Vehicle Checklist
Customizable checks to ensure safety and compliance of fleets
Detrack Systems
Last-mile delivery management platform that simplifies logistics and eliminates manual dispatch workflows.
Business Impact (first 6 months)
Route Optimization transformed from a churn risk into a premium capability, supporting Detrack Advanced as a monetizable offering.
92
Teams actively using Vehicle Checklist
Date
Project
Tools
Aug 2023 - Jul 2025
Detrack Systems
Figma
301
Checks created
1726
Submissions submitted
Problem and Business Context
While reviewing operational workflows, I found that ensuring driver and vehicle safety became difficult to manage as deliveries scaled.
Manual and Inconsistent Processes
Many businesses relied on paper forms or verbal confirmations, leading to incomplete or inconsistent safety checks.
Limited Accountability
Vehicle issues were often reported late, and inspection records were difficult to audit for compliance
Lack of Verification
There was no reliable way to confirm inspections were completed, making it difficult to ensure consistent safety checks across fleets.
Competitive and Monetization Gap
Safety and compliance features were increasingly expected in logistics platforms and identified an opportunity for a higher tier
These findings highlighted the need for a structured vehicle inspection workflow integrated into Detrack.
Evidence from Users
To understand operational gaps, I analyzed support tickets and survey feedback from fleet managers.

Recurring themes highlighted the need for a standardized vehicle inspection process that could be completed digitally and reviewed centrally.
Intercom Tickets
Existence of Vehicle Checklist 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
Survey Tickets
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)
These insights highlighted the need for a standardized, digital inspection workflow that ensured accountability while remaining simple for drivers to complete.
Feature Benchmark
The ideal experience would enforce mandatory vehicle checks without slowing drivers down. Drivers should complete standardized checks with evidence, while admins can review, resolve issues, and maintain compliance records effortlessly.
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Ideal Workflow
This workflow illustrates how vehicle inspections are configured by dispatchers and completed by drivers before starting deliveries. Administrators define checklist requirements, while drivers complete and submit inspections through the mobile app for review.
Designing Vehicle Checklist
Admin Configuration
Fleets operate different vehicles and safety policies, so administrators needed flexibility to define their own inspection criteria.
Driver Inspection
Drivers could previously claim inspections without proof. I introduced options for mandatory item completion and photos uploads to improve accountability and reduce inspection disputes.
Manager Review
Admins receive notifications when inspections are submitted and can review issues, track defects, and mark them resolved in the dashboard.
This provides a transparent, auditable record of vehicle conditions.
User Feedback
After releasing the initial checklist workflow, I gathered feedback from operations teams managing delivery fleets. Their input highlighted additional needs such as scheduled inspections and mandatory checks which aligned with our planned incremental rollout.
Scheduled Inspections
Admins can require recurring checks (daily, weekly, or monthly) depending on fleet policies.
Mandatory Checks
Drivers are prompted to complete inspections before starting deliveries, preventing unsafe vehicles from entering operations.
Results
Vehicle Checklist replaced manual inspections with a standardized digital workflow, improving fleet safety visibility and enabling faster resolution of vehicle issues.
Centralized Inspection Workflow
Drivers complete vehicle inspections directly in the app, replacing manual checklist processes.
Improved Safety Visibility
Inspection records and photos provide dispatchers with clearer fleet safety oversight
Faster Issue Resolution
Real-time alerts allow teams to identify and address vehicle issues promptly