Service Plan Inspections

Table of Contents: 

• Overview
• Benefits of Service Plan Inspections
• Creating an Inspection Template
• Assigning Templates to a Service Plan
• Using Inspections in Work Orders
• Troubleshooting Tips 

Overview

This Service Plan Inspections feature allows users to create standardized inspection templates, associate them with service plans, and complete inspections during work order execution. This feature supports both manual inspection assignment and automated triggering through preventative maintenance schedules.

Benefits of Service Plan Inspections

• Reusable Templates: Create structured, section-based inspection templates for repeat use.
• Automation Ready: Assign inspections to service plans to trigger automatically via hours, mileage, or time.
• Streamlined Workflow: Complete inspections as part of work order execution, either manually or automatically.
• Photo & Compliance Enforcement: Enable you to document steps and photos to ensure accountability and documentation.

Creating an Inspection Template

1. Access Template Builder
   1. Go to: Profile → Service Plan Management → Mechanic Inspections
   2. Click Create Template
   3. Name your template descriptively (e.g., 200 Hour Service)
2. Configure Sections
   1. Click Add Section
   2. Enter a section name (e.g., Brakes, Windshield)
   3. Add multiple sections as needed
3. Add Inspection Steps
   1. Within each section, click Add Step
   2. Configure the following:
      1. Step Name (required)
      2. Response Type: Pass/Fail, Yes/No, Text, Number, or Date
      3. Required Step toggle (optional)
      4. Photo Required toggle (optional)

Things to Keep in Mind When Creating Templates 

• You’ll need to be a shop manager or owner to create templates
• Each template must have a unique name (no duplicates)
• Every template needs at least one section
• Each section must include at least one inspection step

Assigning Templates to a Service Plan

1. Navigate to Service Plans

1. Select an existing plan or create a new one
2. Open plan configuration

2. Add Inspection Requirement

1. Click Add Service Inspection
2. Choose a template from the list
3. Set triggering criteria such as:
   1. Hours, miles, or time intervals
   2. Equipment type restrictions

Keep in mind that when assigning templates to a service plan, you must use an active service plan, a valid inspection template, and apply it to compatible equipment types.

Using Inspections in Work Orders

1. Manual Addition

1. Open the work order
2. Click Add Inspection
3. Choose the template
4. Save to the work order

2. Complete the Inspection

1. Access the inspection from the work order
2. Fill out all required steps.
   1. Note: If all required steps are not filled out inspection will show as incomplete on the work order page. If inspection is incomplete on the work order page, the work order cannot be submitted until all required steps of the inspection are completed.
3. Add photos or comments if prompted
4. Submit the inspection

3. Automated Workflow

1. System checks service plan criteria via telematics or Visual Dispatch or Rapid Works ERP
2. Alerts appear on the dashboard
3. Alert can be converted to a work order
4. Assigned personnel are notified

Troubleshooting Tips

If you run into issues while submitting an inspection:

• Make sure all required fields are filled out. Missing responses will stop you from submitting the work order.
• Failed inspection steps might lead to extra tasks. The system could assign follow-up work if something doesn’t pass.
• Everything is recorded for tracking. Your answers are saved to keep a record of what was done and when.