Overview

Heavy vehicle inspections are periodic inspections for certain vehicle types (such as heavy vehicles, buses, taxis and booked hire vehicles) to ensure they comply with minimum safety standards. Depending on your state, this may be known as an HVIS (Heavy Vehicle Inspection Scheme) inspection or a COI (Certificate of Inspection). When scheduling a vehicle for a heavy vehicle inspection, the mechanical team will often perform preparation tasks to ensure the inspection goes smoothly and the vehicle complies with the regulatory safety checks.

• Define the list of preparation tasks to be carried out before a heavy vehicle inspection via the Machinery Template.
• Specify the default checklist and description for those preparation tasks within the template.
• Schedule up front all the preparation tasks in one step when scheduling the heavy vehicle inspection.

Prerequisites

• Set up Checklists (optional)
• Set up Task Subcategories (optional).

Setting up the machinery template

The machinery template is the default list of tasks, their checklists and the description that will be used when they are scheduled along with the machinery inspection. To edit the template:

1. Navigate to Workshop → Configuration → Machinery Template.
2. From the Machinery Template page, click the edit button ✏️ at the top of the page.
3. Define the tasks within the template:

   • Add Task: Click ➕ Add Task to insert a new task into the template.

     • Select the job task type.

       ❕Note: The list of Job Tasks available in the dropdown menus comes from the Task Subcategories list. See Task Subcategories for how to define your own.

     • Select a checklist if required.

     • Enter or edit the description.

   • Delete Task: Click 🗑️ on the row you want to delete to remove that task from the template.

     ❕ Note: The machinery Inspection cannot be deleted.

   • Reordering Tasks: Use the arrows to reorder them according to priority or sequence. ❕ Note: The machinery Inspection cannot be reordered.

4. Click Submit to apply the changes.

Scheduling machinery inspections

1. Navigate to Workshop → Jobs → HV Machinery Schedule
2. Click the > button in the margin to the left of the calendar with the title HV Inspections Due to expand the list of upcoming inspections due.
3. Find the vehicle that you want to schedule the inspection for and click the calendar button (🗓️). This will open the Schedule Machinery window.
4. When the Schedule Machinery window opens, it will show a list of tasks that will be scheduled altogether. This list of tasks including their checklists and descriptions will have been pre-populated from the template but you can update this list as follows:
   1. Add more tasks to be scheduled for this vehicle by clicking the + Add Tasks link.
   2. Remove tasks that you don’t want to schedule for this vehicle by clicking the delete (🗑️) button next to the relevant row.
   3. Change the Job Task, Checklist and Description by selecting different values from their dropdown lists.
5. All tasks will need a scheduled start and end time entered.
   1. ❕ Note: All preparation tasks need to be scheduled before the machinery inspection task.
6. Click Submit to have new tasks created and scheduled for this vehicle.

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