templates
A template defines what gets inspected during a check of a given type — the list of items, the order they appear, and which ones must have a response before the check can be submitted. Templates are the foundation of the whole check system.
Why templates exist
Different vehicle types and operators have different obligations. A minibus operator's pre-use check doesn't look the same as a heavy goods vehicle inspection, and an operator with specific contractual requirements may need items on their checklist that aren't standard. Templates let you build inspection lists that match your actual forms and legal obligations, rather than working around a fixed default.
Finding your templates
Go to Vehicle Checks in the main menu and select templates. You'll see all templates currently set up on your account, along with the check type each one covers and the vehicle type it applies to, if scoped.
Creating a template
- Click New Template.
- Give the template a name. Use something specific enough to be recognisable when it appears in the check wizard — for example, "PCO Van 12-weekly" rather than just "Van check".
- Choose the check type this template covers: 12-weekly or CVRT pre-test.
- Optionally, set a vehicle type to scope the template. If you set a vehicle type, this template will only be available when recording a check for a vehicle of that type. Leave it unset if the template should apply to all vehicles.
- Click Create to open the item editor.
Building the item list
Inside the template, click Add item to create an inspection point. For each item, set a name and a description — the description appears as guidance text to the inspector during the check.
Drag items to reorder them. The order you set here is the order the inspector sees during the walkthrough.
Required vs optional items
Each item can be marked as Required or Optional.
Required items must have a photo and a status before the check can be submitted. If the inspector reaches the sign-off screen without completing a required item, they'll be prompted to go back and fill it in.
Optional items can be skipped. Use these for items that apply to some vehicles but not others, or for supplementary checks that aren't part of your core compliance list.
Editing and deleting templates
To edit a template, open it from the templates list and make your changes. Item additions, removals, and reordering take effect for any new check started after the change is saved.
A template cannot be edited while there is an in-progress (draft) check that uses it. If you need to make changes urgently, the in-progress check would need to be abandoned first. Completed checks are not affected by template edits — they retain the item list that was in place when they were submitted.
To delete a template, open it and click Delete. A template can only be deleted if no completed checks reference it. If completed checks exist, the template can be deactivated instead, which removes it from the new check wizard while preserving the historical records.