Inspection Templates

Inspection Templates define the structure and content of inspections, allowing you to create customised checklists for different types of vehicles and equipment.

Overview

Templates provide:

• Structured sections and subsections
• Multiple item types (pass/fail, photos, signatures, etc.)
• Automatic scoring and action generation
• Reference images for guidance
• Version control
• Public access via QR codes

Template Structure

Templates are organised hierarchically:

Template
├── Section 1 (e.g., "Engine & Transmission")
│   ├── Item 1 (e.g., "Engine oil level - pass/fail")
│   ├── Item 2 (e.g., "Coolant level - quantity_with_expiry")
│   └── Subsection 1 (e.g., "Fluids")
│       ├── Item 3
│       └── Item 4
│       └── Subsection 1.1 (e.g., "Coolant System")
│           ├── Item 5
│           └── Item 6
└── Section 2 (e.g., "Safety Equipment")
    ├── Item 7
    └── Item 8

Sections

Top-level groupings for organising inspection items:

• Title: Section name (e.g., “Engine Checks”, “Safety Equipment”)
• Items: List of inspection items
• Subsections: Nested groups for further organisation — subsections can themselves contain child subsections, to any depth, for grouping detail within an already-grouped area

Items

Individual inspection points with configurable properties:

• Label: Question or item description
• Type: Item type (see Item Types)
• Scoring: Whether item contributes to pass/fail score
• Expected quantity: For quantity-based items
• Reference image: Optional guidance photo

Item Types

Templates support 11 different item types:

Binary Types

pass_fail

• Binary pass/fail response
• Optional comment field
• Scoring: true (contributes to score)
• Auto-generates action on failure

yes_no

• Binary yes/no response
• Scoring: optional
• Use for presence checks

present_missing

• Binary presence check
• Scoring: true
• Auto-generates action when missing

Quantity & Expiry Types

quantity_with_expiry

• Dual fields: quantity + expiry date
• Expected quantity threshold
• Flags low quantity or near-expiry items
• Example: “Water in coolant: 50L, expires 2024-12-31”

expiry_date

• Single expiry date field
• 30-day warning threshold
• Auto-generates action when expired or near expiry

Media Types

photo

• Photo capture via camera or upload
• Active Storage integration
• Multiple photos per item supported

signature

• Digital signature capture
• Stores signature URL
• Commonly used for inspector sign-off

Input Types

slider

• Numeric range (e.g., 1-10)
• Visual slider interface
• Optional comment field

number

• Numeric input
• Optional comment field
• Validation for numeric values only

text

• Open text field
• Free-form response
• Use for notes or descriptions

date

• Date picker
• Calendar interface
• Stores date value

Template Features

Versioning

Templates support automatic versioning:

• First use: Template snapshot taken on first inspection
• Editing in use: Creates new version instead of modifying
• Version linking: New version links to parent via parent_template_id
• Historical integrity: Old inspections reference original template structure

Appliance Type Filtering

Templates can be restricted to specific vehicle types:

• Filter by appliance type (4WD, A-class, B-class, etc.)
• Only compatible templates shown when creating inspection
• Ensures relevant checklists for each vehicle

Equipment Category Filtering

Templates can target equipment categories:

• Filter by equipment type
• Relevant templates for different gear types

Public Access

Templates can be shared publicly via QR codes:

• Toggle public access: Generate unique secure token
• QR code: Links to public inspection form
• Public URL: new_public_inspection_path(token)
• No authentication: Anyone can conduct inspection
• Email notifications: Admins notified on completion

Reference Images

Attach guidance photos to items:

• Visual examples of correct conditions
• Help inspectors identify issues
• Attached via Active Storage
• Displayed during inspection

Follow-Up Questions

Items can define follow-up questions that only appear when the parent item’s response matches a specific trigger condition — avoiding clutter for the common case while still capturing extra detail when something needs it:

• Binary/choice items (yes_no, pass_fail, present_missing, radio, dropdown) trigger off a specific answer value (e.g. “Fail”, “Missing”, a specific radio option)
• Quantity items (number, quantity_with_expiry) trigger off a threshold instead — “quantity below expected” or “expiring soon” (within 30 days)
• A follow-up can itself have follow-ups, nested to any depth
• Resolves parent action: a follow-up can be marked to automatically suppress the parent item’s auto-generated action once answered satisfactorily (e.g. a “Replacement ordered?” follow-up resolving a “missing” parent)

See Add Follow-Up Questions for the full workflow.

CSV Import & Export

Templates can be built or updated from a spreadsheet instead of the visual editor:

• Import: Download a sample CSV, fill in sections/items, and import to generate a template instantly
• Export: Download any template’s current structure as CSV
• Update via CSV: Re-importing an edited CSV against an existing template always creates a new version — the current version stays linked to its existing inspections
• Nested subsections and follow-up questions are both representable in the CSV format

See Importing Templates from CSV for column reference and the full workflow.

Template Lifecycle

1. Create Template

Define structure:

• Add sections and subsections
• Configure items with types and labels
• Set scoring flags
• Attach reference images
• Specify appliance type or equipment category

2. Activate Template

Mark template as active:

• is_active = true
• Shows in template selection UI
• Available for inspections

3. Use Template

Inspections use template structure:

• First use snapshots template
• Subsequent edits create new versions
• Old inspections preserve structure

4. Edit Template

Modify template:

• No inspections: Edit in place
• Has inspections: Creates new version
• Previous version can be deactivated

5. Archive Template

Deactivate old versions:

• is_active = false
• Hidden from template selection
• Historical inspections unaffected

Scoring Configuration

Templates define scoring behavior:

• Scorable items: Flag items that contribute to pass/fail
• Pass threshold: 80% of scorable items must pass
• Auto-calculation: System calculates score on completion
• Action generation: Failed items create actions automatically

Expected Duration

Templates can specify expected inspection time:

• expected_duration_minutes field
• Helps plan inspection schedules
• Tracks actual vs expected duration
• Identifies slow or complex inspections

Best Practices

Organising Sections

• Group related items together
• Use subsections for detailed areas
• Keep sections focused (5-10 items max)

Choosing Item Types

• Use pass_fail for critical safety items
• Use present_missing for required equipment
• Use quantity_with_expiry for consumables
• Use photo for visual documentation

Scoring Items

• Mark critical safety items as scorable
• Keep non-critical items as non-scorable
• Balance between strict and lenient scoring

Reference Images

• Add reference images for complex items
• Show examples of pass and fail conditions
• Use clear, well-lit photos

Related Features

• Inspections - Conduct inspections using templates
• Vehicles - Assign default templates to vehicles
• Equipment - Assign templates to equipment
• Inspection Schedules - Schedule recurring template-based inspections