Unit Inspections

The availability of unit inspections on an agreement is based on the Enable Agreement Inspection management setting.

Performing walkaround inspections to document the vehicle's condition is a key part of the agreement process. It helps keep fleet information up-to-date, prevents disputes with customers about pre-existing damage, ensures accountability, and maintains transparency between your location and your customers.

You can record results of your walkaround inspections directly to a unit record (if the unit is not In Use) or to an agreement, uploading photos and marking areas of damage on the vehicle or logging its current condition, as needed.

Setup Options for Inspections

Unit inspections are always available for you to perform on unit records. Additional setup is required to manage inspections on agreements.

  • Allow inspections on agreements. Use the Enable Agreement Inspection management setting to make inspections available on agreements.
  • Require inspections on agreements. Use the Require Unit Inspection setting to make inspections required to open and/or close (and close pend) different types of agreements.

How To ...

Inspecting a unit at open and/or close agreement (including close pend) may be required, based on the Require Unit Inspection management setting.

If you notice any damage on or inside the vehicle during your inspection, you can log a damage entry so it is associated with the unit record and, if applicable, agreement. For transparency’s sake, the filled-in damage diagram is included on the customer’s printed or emailed form.

  1. If inspecting a unit outside of an agreement or exchange, search for the unit record in the Fleet Hub and click Inspect. If already viewing the unit record, click Inspect from the side panel.

    2. Note: You cannot update miles or fuel level when performing an inspection outside of an agreement.

  2. Select a location of damage on the diagram, or click ADD DAMAGE. Existing damage records, if present, are indicated on the diagram by an orange icon ().
  3. Select or confirm the area of damage (Zone) and select a Damage Type.
  4. Indicate the severity of the damage (general or chargeable).
  5. (Optional.) Upload photos of the damage. Closed Drag and drop an image or click to select one. You can upload up to 12 photos. If you want to re-upload an image, just click CANCEL and upload it again.
  6. (Optional.) Add notes. Closed Add any additional customer-facing notes about the inspection.
  7. Click Save. Verify the information and click CLOSE to return the unit record, unit search results, or to the agreement or exchange, as applicable. A damage diagram is included on the customer’s printed or emailed form, with areas of damage marked with an 'X', if applicable.

  1. If inspecting a unit outside of an agreement or exchange, search for the unit record in the Fleet Hub and click Inspect. If already viewing the unit record, click Inspect on the side panel.
  2. Click LOG CURRENT CONDITION.
  3. On the Log Current Condition dialog, upload a photo of the unit. Drag and drop an image or click UPLOAD A FILE to select one. You can upload up to 12 images.
  4. (Optional.) Add any additional customer-facing notes about the inspection.
  5. Click Save.
  6. The inspection is added to the Fleet Unit Inspection grid, with the Zone listed as "Current Condition" and the Type as "N/A".

Updates to Current Condition are logged in Inspection History, accessible via the Inspection History button on the side panel of a unit record.

  1. Outside of an agreement or exchange, search for the unit record in the Fleet Hub and click Inspect. If already viewing the unit record, click Inspect on the side panel.
  2. Current Condition inspections are present in the Fleet Unit Inspection grid. To make edits or resolve the inspection, edit () the inspection.
  3. On the Log Current Condition dialog, click RESOLVE.
  4. The inspection is removed from the Fleet Unit Inspection grid.

Updates to Current Condition are logged in Inspection History, accessible via the Inspection History button on the side panel of a unit record.

The Fleet Unit Inspection grid contains a comprehensive list of inspections performed on the unit, with a View Details button to view more details, such as photos and notes, and print this information as a PDF.

You can quickly view full-sized photos from unit inspections without needing to edit an individual damage entry, where the images are scaled down.

If photos were uploaded during an inspection, click the photo icon () in the Fleet Unit Inspection grid to bring up the image slider, where you can click the arrows or the dots on the bottom to rotate through images.

A detailed account of unit inspections is available via the Inspection History button on the side panel of a unit record. This includes:

  • inspections when opening and closing an agreement or during an exchange
  • inspections on a unit record (through the Fleet Hub)
  • maintenance or body shop status changes
  • the employee and date and time of the update

Record360 integration is sold separately, and is supported on the web and mobile app (iOS only). Location setup must be completed by TSD Support. Contact your TSD Sales Representative at sales@tsdweb.com for more information.

The application offers an integration with the Record360 property inspection and documentation application that allows you to do the following on the web and mobile app:

  • access photos, videos and notes for a unit's VIN from your system's Record360 account when performing an inspection on a unit record or during the agreement process.
  • (mobile app only) upload photos, videos, and notes to Record360

See "Record360 Integration" for more information.