Inspections

The Inspection system is the core of StationOne’s preventive maintenance capabilities, allowing you to conduct detailed checks on vehicles, equipment, and assets.

Overview

Inspections in StationOne:

Use customisable templates with multiple item types
Auto-calculate pass/fail scores (80% threshold)
Generate maintenance actions automatically
Support photos, signatures, and detailed responses
Track inspector and review status
Integrate with inspection schedules

Inspection Types

By Asset Type

Vehicle Inspections

Pre-shift daily checks
Periodic maintenance inspections
Equipment functionality tests

Equipment Inspections

Tools and safety gear
Vehicle-mounted equipment
Standalone assets

Hydrant Inspections

Simplified binary checks (see Hydrants)
Public participation via hydrant runs

By Inspector Type

Internal Inspections

Conducted by authenticated brigade members
Full user tracking and accountability

Public Inspections

Conducted via QR code access
Name entry for non-authenticated users
Email notifications to admins

Inspection Workflow

1. Create Inspection

Select the vehicle or equipment and choose a template:

From scheduled inspection (linked to schedule)
Ad-hoc inspection (one-off check)

2. Conduct Inspection

Work through the checklist sections:

Answer questions based on item type
Capture photos where required
Add signatures
Save draft responses automatically

3. Complete Inspection

Submit the final inspection:

Timestamp recorded
Score automatically calculated
Actions auto-generated for failures
Schedule updated (if scheduled inspection)

4. Review (Optional)

Some inspections may require supervisor review:

Pending review status
Approve or reject with feedback
Additional actions can be created

Inspection Item Types

Templates support various item types:

Type	Description	Example
pass_fail	Binary pass/fail with optional comment	”Brakes functional”
yes_no	Binary yes/no response	”Fire extinguisher present”
present_missing	Binary presence check	”First aid kit present”
quantity_with_expiry	Dual fields for quantity and expiry	”Water in coolant: 50L, expires 2024-12-31”
expiry_date	Single expiry date (30-day warning)	“Fire extinguisher expiry”
photo	Photo capture	”Engine compartment photo”
signature	Digital signature	”Inspector signature”
slider	Numeric range (1-10)	“Tire tread depth”
text	Open text field	”Additional notes”
number	Numeric input	”Odometer reading”
date	Date picker	”Last service date”

Scoring & Pass/Fail

Inspections are automatically scored:

Scorable items: Items that contribute to pass/fail (typically pass_fail, present_missing, yes_no)
Pass threshold: 80% of scorable items must pass
Calculation: passed_items / total_scorable_items × 100
Result: Inspection marked PASS or FAIL

Automatic Action Generation

Failed inspection items automatically create Actions:

Failures: pass_fail items that fail
Missing items: present_missing items marked missing
Expired items: expiry_date items past threshold (30 days)
Low quantity: quantity_with_expiry below expected quantity

Each action includes:

Reference to inspection and specific item
Section and item labels
Status workflow (open → in_progress → resolved → closed)
Assignment capability

Photo & Signature Attachments

Inspections support rich media:

Photos: Active Storage integration, tied to response keys
Multiple photos: Can attach multiple photos per item
Signatures: Digital signature capture stored as URL
Retrieval: Photos accessible via Inspection.photo_for(response_key)

Draft Saving

Inspections can be saved as drafts:

Auto-save during inspection
Resume later
No scoring or action generation until completion

Inspection History

All inspections are permanently stored:

View past inspection results
Compare scores over time
Track trends and patterns
Audit trail for compliance

Templates - Configure inspection checklists
Inspection Schedules - Set up recurring inspections
Actions - Manage maintenance tasks
Vehicles - Vehicle inspection management
Equipment - Equipment inspection management