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 will schedule the vehicle into workshop for 2 days, flagging it as unavailable for operations jobs.

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.

NHVR defects

When raising a defect from the main application, a new NHVR Defect? field is shown on the form. 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 reveal three additional fields:

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, active defects (status Acknowledged or Defect Created) are shown. Use the filter to view closed defects.
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. Navigate to Workshop → Defects and click the Unacknowledged Defects tile to filter for defects with status Defect Created.
2. From the Manage Defect page, select Close Defect Without Fixing from the Triple Dot Menu.
3. Provide a reason and click OK.

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

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 shows up to 20 unacknowledged defects (status Defect Created). Mechanics can:

• Click a defect to view its details
• Click Start Now to immediately begin work — 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 Close Defect Without Fixing from the Kiosk — this action requires access to 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