Overview

Defects are used to alert the workshop team when maintenance or repair work is required on an asset. They can be raised from multiple places in Central-Ops: the main application, the fleet tablet, the Driver's Kiosk, and the Mechanics Kiosk.

• Use defects to track issues found on assets that require workshop attention.
• Defects can be raised by anyone who interacts with Central-Ops.
• Triage defects to remove duplicates or issues deemed not necessary.
• Record issues found during machinery inspections as machinery defects.
• Record roadside inspection defects from the NHVR using the NHVR Defect fields.

Raising a defect

From the Operations or Workshop module

1. From the Operations or Workshop tile page, under Top Tasks select Raise a Defect.

2. Select the vehicle and enter the defect description.

3. Set Mark Vehicle Out Of Service to Yes if the vehicle should be kept off the road until the workshop can fix the problem.

   ❕Note: Setting this to Yes books the vehicle into the workshop for two days from now, flagging it as unavailable for operations jobs. If that would end on a weekend it runs to Monday, and if it would end before midday it runs to midday. A defect marked out of service cannot be closed from the defect without fixing.

4. Reported By name and date default to the current user and date but can be changed if raising on behalf of someone else.

5. If this defect relates to an NHVR roadside inspection, see the NHVR defects section below.

6. Click Submit to save.

From a vehicle's tablet

1. Open the menu using the ☰ button in the top left.

2. Tap Raise Defect, then tap Add Defect in the top right.

3. Enter the description and tap Submit.

   ❕Note: The asset is automatically set to the vehicle the tablet is signed into. Reported By defaults to the logged-in driver.

From the Mechanics Kiosk

1. Select Raise Defect from the top-left menu.

2. Select the asset and enter the defect description.

3. Click Submit.

   ❕Note: Reported By defaults to the logged-in mechanic.

From the Driver's Kiosk

1. Select Raise Defect from the top-right menu.

2. Select the vehicle and enter the defect description.

3. Click Submit.

   ❕Note: Reported By defaults to the logged-in driver.

From a task

A defect found while working on a task can be recorded on the task itself. Open the task, click Edit, click Add Defect in the task's Defects section, fill in the line and click Submit. Each line becomes a new defect, with its own linked task.

• On a Machinery Inspection task, the Defects section records machinery defects: HVI Machinery Defect, Description, Severity and Completed By.
• On any other task, the Defects section records new defects found during the work: Description and Reported By.

NHVR defects

When raising a defect from the Workshop module, the form shows an NHVR Defect? field. It is not on the form opened from Operations. This supports recording defects that arose from a roadside inspection conducted by the NHVR (National Heavy Vehicle Regulator) outside of a formal machinery inspection.

Set NHVR Defect? to Yes to show three more fields. Reported By is then set to "NHVR Inspection". The NHVR fields cannot be changed once the defect is saved.

These fields allow you to record the full details of an NHVR roadside defect against the asset for compliance and audit purposes, even when the defect was not identified through the normal machinery inspection workflow.

❕Note: NHVR Defect recording was added in 2025.

Viewing and actioning defects

Viewing defects

1. Navigate to Workshop → Defects. By default the list shows defects with the status Defect Created. Use the filter to view Closed defects. A defect has only these two statuses; Acknowledged is a separate Yes/No.
2. Click the Defect Number to open the Manage Defect page.
3. The right-hand tabs show related information:
   • Related Tasks: recent tasks for this asset
   • Related Defects: recent defects for this asset
   • Linked Tasks: tasks created to resolve this defect
   • Activity: log of all changes

Closing defects without fixing

For duplicate defects or issues that don't require workshop attention:

1. On the Workshop page, click the Unacknowledged Defects tile to list defects that are still Defect Created and not acknowledged.
2. From the Manage Defect page, select Close Defect Without Fixing from the Triple Dot Menu.
3. Enter a reason under Please provide a reason: and click Ok. Closing the defect also cancels its linked task.

❕Note: This option is also available inline from the Defects list page.

❕Note: Close Defect Without Fixing is not offered for a defect marked out of service, on the defect page or in the list.

Acknowledging defects

From the Manage Defect page, select Acknowledge Defect from the Triple Dot Menu. This is also available from the Defects list page inline Triple Dot Menu.

Acknowledging defects from the Mechanics Kiosk

The Kiosk home page lists Last 20 Unacknowledged Defects: it takes the depot's 20 most recent defects and shows the ones not yet acknowledged, so it can show fewer than 20. Mechanics can:

• Click a defect to view its details
• Click Start Now to begin work straight away. This acknowledges the defect, sets the linked task to In Progress, assigns the logged-in mechanic, and schedules a 15-minute job commencing immediately

❕Note: Mechanics cannot use Close Defect Without Fixing from the Kiosk. It is available only in the main application.

Resolving defects

When a defect is raised, a future task is automatically created and linked to it. The task is where labour and parts used to resolve the issue are recorded.

1. From the Manage Defect page, open the Linked Tasks tab to view the linked task.
2. Click the Task Number to open the Manage Task page.
3. Select Schedule This Task from the Triple Dot Menu.
4. Choose Attach to Existing Job (adds to a scheduled job for this asset) or Create New Job (enter date/time).
5. Click Schedule.

When the task is completed, the linked defect status is automatically updated to Closed.

❕Note: While the task has Future status, you can still close the defect without fixing by selecting Close Task and Defect Without Fixing from the Manage Task page. This closes the defect and cancels the task at the same time.

In This Topic

Related Topics

Assets

Asset Damage Reports

Using the Mechanics Kiosk