How to Implement Digital Vehicle Walkaround Checks

Paper walkaround check sheets are the traditional approach, but they have significant drawbacks: they can be lost, damaged, or left at the depot; they are difficult to search through when DVSA asks for evidence; and there is no way to verify when or where a check was completed.

Digital walkaround checks solve these problems. Every check is stored permanently with a timestamp, the driver's identity, and the vehicle. If a defect is found, a photo can be attached. And when DVSA asks for walkaround evidence, you can produce it instantly rather than searching through a filing cabinet.

When choosing a digital walkaround check system, look for:

• Vehicle-specific templates: HGV and PSV vehicles have different inspection points. The app should offer templates tailored to each vehicle class.
• Photo capture: Drivers should be able to photograph defects directly within the check, with photos attached to the defect record.
• Instant defect reporting: When a defect is found, it should be logged in the system immediately so workshop staff are notified.
• VOR status: If a safety-critical defect is found, the app should allow the vehicle to be marked off-road so it cannot be allocated to jobs.
• Permanent storage: Every check — pass or fail — should be stored against the vehicle for audit purposes.

Implementing digital walkaround checks requires buy-in from drivers. Here is a practical approach:

1. Choose your check template — use the built-in HGV or PSV template, or customise it to match your operation.
2. Install the app on drivers' phones — FleetForge's driver app is available on iOS and Android.
3. Train drivers on completing checks — show them how to work through the checklist and capture photos of defects.
4. Set expectations for check frequency — configure whether checks are required daily, per job, or at a set interval.
5. Review check completion — use the dashboard to monitor which drivers are completing checks and which are not.

Digital walkaround checks create a permanent compliance record. Every check is stored with the date, time, driver, vehicle, and result. If a defect was found, the defect record — including photo, description, and repair sign-off — is linked to the check.

This data feeds directly into your DVSA audit pack. When an inspector asks "When was this vehicle's last walkaround check?" or "What defects have been reported on this vehicle?", you can answer instantly from FleetForge.