TruChecks is a mobile system for drivers to complete daily walk around vehicle inspections and defect reporting. TruChecks captures all the information required by DVSA inspectors and provides type specific and configurable checklists for all vehicle and trailers.

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Data is through email alerts and web-based reporting system, giving visibility and accurate vehicle defect management. Once a check form has been logged, it is automatically sent to the office to notify of problems. Forms are easily recalled for inspections and workshop maintenance.

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Managers can configure checklists along with the order of completion and expected time frame. Time-stamped reports are immediately available and are stored electronically.

To open the TruChecks application once you are logged into the TruControl website click on the TruChecks icon. This will change the page to the main TruChecks page.

When you first open the TruChecks application you will be taken to the check sheets page.

This page shows you the status of all checks carried out on your vehicles, you can see the Fleet name, Date of the check, template used, the drivers name, vehicle registration, the highest severity placed on any item in the check, if the check sheet was manually carried out (not completed on the device), if any images where taken and how long was taken to complete the Check sheet.

You can then sort and filter this data into any order that you require.

Each column can be sorted in to ascending or descending order by clicking on the column name, a small up or down triangle   will show the order currently showing. You can also filter the information displayed on the screen. To do this click on the  drop down icon in the column that you wish to filter then select the filter icon.

This will then display the following filter function box

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this then allows you to select from the drop down so that you can select the various sort functions (Contains / Does not Contain / Starts / Ends / Equal to / Not equal to). Once you select the sort function then fill in the search box below this with the data you wish to use for the sort, then click on Filter. The screen will then update to show the data that matches your filter options. 

Once you have filtered the data (if required) you can print the check sheet by selecting the PDF button  on the right-hand side of the check you are looking at. This will open a new page in your internet browser containing the data filled in on the check sheet, any pictures that may have been taken, comments made and the signature of the driver (if signed).

You can also select the View Details button if you only wish to view the check and not print it. (It should be noted that the view details function does not show the drivers signature).

This page also allows you to print a blank check sheet if you need to supply these to your drivers (agency staff who are only in for one day or a driver whose device is nonfunctional etc.).

Clicking on the  button will take you to a page where you can select the template that you wish to print.

Using the drop-down box select the template you wish to print and click on the Print PDF button. This will cause a new page in your internet browser to be opened and the PDF to be displayed so that you may print it. Once you have printed the PDF you may close this new page and you will be returned to the print blank check sheet page. Once you have printed all the check sheets you require select the Check Sheet tab from the menu (highlighted below) to return to the main page.

From the Checks Sheets page, you can add a manual check sheet, these are for when the driver does not have a phone (damaged/lost /stolen) or is an agency driver who does not have the TruChecks application.

To do this click on the Add Manual Check button  on the left-hand side of the page. The page will change to display the following Create Check Sheet window.

This allows you to use the drop-down box to select the template that was used for the manual check as well as selecting a different fleet (If you have multiple fleets under your control). Once you have selected the correct template clicking on the Create button  will start the process. Clicking on the Cancel button  will close the page and return you to the main Check Sheets page.

Once you have clicked on the Create button the page will change to allow you to enter the details from the manual check sheet.

There are several drop-down boxes to enable you to select the Device, Date and Time the check was started, the driver, vehicle, start Odo, location and check type.

To fill out a check sheet fill in all the boxes shown above before you fill in the Check Item actions from the manual check sheet.

If you have changed the names of the devices (see Device later in the guide) then you will be able to select the specific device that should have been used for the check if you have not, then leave the selection on the pre-selected device.

Clicking on the Calendar icon in the Date Started Box  will cause a drop down to appear allowing you to select the date, once this has been selected you can then click on the time icon and select the time the check was started.

Clicking on the driver’s name will cause a drop down with all your drivers to appear if you type part of the surname the list will move to the relevant name. Once you select the name the drop down will disappear, and the driver's name selected will show in the box.

Clicking on the vehicle registration will cause another drop down to appear listing all your vehicles again you can type part of the registration to move quickly to it. Once you select the correct vehicle registration the drop down will disappear, and the registration selected will show in the box.

Next, enter the Odo value and the location of the check (all this information will be on the manual check sheet).

Clicking on the check type will cause a drop down with all different check types that have been created (see templates) to appear, selecting the relevant type will close the drop down and display the selected one.

You can now fill in the check items with either a Pass (default selection), Advisory, Fail or Not Applicable. (You must enter comments to complete an Advisory or Fail question).

When you are filling out the Check Items any guidance placed against that check item will be displayed.

Comments can be typed into the relevant section for each check item.

At the very bottom of the checklist is an additional comments section that can be filled in if required. At any time, you can click on the Cancel button to be returned to the Check Sheet page. The save changes button  will allow you to save the check as far as you have completed if you need to leave and return to it later. The “Mark As Complete” button  will not highlight until the Odo value has been entered. (When a manual check is marked as complete no further changes are possible).

When you have clicked on Save Changes the page will save the details and stay on the same page. When you click “Mark As Complete” button the page will automatically close and return you to the main TruChecks page.

Check Sheet Summary Packs

Once you are back at the Check Sheets page another function is the ability to create a check sheet summary pack.

A check sheet summary pack can be used to create a PDF that lists all the checks carried out on a vehicle for a specific date range. This may be required by (but is not limited too) your engineering team, vehicle hire firm or local DVSA representative.

To start this process, click on the Check Sheet Summary Pack button   on the right-hand side of the screen.

This will cause a new page in your internet browser to be opened and the following selection screen to be displayed.

From here you can select the Date from and Date to that you wish to include in the pack if you have multiple fleets you can select the correct fleet from here. Once you have selected the correct fleet (it will default to the correct fleet if you only have one fleet) you can select the single vehicle that you wish to create the pack for.

You can also include (Default setting) or exclude a summary page from the report that will show a quick overview of the checks contained in the pack.

Once you have clicked on the Generate button  the page will change to show the created pack. This enables you to view all the details before you save or print the details. (Each vehicle that you need a pack for will require selecting and creating separately).

The summary page of the pack shows the date, if a check was carried out, the name of the person who completed the check and the highest severity recorded on each check, it also shows if there was an Advisory or VOR if this has been rectified (see Check Sheet Action Items)

You can also select the check sheet in the left-hand menu on the report and view the individual check sheet and all details.

The menu bar at the top of the screen allows you to move around the pages, print, export and zoom if required.

The export button  will cause a drop down to appear allowing you to select the type of file you wish to create, these options are Acrobat (PDF) File, TIFF File, Web Archive and XPS Document.