Vehicle Checklist
Customizable checks to ensure safety and compliance of fleets
From our support tickets of existing users and unpaid leads, we observe the need for a streamlined and standardized vehicle inspection checklist feature. 

This is further substantiated from the competitive landscape where competitors such as TrackPOD & Woodelivery has this feature, sometimes even marketed as a monetized feature. We also observe competitors like Stream Check that even commercialize this as a standalone product.
It was also a legal requirement by countries containing many of our customers like the US. Having this feature would greatly gain more traction in users converting to Detrack Advanced to use it.
Date
Project
Tools
Aug 2023 - Jul 2025
Detrack Systems
Figma
Intercom tickets
Existence of Vehicle Check in Detrack
“Is there an option to send a checklist form before the driver can start their job delivery?”
“Currently I have drivers filling out a form that checks off the vehicles condition before they use. It would be good to have them do this before they can use Detrack”
“I saw a delivery app similar to yours...It had a function where a driver could not view his run on the app until he had completed a vehicle inspection. Is this a function which can be added at all?”
“We want the driver to be able to check off that the tyres are safe, there was no damage, no faults on the truck, etc. Just can’t see how to add that functionality
Initial Survey feedback
Features wanted in Vehicle Check
“Daily safety checks, send photos of the vehicle. Require the driver to confirm they have carried out the checks and the vehicle is safe and legal to drive”
“Capability to customize the checklist”
"Force the driver to take certain pictures, maintenance lists"
“Logging of inspections”
“Must have basic checks: Tires, Head Lights, Mirrors, Note any damage before departure (with photos), Option to do a more detailed check at intervals (ie monthly)
User Research
After interviewing users and receiving back survey data, the most of the users currently have manual paper as their workaround. This led to the inconvenience of prompt addressing of failed vehicle parts, unable to enforce driver compliance of completing checks and unorganized documentation of checks.
Workaround
Ad-hoc paper-based checklists or reliance on manual communication of vehicle issues.
Time-consuming manual audits and paper documentation to demonstrate compliance.
Manual coordination and follow-up with drivers for checklist completion.
Reactive maintenance and delayed issue resolution.
Safety Concerns
Regulatory Compliance
Operational Inefficiencies
Emergency Response Delays
Pain point
Lack of a standardized vehicle inspection process increases the risk of accidents and breakdown
Difficulty in ensuring compliance with regulatory requirements for vehicle inspections
Inconsistent checklists and communication result in operational inefficiencies
Inability to promptly address vehicle issues leads to delays in emergency responses.
Current workaround
Competitor Matrix
From our analysis, Solbox was quite indepth with the features it had. There were some features like Email notifications and Issue resolution that were not done by many but became a request after we launched the BETA version of basic tasks.
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These requests eventually became new sub features that most/all competitors did not have
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Mandatory before starting jobs
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Email notifications for submissions
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Admin approval and defects resolution
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Tagging of vehicles and drivers
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Scheduled checks
Intercom tickets
Existence of Vehicle Check in Detrack
“Are we able to make the vehicle checks mandatory before they are able to begin their deilveires
“Is it possible to add in a notification feature? Whereby we can setup email notifications for each report submitted, like the PODs? Perhaps even going so far as only notifying when a driver reports any fails?”
​“Another big one if the approval/review feature for the vehicle checks. Legally these need to checked by a manager after the drivers have completed them. So perhaps if each went into “awaiting approval” when completed, the manager can login to detrack, check, and click a ‘checked and signed’ button to confirm the slips have been reviewed.”
“Request from our team manager, if it will be possible to address a checklist to a certain vessel type”
All the checks are now "daily checks"; might it be possible to also add weekly and/or monthly checks, which will be only shown in the app when it is the requested workday or date.
User flow (Dashboard)
Creating a Checklist
01
Adding a Checklist
Navigate to Vehicle Check > Manage Checklist and click Add New Checklist
02
Configure checklist settings
User can customize their Vehicle check according to their unique needs
03
Add checklist items
Users can customize their own checklist items or click add sample checklist items for defaults
04
Configure checklist items
Specify details of item, method of answering, define if it is mandatory, and if photo and note is required
User flow (Driver App)
Completing a Checklist
01
Accessing checks
Drivers can access the checks via the top right menu
02
Individual checklist
Click on each item to start the check. Items with * are mandatory
03
Submitting a check
Complete all required items with signature, review, then submit
04
History of submitted checks
Submission logs can be accessed through Vehicle Check History
User flow (Dashboard)
Reviewing a Submission
01
Email alerts for submission
Email notifications will be sent either for all submissions or only those containing failed items
02
Submission History
New submissions will appear here as ‘Pending review’ Those with failed items require action taken
03
Submission Report
Users can mark defects as resolved with comments. Once all are fixed, the check can be reviewed.
04
Marking as Reviewed
Reviewed submissions will be labelled with the reviewer name and the timestamp of the review
User flow (Driver App)
Scheduled Check
01
Add custom schedule
Users can add up to one custom schedule per check
02
Configure schedule
​Checks can configured to be weekly/monthly/yearly. It is daily by default
User flow (Driver App)
Mandatory Check
01
Prompt at first login and job POD
Upon opening the app for the day, they’ll be reminded of mandatory checks from their organizations
02
Prompt at last job and completion
There will be a reminder to do post checks upon last job of the day, and when they try to stop with no more jobs left
Pain point
Improvement
Time consuming manual audits and paper documentation
Drivers did not comply and required checks are not completed
Inconsistent checklists and manual coordination
Inability to address vehicle issues promptly
Check items are easily adjustable, and submissions are digitized for easy reference.
Mandatory checks are enforced before starting jobs with customizable evidence like photos and notes
Users can standardize checklists inputs by defining field types and requiring photos or notes
Admin will be notified upon submissions with failed items and are able to resolve real time
Improved value for Detrack Advanced
Vehicle Check
had many sub-features built thanks to users’ feedback for it better accommodate their workflow. With the richness of the feature, it has greatly increased the value of Detrack Advanced. This could possibly attract others that find it beneficial for their organization to upgrade.
User Cohort adoption
Users of Vehicle Check
92
301
1726
Current active users
Checks created
Submissions submitted
*Statistics as of Aug 2024 to Feb 2025