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StationOne Documentation

How to Conduct an Inspection

This guide walks you through conducting an inspection using StationOne’s template-based inspection system.

Prerequisites

Section titled “Prerequisites”
  • Access to StationOne
  • Permission to conduct inspections
  • Vehicle or equipment to inspect
  • Inspection template (created by admin)

Steps

Section titled “Steps”

1. Start New Inspection

Section titled “1. Start New Inspection”

From Vehicle/Equipment Page

Section titled “From Vehicle/Equipment Page”
  1. Navigate to Vehicles or Equipment
  2. Click on the vehicle/equipment to inspect
  3. Click New Inspection button
  4. Select template from dropdown
  5. Click Start Inspection

From Scheduled Inspection

Section titled “From Scheduled Inspection”
  1. Navigate to Dashboard or Inspections
  2. Find scheduled inspection (due or overdue)
  3. Click Conduct Inspection
  4. Template pre-selected from schedule

From Public QR Code

Section titled “From Public QR Code”
  1. Scan QR code on vehicle/equipment
  2. Enter your name or select from list
  3. Template pre-selected
  4. Start inspection

2. Work Through Sections

Section titled “2. Work Through Sections”

The inspection is organized into sections. Work through each section systematically.

Section Navigation

Section titled “Section Navigation”
  • Sections appear in order
  • Click section heading to expand/collapse
  • Complete all items in a section before moving to next
  • Progress indicator shows completion status

3. Complete Inspection Items

Section titled “3. Complete Inspection Items”

Each item requires a response based on its type:

Pass/Fail Items

Section titled “Pass/Fail Items”
  • Select Pass or Fail
  • If fail, add comment explaining issue
  • Failed items auto-generate maintenance actions

Yes/No Items

Section titled “Yes/No Items”
  • Select Yes or No
  • Add optional comment for context

Present/Missing Items

Section titled “Present/Missing Items”
  • Select Present or Missing
  • Missing items auto-generate actions

Quantity with Expiry

Section titled “Quantity with Expiry”
  • Enter quantity in first field
  • Enter or select expiry date in second field
  • System warns if below expected quantity or near expiry

Expiry Date

Section titled “Expiry Date”
  • Enter or select expiry date
  • System warns if within 30 days of expiry or already expired

Photo Items

Section titled “Photo Items”
  • Click Take Photo or Upload Photo
  • Take photo with device camera or select file
  • Multiple photos can be added
  • Photos attached to inspection record

Signature Items

Section titled “Signature Items”
  • Click Sign
  • Draw signature with mouse or touch
  • Click Save Signature
  • Typically used for inspector sign-off

Slider Items

Section titled “Slider Items”
  • Drag slider to appropriate value
  • Range typically 1-10
  • Add optional comment

Number Items

Section titled “Number Items”
  • Enter numeric value
  • Add optional comment
  • Example: Odometer reading

Text Items

Section titled “Text Items”
  • Enter free-form text
  • Use for notes, observations, descriptions

Date Items

Section titled “Date Items”
  • Enter or select date
  • Calendar picker provided

4. Save Draft (Optional)

Section titled “4. Save Draft (Optional)”

Save progress without completing:

  1. Click Save Draft button
  2. Responses saved to database
  3. Resume later from vehicle/equipment page
  4. No scoring or actions generated until completion

5. Complete Inspection

Section titled “5. Complete Inspection”

When all items are answered:

  1. Review responses for accuracy
  2. Click Complete Inspection button
  3. Confirm completion

6. Inspection Processing

Section titled “6. Inspection Processing”

After completion, the system automatically:

Calculates Score

Section titled “Calculates Score”
  • Counts scorable items (pass/fail, present/missing)
  • Calculates pass percentage
  • Pass threshold: 80% of scorable items
  • Displays PASS or FAIL result

Generates Actions

Section titled “Generates Actions”

Creates actions for:

  • Failed pass/fail items
  • Missing present/missing items
  • Expired or near-expiry items
  • Low quantity items

Each action includes:

  • Item description and location in checklist
  • Inspector reference
  • Link to inspection
  • Status: Open

Updates Schedule

Section titled “Updates Schedule”

If inspection was scheduled:

  • Marks schedule as completed
  • Calculates next due date based on frequency
  • Updates dashboard indicators

Sends Notifications

Section titled “Sends Notifications”

If public inspection:

  • Emails brigade admins
  • Includes inspection summary
  • Links to inspection details

7. View Results

Section titled “7. View Results”

After completion:

  • Inspection summary displayed
  • Score and pass/fail status shown
  • List of actions created
  • Photos and signatures preserved

Tips

Section titled “Tips”

Before Starting

Section titled “Before Starting”
  • Have vehicle/equipment in front of you
  • Review checklist before starting
  • Gather any needed tools or references
  • Allow adequate time (check template expected duration)

During Inspection

Section titled “During Inspection”
  • Be thorough and honest
  • Take clear photos showing condition
  • Add comments for context, especially on failures
  • Save draft if interrupted
  • Ask for help if unsure about an item

Photo Quality

Section titled “Photo Quality”
  • Use good lighting
  • Capture clear, focused images
  • Show context and detail
  • Multiple angles if needed
  • Photos are evidence for actions

Comments and Notes

Section titled “Comments and Notes”
  • Explain failures clearly
  • Note what needs repair
  • Reference parts or locations
  • Help maintenance team understand issue

Signature Items

Section titled “Signature Items”
  • Sign in designated signature boxes
  • Used for accountability
  • Typically at end of inspection
  • Required for completion

Common Inspection Types

Section titled “Common Inspection Types”

Daily Pre-Shift Check

Section titled “Daily Pre-Shift Check”
  • Quick safety verification
  • Pass/fail items for critical systems
  • Photo evidence of issues
  • Typically 5-15 minutes

Weekly Detailed Inspection

Section titled “Weekly Detailed Inspection”
  • More comprehensive checklist
  • Includes consumables and expiry items
  • Equipment functionality tests
  • Typically 30-60 minutes

Monthly Maintenance

Section titled “Monthly Maintenance”
  • Detailed system checks
  • Quantity verifications
  • Preventive maintenance items
  • Typically 1-2 hours

Annual Compliance

Section titled “Annual Compliance”
  • Full regulatory checklist
  • Documentation items
  • Signatures and certifications
  • Can take several hours

Common Issues

Section titled “Common Issues”

Can’t Find Template

Section titled “Can’t Find Template”

If no templates appear:

  • Check with admin that templates exist
  • Verify template is active
  • Ensure template appliance type matches vehicle
  • Check template equipment category matches equipment

Inspection Won’t Save

Section titled “Inspection Won’t Save”

If save fails:

  • Check internet connection
  • Verify all required items answered
  • Try saving draft first
  • Contact admin if problem persists

Photo Won’t Upload

Section titled “Photo Won’t Upload”

If photo upload fails:

  • Check file size (large files may timeout)
  • Verify internet connection
  • Try different photo
  • Reduce photo resolution if needed

Lost Progress

Section titled “Lost Progress”

If inspection interrupted:

  • Look for draft on vehicle/equipment page
  • Drafts auto-saved periodically
  • Resume from last saved state
  • If lost, may need to restart

After Inspection

Section titled “After Inspection”

Review Actions

Section titled “Review Actions”

Check generated actions:

  1. Navigate to Actions
  2. Review actions from your inspection
  3. Assign if you have permission
  4. Add due dates and priority

Check Schedule

Section titled “Check Schedule”

Verify schedule updated:

  1. View vehicle/equipment inspection schedules
  2. Confirm next due date updated
  3. Calendar reflects new schedule

Follow Up

Section titled “Follow Up”

On failed inspections:

  • Notify relevant personnel
  • Ensure actions are assigned
  • Track progress on repairs
  • Plan for re-inspection if needed
Section titled “Related Guides”