Inspections
Inspections record the condition of a vehicle, tool, or piece of safety equipment against a checklist. Each inspection captures item-by-item results, photos, comments, GPS location, and the inspector's signature. It also records which certificates qualified the inspector to do the work.
💡 Who is this for? This guide is mainly for drivers, technicians, and field personnel who conduct inspections. Administrators who create checklists and inspection schedules should see Checklists.
- Overview
- Before You Begin
- Certificate Requirements
- Start a Vehicle Inspection
- Start a Tool Inspection
- Conducting the Inspection
- Complete the Inspection
- Out of Service
- View Inspection History
- Inspection Statuses
- Generate Reports
- AI Photo Analysis
- Security & Permissions
- Troubleshooting
Overview
ToolWorks supports two kinds of inspections:
| Kind | Typical use | Set up by |
|---|---|---|
| Vehicle inspections | Daily DVIR, pre/post-trip, incident reports | A checklist assignment to all vehicles, a vehicle type/location, or one vehicle |
| Tool & equipment inspections | Fire extinguishers, harnesses, ladders, slings, power tools, gas detectors | An inspection schedule on each tool |
Every inspection:
- Follows a checklist
- Checks that you hold the certificates the checklist requires
- Captures GPS location
- Records the condition of each item
- Requires photos and comments for failed items when the checklist says so
- Captures your signature as certification
- Puts the vehicle or tool Out of Service on a critical failure and notifies staff
You can conduct inspections from the web app or the mobile app. The mobile app also works offline. Your inspections sync when you're back online.
Before You Begin
Make sure that:
- There is something to inspect with.
- Vehicles: a checklist is assigned to your vehicle (or to all vehicles), and you are the vehicle's operator.
- Tools: the tool has an inspection schedule for the checklist. Without a schedule, the tool has nothing to inspect against. Ask your administrator to create one (see Create a Tool Inspection Schedule).
- You hold the required certificates. If the checklist requires certificates, yours must be on record and valid on the day you start. See Certificate Requirements.
- You have the right permissions. You need the Field Inspection or Manage Inspection right.
If you don't see any inspections, contact your administrator.
Certificate Requirements
A checklist can require the inspector to hold certain certificates, such as an NFPA 10 extinguisher technician certificate or competent person training for fall protection. ToolWorks checks your certificates (the person conducting the inspection) when you start. It does not check the person the inspection was scheduled for.
What Counts as a Valid Certificate
A certificate counts only if, on the day you start the inspection, it is:
- On record in ToolWorks for you (see My Certificates)
- Issued on or before today (a certificate with a future issue date is Not yet valid)
- Not expired (a certificate is valid through the end of its expiration date)
- Not revoked
What Happens If You Don't Qualify
Each requirement group on the checklist is set to Hard or Soft by your administrator.
| Your situation | What you see | What happens |
|---|---|---|
| You meet every requirement | Nothing extra | The inspection proceeds. The certificate you qualified with is recorded on the inspection. |
| You are missing a certificate in a Soft group | Certificate Requirements Not Met, with the missing certificates | You can Proceed Anyway, but only after entering an Override Reason. The reason, your name, and the time are saved permanently with the inspection and appear on the Certificate Overrides report. |
| You are missing a certificate in a Hard group | Cannot Start Inspection, with the missing certificates | You cannot conduct the inspection, and there is no override, not even for administrators. The checklist items are not shown. |
For each missing requirement, the dialog tells you why: Not held, Expired (with the date), Revoked, or Not yet valid (with the start date). If a group allows several certificates, the dialog lists them, and any one of them is enough.
⚠️ Consequences of conducting an inspection without proper certification
- Hard requirement: the inspection is blocked. The item stays uninspected and can become overdue, and a tool or vehicle that is overdue for inspection is out of compliance. To unblock it, an administrator must record or renew your certificate, assign a qualified inspector, or change the requirement to Soft.
- Soft requirement: the inspection is accepted, but it is permanently marked Overridden with your reason. Overrides show on the inspection's Credentials section, on the inspection PDF and certificate, and on the Certificate Overrides report that administrators and auditors review. An override is a documented exception, not a pass. Use it only when there is a real justification.
- Offline inspections: if you complete an inspection offline and the server later finds you didn't meet a requirement, the inspection is still saved, since the work was done. It is marked Overridden (Soft) or Bypassed (Hard) with the reason "Requirement not met; accepted from sync". For a Hard bypass, administrators, the person who scheduled the inspection, and your supervisor are notified right away.
An inspection done by an unqualified inspector may not be accepted by an auditor, insurer, or authority having jurisdiction. Keep your certificates current, and tell your administrator before one expires.
Check Ahead of Time
- Your certificates: open My Certificates from your profile (web) or Me (mobile) to see each certificate's status: Valid, Expiring Soon, Expired, or Revoked.
- Scheduled inspections: when you open a scheduled inspection, ToolWorks shows a notice if you don't meet the requirements. You see it before you start.
- Reminders: ToolWorks emails you and your supervisor 60, 30, and 7 days before a certificate expires, and on the day it expires.
When the Requirement Is Checked
Certificates are checked once, when the inspection starts. A certificate that expires while you're filling in the checklist does not invalidate the inspection. Later changes, such as a renewal, a revocation, or an edit to the checklist's requirements, don't change what was recorded on inspections already done.
Start a Vehicle Inspection
From the Dashboard (Recommended for Drivers)
If you have a vehicle assigned, the Dashboard shows your pending inspections.
- Go to the Dashboard.
- Find your assigned vehicle card.
- Click the Inspection button, or click ... to choose from multiple assigned checklists.
- The inspection form opens automatically.
From a Vehicle Detail Page
- Go to Vehicles.
- Find and select the vehicle you want to inspect.
- Click Start Inspection or find the inspection action in the vehicle menu.
- Select the checklist to use (if more than one is assigned).
From the Inspections Page
- Go to Inspections.
- Click + New Inspection.
- Select the Vehicle and the Checklist.
- Click Start to begin.
Start a Tool Inspection
Tool inspections always run against an inspection schedule on the tool. Your administrator creates the schedule first. It sets the checklist, the inspector, and how often the inspection repeats.
Scheduled Inspections
With a recurring schedule (every N days, by meter, or upon return), ToolWorks creates the next inspection automatically and assigns it to the schedule's inspector. A manager can also schedule a single inspection for a specific person and date.
- Open the scheduled inspection: from the tool's Inspections tab, or from your inspections list (Inspections on the web, Me → Inspections on mobile).
- If you don't meet the checklist's certificate requirements, a notice appears here. See Certificate Requirements.
- Work through the checklist and submit.
Ad Hoc Inspections
To inspect a tool right away, outside its schedule (for example, after damage):
- Go to Tools and open the tool.
- Select the Inspections tab and click the inspection schedule.
- Click Conduct Adhoc Inspection.
The ad hoc inspection uses the schedule's checklist and is recorded in the same history.
Schedule an Inspection (Managers)
- Open the tool's Inspections tab and click the inspection schedule.
- Click Schedule Inspection.
- Choose the Inspector and the date, then save.
The inspection is assigned to that inspector. Certificates are checked when they start it.
Conducting the Inspection
Work through each section of the checklist. Your GPS location is captured automatically when you start.
Header Information
Vehicle checklists usually start by asking for vehicle data:
- Odometer Reading: the current mileage (required)
- Engine Hours: if your vehicle tracks them
Tool checklists may ask for readings such as a gauge pressure, a meter value, or the last service date.
Inspection Zones
The main section is a set of zones, each a group of related checks. For each zone:
- Read the instruction at the top of the zone.
- Check each item in the zone.
- Mark each item Pass or Fail (or enter the requested value).
Items default to Pass. Tap an item to mark it as Fail.
Marking Failures
When you mark an item as failed:
- Select severity (if configured):
- Minor: issue noted, the vehicle or tool can still be used
- Major: critical safety issue, the vehicle or tool must not be used
- Select a failure reason (for detailed pass/fail items), e.g., "Low Pressure" or "Sidewall Damage".
- Take a photo (if required). Tap the camera icon. You can add several photos.
- Add a comment (if required) describing the issue.
⚠️ Important: Some items require photos and/or comments when failed. You cannot continue until you provide them.
Asset Verification
If a vehicle checklist includes an Asset Inspection section, verify the high-value tools assigned to the vehicle:
- Review each listed tool.
- Mark each as Present or Missing.
- For missing tools, add the required comment.
Sign Off
The final section captures your certification:
- Review the status summary: the overall result (Pass, Fail, or Needs Attention).
- Sign on the signature pad.
- Check the declaration to confirm the inspection is accurate and complete.
Complete the Inspection
- Review any warnings or incomplete items.
- Click Complete Inspection to submit.
- If the checklist has a Soft certificate requirement you don't meet, enter the Override Reason when prompted.
- The inspection is saved with its overall result:
- Pass: all items passed
- Fail: one or more items failed
- Needs Attention: minor issues exist
💡 Tip: Checklists can have a minimum duration (typically 2 minutes). If you finish too quickly, you may be asked to spend more time reviewing items.
Out of Service
When you mark an item with Major severity:
- The vehicle or tool is automatically marked Out of Service.
- Staff receive an immediate push notification.
- The vehicle or tool cannot be used, and an out-of-service tool cannot be checked out, until the issue is fixed and the status is cleared.
View Inspection History
- Go to Inspections, or open a tool's Inspections tab for that tool's history.
- Use Search and Filters to narrow by vehicle or tool, inspector, status, result, or date range.
Inspection Details
Click any inspection to see:
- Header: vehicle or tool, inspector, date/time, location
- Overall Status: Pass, Fail, or Needs Attention
- Items: each inspection item with its result
- Failures: failed items with reasons, photos, and comments
- Credentials: for each certificate requirement, the certificate that satisfied it (name, number, issuing body, expiration date at the time) or the override (Overridden / Bypassed, with the reason, who, and when)
- Signature: the inspector's signature
- GPS Location: where the inspection was conducted
The Credentials record is a snapshot. It shows what was true when the inspection started and never changes afterward, even if the certificate is later renewed, revoked, or deleted.
Inspection Statuses
| Status | Description |
|---|---|
| Scheduled | Created by a schedule or a manager, not yet started |
| Draft | Started but not yet submitted |
| Submitted | Completed and submitted by the inspector |
Administrators can void an inspection that contains errors, adding a reason for the record, and can restore it later. Voided inspections keep their credentials record.
Generate Reports
From an inspection's detail page:
- Download PDF: full inspection results, including item results, photos of failed items, signature, GPS location, timestamp, and the Credentials section
- Download Certificate: a Certificate of Inspection for the vehicle or tool (on plans with inspection recurrence)
Administrators can also run these reports:
- Certificate Overrides: inspections started with a certificate requirement overridden or bypassed
- Expiring User Certificates: inspector certificates expiring in the next 60, 30, or 7 days
AI Photo Analysis
ToolWorks can analyze inspection photos and suggest a pass/fail status:
- When you upload a photo for an inspection item, AI analyzes the image.
- A suggested status appears based on what it detects.
- Accept or override the suggestion.
💡 AI analysis works best with clear, well-lit photos of the item being inspected.
Security & Permissions
| Right | Capability |
|---|---|
| Field Inspection | Conduct inspections in the field |
| Manage Inspection | Schedule inspections, and view, edit, void, and delete inspections (administrators) |
Rights decide whether you can use inspections at all. Certificate requirements decide whether you are qualified for a particular checklist. You need both.
Troubleshooting
No Checklists Available
- Vehicle: check that a checklist is assigned to the vehicle.
- Tool: check that the tool has an inspection schedule on its Inspections tab. Tool checklists are never applied to tools automatically.
- Check that you have the Field Inspection right.
"Cannot Start Inspection"
You are missing a certificate in a Hard requirement group. The dialog shows which certificate and why (not held, expired, revoked, or not yet valid). Ask your administrator to record or renew your certificate, or have a qualified inspector do the inspection. Nobody can override a Hard requirement.
"Certificate Requirements Not Met"
You are missing a certificate in a Soft requirement group. You can proceed by entering an override reason, and the override is recorded permanently. If you do hold the certificate, ask your administrator to add it to your record before you start.
My Certificate Is Valid but Still Flagged
- Check My Certificates: it may have been entered with the wrong expiration date, a future issue date, or under a different certificate type than the checklist requires.
- On mobile, sync the app so your latest certificates are on the device.
Cannot Complete Inspection
If the Complete button is disabled:
- Make sure all required items are filled in
- Check for failed items that need photos or comments
- Make sure you have signed
GPS Not Captured
- Make sure location permissions are enabled in your browser or app
- Check that you have a GPS signal
- You can still complete the inspection without GPS, but it may be flagged for review
Next Steps
- Create checklists and tool inspection schedules: Checklists
- Manage certificate types and inspector qualifications: Certificates
- Manage your fleet vehicles: Vehicle Management
- Report vehicle or tool issues: Maintenance