The importance of defect reporting and daily walkaround checks cannot be overstated for the transport industry, ensuring HGV’s, vans, coaches & minibuses are safe to operate not only protects other road users it also protects your business and your operator licence.

AssetGo daily check complete

Traditionally this reporting is undertaken using a paper-based system such as a defect book and some transport managers and operators have been reluctant to make the change to new digital systems, however, the reasons to change far outweigh any downsides.

Here are 8 reasons why taking your defect reporting paperless is the right move for your business:

  • Going paperless will save you time. With less paperwork to file, sort through and process, you’ll free up your precious time to be able to concentrate on more important tasks.
  • Saving time will in turn increase your efficiency & therefore save you money as you process & rectify defects more quickly.
  • Be in control. With a digital system such as AssetGo, you get access to an instant overview of your current fleet status. Being able to identify which vehicles have reported issues, which drivers are submitting reports on time and other key indicators can be viewed to help you stay on top of your operation. Take a look at our case studies to find out more about how this has helped operators such as Cargo Express and Breedon Group amongst others.
  • Peace of mind. By having a complete digital record & audit trail of all identified defects, you can be certain you’re running a safer, more compliant fleet. AssetGo not only gives you a comprehensive view of your daily checks, but it is also a complete fleet management system covering all aspects of your PMI checks, maintenance and driver records as well as cost analysis and other workshop scheduling.
  • Easy setup. You may think that switching to a digital defect reporting and daily walkaround checks system may be time-consuming and even a hassle, but with AssetGo that won’t be the case because we offer a hassle-free onboarding service, which includes adding all your drivers & assets, creating your checklists and ongoing training & support for you, your internal team. All this helps to ensure a smooth transition as quickly as possible.
  • By going paperless you’re reducing your carbon footprint and therefore helping the environment, which is a reason in itself.
  • With social distancing so important these days, protecting your drivers and other staff by eliminating paperwork & moving your defect reporting to a digital-based system
  • Lastly, we offer a free trial of AssetGo for you to see how it can work for your business, and how it can help increase your efficiency not only for your daily walkaround checks but for your overall fleet management and maintenance procedures

Find out more by calling one of our support team today on 03301 744244 or complete our online form and we will be in touch as soon as possible.

As a professional driver, be it a driver of an HGV, a Coach, Van, Car or Minibus, ensuring your vehicle is safe to drive is your legal responsibility not just for your safety but also other road users.

The DVSA recommends that a responsible person should always undertake a daily walk around check before taking a vehicle onto the road. This also applies when a 2nd user takes over the use of a vehicle during a shift change for example.

Carrying out a daily defect walk around check ensures that you as a driver can show your compliance with regulations in the event of a roadside check. If a driver takes a vehicle onto the road that has serious defects that affect the roadworthiness of that vehicle, the driver can be held equally responsible alongside the operator and may be fined or prosecuted.

In terms of HGV & LGV, the DVSA sets out a standard list of general checks that a driver should undertake each day in their Guide to Maintaining Roadworthiness. But for a majority of drivers there would be additional checks that their operator may require to be carried out – such as with specific load types, vehicle livery & cleanliness and additional requirements from other bodies such as FORS (who stipulate Fresnel lenses, left turn alarms etc as part of their accreditation). 

How AssetGo Daily Checks can help

This is where AssetGo can help drivers & operators alike with customisable checklists that can be created to suit any requirements. The customised driver’s daily checklist can be viewed within the AssetGo app and once completed the report is immediately sent back to the transport manager to be reviewed and any required repairs or issues can be actioned and tracked through to completion using the AssetGo workshop management suite of tools.

Find out more by getting a free trial of AssetGo here

Riverside Travel

Riverside Travel are a minibus & taxi operator based in Blandford Forum, Dorset.

Currently they have a fleet of 24 minibuses & taxi’s that they operate around the local area and beyond. To keep on top of their compliance they decided a daily checks app would be the way forward.

With three main types of vehicle, including standard Ford Tourneo & Transit minibuses, along with wheelchair accessible minibuses (including Mercedes Sprinter, Peugeot Boxer & Nissan NV 400’s) and other taxi vehicles, they needed a system that could allow them to have checklists to suit the specific needs of each vehicle.

wheelchair access

Asset Go was identified as the ideal solution with customised checklists for each asset type set up quickly and easily. For some vehicles they added additional checks outside the standard DVSA template including Hackney Licence, School Signs & Wheelchair Equipment.

Ryan Emby from Riverside Travel said “The benefit of using Asset Go over paper is less paperwork to file and also helps with drivers that work away from our base as they don’t have to travel back to base to hand in paperwork.”

Ryan also pointed out that because Asset Go is easy to customise, they have options to use it for other aspects of their day to day operating procedures, saying “I’m thinking we could potentially use the system to keep a record of the passengers we pick up. We do the same routes with the same passengers daily so we could mark whether the student has attended school that day/used our transport.”

He also has plans to implement the workshop maintenance side of the system in the future.

Asset Go is a great option for operators within the passenger transport industry, especially considering the large number of differing vehicles and accommodating the various needs of passengers safely & effectively. If you would like to find out more about how Asset Go can benefit you, your drivers & passengers please don’t hesitate to get in contact today and get an online demo & free trial.

Bulk Group Logo

Bulk Group are waste & recycling experts based in Penistone, South Yorkshire. They run a fleet of vehicles & plant machinery and are using Asset Go to perform their daily checks & manage their workshop & maintenance scheduling.

Because their fleet of assets includes various specialised equipment including JCB, Bobcats & Trommels as well as Tippers, it was clear that the standard daily walk around checklists specified by DVSA wouldn’t fulfill their operational requirements. Therefore, when specifying an electronic defect management system, it was imperative that unique, custom checklists could be created quickly & easily.

After looking at various systems on the market, Asset Go was chosen due to its easy to use drag & drop system that lets them create checklists to match their requirements exactly.

They were also impressed by the instant notifications and the way the system lets them keep track of any defects identified during their daily checks without time consuming paperwork.

Diane Carr from Bulk Group said “Things are updated instantly, I can keep a check on drivers start times, it’s quick and easy to find anything without getting folders out. I can add different records to system like Brake tests, LOLER records, tests etc. The system also works well as an asset register.. Quick and easy for anyone in office to use.

As well as our main vehicles, we can also carry out checks on our Operators licence, fork lifts, JCB , Trommel, Brokk, Bobcat, Fuchs and also Site checks. “

At Asset Go we know that not all fleets are the same and there is no one size fits all daily walk around checklist that works for everyone, especially within the waste management & recycling industry. If you would like to find out how Asset Go can help streamline your compliance procedures contact us today for an online demo & free trial.

HGV Daily Walk Around Checks

Professional HGV drivers control what can be a potentially dangerous vehicle. A vast majority of operators and conscientious drivers know that it is extremely important for them to take their responsibilities seriously and consider daily walk around checks a vital part of staying safe on the road.

The Driver Vehicle Standards Agency (DVSA)  require a ‘roadworthiness’ check before using your vehicle every time and failure to do so not only endangers the driver, but other road users as well. That is why failure to carry out daily checks can result in fines of up to £5,000 or, in the event of an accident, liability.

Asset Go has produced a handy infographic for drivers & operators alike to refresh their knowledge of what is required during an HGV daily check and you can get yourself a free copy by clicking here. The DVSA also has a comprehensive guide to HGV daily checks and roadworthiness is available here.

There are a number of essential checks that should be completed yet the DVSA understand that drivers are not workshop mechanics so daily defect checks are not as thorough as a Periodic Inspections (usually 6 weekly).

Checks to be aware of include:

Mirrors & Glass – Ensure there are no cracks and vision is not impaired.

Spray Suppression – Check that all spray suppression measures are secure and in working order

Markers – Make sure all markers and signage such as Blind Spot warnings are secure and visible.

Coupling Security – Ensure the vehicle is coupled securely to the load.

Lights & Indicators – Confirm all in full working order with no blown bulbs

Daily Checks Are A Legal Requirement

When performing your daily checks it is worth remembering that it’s a legal requirement and that you should allow a reasonable amount of time to perform the checks. These can be completed with the use of a defect book, but the most efficient way is with a smartphone app such as AssetGo – you can find out more about the benefits of the AssetGo system here.

AssetGo will record the time taken to carry out the checks and will also send a GPS located timestamp back to base when submitted. You also need to ensure that you set your digital tachograph to “other work” , which will record this info for your drivers hours records.

When no defects are found, if using a defect book you can file a nil defect report for your records. The AssetGo app will record a nil defect report automatically for you.

Asset Go Menu Screen
Reporting Defects

When defects are identified it is vital that you confirm the severity of the issue with your transport manager – and remember if the vehicle is deemed unsafe to drive is a crime and a huge risk for yourself & other road users. You leave yourself and the operator open to prosecution, fines and penalty points.

Best practice will be to also record information on the report such as your name, date, time, mileage and registration details (all of which are recorded on the AssetGo app as standard).

In the event that you are stopped for a roadside check by Police, Highways Agency or the DVSA, the information you record either in the defect book or on the app is your legal record of compliance and can also be used in the audit trail for any identified defect.

To summarise, daily HGV walk around checks help to ensure the safety of all road users. The best way to carry out these checks and have a full, end to end audit trail without all the messy paperwork is with the AssetGo system.