iOS Vehocheck App User Guide

Vehocheck iOS App Version 1.6.5

LAUNCHING THE APP

Use the username (email address) and PIN provided by your administrator to log into the app. These details act as your unique electronic signature as specified, per the DVSA regulations for electronic systems.

The app will remember your details, so you won’t need to login each time you use it. As long as you stay logged in, you will still be able to complete a check even when you have no connection to the internet.

Pool phone users will be able to use the Switch User Function in the app. Simply open the drawer menu from the home screen by tapping on the menu icon and select Switch User. In the textbox that appears just begin typing your name. Tap on your name in the list that will appear. The app will locate your electronic signature details and load your profile. 

BEGIN THE VEHICLE/ASSET CHECK

The app will remember the last vehicle that you checked and select this for you. If you are checking a different vehicle or you are a new user, choose the correct one from the drop down list – the rest of the fleet will be available here. Once selected, you can start your check. Fleets that have trailers will have the option to “only check the trailer” or “only check the cab”. If you are not checking both together, select the relevant option. 

AD-HOC TRAILERS

Vehicles and Trailers can be checked independently or merged to one checklist if both options are selected. If a Trailer is a third party/lease that is not listed in the Trailer dropdown, simply type in the Trailer ID and the app will record the checklist as Ad-Hoc with the details you have entered.

SELECT CHECK TYPE

Click the Start Check button and you will be prompted to enter your mileage, following this action the checklist will be displayed. 

The app will date and time-stamp the check, and use your device GPS and internet connection to find your location (dependent on signal). On this screen you must also enter your vehicle’s current mileage.  If your mileage is + / - 1000 miles  different from the last recorded miles, the app will query the entry. You also have the option to submit any pre-check information if you are asked to do so. You must also select which type of check you wish to perform. Typically this will be the walkaround check, but there may also be other options available depending on the vehicle you have selected and the preferences for your company.

The in-use/end-of-use check is provided for instances where either the driver notices a defect whilst the vehicle is in use, and subsequent to that day’s first walkaround check, or the driver wishes to perform a check at the end of their shift. Weekly, monthly, cleaning checks and manager checks may also be available if the user has the permission to perform them. These checks would typically be a more detailed check than the standard walkaround check.

Tap the start check button to begin your check. If you have selected “in-use“ check you will have the option to select “no new defects“ and proceed to submit the check, otherwise you must record any defects that you have observed.

The app will then present the relevant checklist for the vehicle / trailer that you have selected. Unless you are performing an in-use check you will need to check off every item within every section of the vehicle check.

Once you have selected a section of vehicle to check, work through each item in the list carefully checking for defects: 

If items are in good order tap the checkbox to confirm. If the item is not relevant touch the blue N/A button to remove it from the check. This item will show again the next check is performed. When all items have been checked press save and move on to the remaining vehicle sections until all are completed. Completed sections are highlighted in green.

If a defect is found tap the red defect button. A List of the most likely defects in that particular area of the vehicle will be displayed. Select the appropriate defect and take photos where possible. If the defective item is not listed, select the ‘Other’ option. The app will prompt you to enter additional information to describe your defect. 

SUBMITTING THE COMPLETED CHECK

Once all of the required checks have been made, and the app is satisfied that all fields have been checked, you will be able to save the checklist to device and a copy will immediately be sent to your company TM / admin / workshop teams VehoCheck dashboard. You will get a confirmation message at the end of the process with the date and time that the check was submitted. 

If you have no internet connection, you will receive an amber message to indicate this. Do not worry, a copy of the check will be saved to your device. As soon as you enter an area with connection, submit your check. Unsubmitted checks will be highlighted in amber within the check history screen. 

ADD FUEL RECORD

The app gives you the option of recording how much fuel is added to the vehicle, either on or off site and its cost.

This can be done at any time of the day without having to do a walkaround check. You will need to check with your employer to see if there is a requirement for you to do this.

APP MENU 

ROADSIDE INSPECTION

In the event of a roadside inspection you can retrieve a copy of your last walkaround check by accessing the vehicle check history. This is accessed through the slide-out drawer menu from the home screen. Select check history from the menu. From here you will be able to access the last 30 days of checks done with your device. You will also get a reminder of any as yet unsubmitted checks. Additionally, you can download checks recorded in the last 14 days for any of the vehicles within the company fleet. 

Select the latest check to demonstrate to the DVSA/Police officer your walkaround check. A brief synopsis of the check, including details of any defects recorded, will be displayed. If a recorded defect has been subsequently repaired the repair information will also be displayed. Tap the Open PDF Document button and the full walkaround check will be available to show the enforcement agent / police officer. 

INCIDENT REPORT

In the event of your vehicle being involved in an incident/accident you can start an Incident Report in the app menu. You will be prompted to call the emergency services if required, then be prompted through a series of questions, eg. are there other vehicles involved?, are there witnesses?.

The app allows you to record as much information as possible at the scene of the incident, along with photographs. The report can then be sent to the desktop manager and accident Report Notification will be sent immediately to any nominated email addresses. 

The report can be edited in the desktop manager as more information is received eg. 3rd party insurance details. When the report is complete it can be downloaded and emailed to insurance companies as supporting evidence.

COMPANY POLICY DOCUMENTS

Documents such as Company Policy Documents, Tool Box Talks, Site Rules, Insurance Documents etc. can be sent via the Document Library to your device. A message will be sent via the desktop to ask you to download the latest copy of a document. The desktop manger will list the drivers that have and have not downloaded the document!.