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Vehicle Inspections / Vehicle Condition Reports

Reference Number: AA-01015 Views: 19460 Created: 2016-01-19 14:14 Last Updated: 2019-11-08 07:32 0 Rating/ Voters

Vehicle Inspection

Create an inspection template

Open an inspection sheet for a vehicle

View, edit and delete existing inspections


Vehicle Inspection

Rental Car Manager's Vehicle Inspection feature allows you to conduct paperless vehicle inspections using your tablets, mobile phones or computers. 

The Vehicle Inspection feature is not available by default, if you are interested in this feature please contact us at to request pricing and the installation of the feature.

Types of Vehicle Inspections / Vehicle Condition Reports

We have two versions of inspection sheets available.  When we set up Vehicle Inspections inside RCM, you will need to let us know which of the following versions you would like to use in your system.

The main differences between the two versions are around how vehicle damage is recorded:

1.   If you prefer to record damage to the vehicles using a clickable diagram, choose our interactive diagram version. This version will record damage against a diagram, and damage will be carried over for each vehicle to the next inspection.  Below is the damage portion of the inspection sheet.  Note that the diagram itself and the damage types are customisable.  Damage recorded here will carry through to the next inspection for this vehicle until an operator removes damage (by clicking again on the damage icon).

Interactive Damage Diagram version

2. If you prefer a strong integration with RCM's Damage Management system, choose our damage management version.  This version allows you to add new damage records from the inspection sheet, and also upload photos.  It does not use an interactive damage diagram.  Below is the damage recording section of this type of inspection sheet.  Here you can see you can add a new damage record (at right), and upload (1) or view (2) photos of the damage.  These damage records will carry through to the next inspection for this vehicle, until they are marked as repaired.

Damage Management Integration version


No matter which version you decide to use, the first step in getting inspections up and running is to create some Inspection Templates for specific vehicle types.  This will be described in the next section.

Create an inspection template 

Once RCM staff have set up your system to use the paperless Vehicle Inspections, the first thing to do is create a Vehicle Inspection Sheet (Template). 

To create a new Vehicle Inspection Sheet you must first visit the Vehicle Inspection Sheets page (System Setup > Vehicle Inspection Sheets). From the Vehicle Inspection Sheets page you can click the “New Vehicle Inspection Sheet” button or the “New Inspection Sheet” tab (see below).


Click “New Inspection Sheet”


This will open the New Inspection Sheet page where you can set up your new inspection sheet (see picture below)

New Inspection Sheet page

  1. Define the name of the inspection sheet - this will appear at the top of your inspection sheet.
  2. Select the vehicles this sheet will apply to - You can set up different inspection sheets for different vehicle types, which will allow you to define different checklist items for each.
  3. We have a few different vehicle diagram types that you can use for damage recording - click "Choose One of Our Diagrams" to see if one of these will suit your vehicle types.  Otherwise you can upload your own diagram.
  4. For the clickable damage diagram version only - define in this section which types of damage you would like to record on the diagram.  You can have a maximum of seven damage types, leave a textbox empty if it is not required.
  5. Add your checklist items here for the sheet (e.g. Headlights working, Tyre pressure check etc.).  There is no limit to the number of checklist items you can add.


Once you have setup your new inspection sheet click “Submit” to save the sheet.


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Open an inspection sheet

You may open the inspection sheet for a vehicle through the Vehicle Activity Report or the Vehicle Inspections page.

To inspect a vehicle through the Vehicle Activity Report first navigate to the Vehicle Activity Report page (Reports > Vehicle Activity Report).

Once you are on the Vehicle Activity Report page view the vehicles you want to inspect by filtering the location, date range and category (see Fig. 3).


Fig. 3. Filter Vehicle Activity Report


Once your vehicles have loaded in the activity report click “New Inspection” in the Status column for the vehicle you want to inspect (see Fig. 4).


Fig. 4. Click “New Inspection”


This will open the inspection sheet you have created for this vehicle (see Fig. 5).


Fig. 5. Inspection sheet

A. Check off items that you have defined that are working or present

B. Enter the number of kilometres the vehicle has done

C. Enter the date or number of kilometres until the vehicles next service

D. Select the fuel level of the vehicle

E. Set whether the vehicle is ready to rent or not

F. Click the link to add a new damage record (see here (hyperlink)

Click the binocular icon to view the associated picture of the damage

Click the + icon to upload a picture of the damage

G. Select the damage area (area of car, e.g. bonnet) 

Select the type of damage (e.g. dent)

Enter a description of the damage


Once the inspection has been completed you can click “Save” to save the inspection sheet or click “Print” to open a print friendly version of the sheet.


To open the inspection sheet from the Vehicle Inspections page first navigate to the Vehicle Inspections page (Vehicle Maintenance > Vehicle Inspections).

From the Vehicle Inspections page enter the vehicles registration number and click “New Vehicle Inspection Sheet” (see Fig. 6).


Fig. 6. Open inspection sheet


For info on the inspection sheet page see Fig. 5.


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View, edit an delete existing inspections

The easiest way to edit/ view an existing inspection is from the Vehicle Inspections Sheet page (Vehicle Maintenance > Vehicle Inspections).

From the Vehicle Inspections Sheets page you may view or edit an inspection by clicking the “Update” button of the vehicle you wish to update the inspection for. To delete an inspection click the red “X” icon (see Fig. 7).

Fig. 7. Click “Update” or "X"


You may also view existing inspections from the Vehicle Activity Report, Document Printing Options page when updating/ making a booking and the Quick Return page.

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