of my shift.  Reported the number of gallons purchased including pictures of the gas station, the fuel pump meter and reciept all as a separate issue.

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