Driver files and inspections, current without a clipboard.
KnowFleet runs the daily walkaround on the driver's phone, routes each defect to the shop the same minute, holds units that are not roadworthy and flags licences and medical cards weeks before they expire. One compliance file per driver and per vehicle. Your team approves the repairs.
KnowFleet
Walkaround defect
working…Built with carrier safety directors and fleet maintenance managers who get audited.
Where the day goes today
Fleet compliance is spread across the yard, the cab and the office. A defect noted on a paper walkaround book waits until someone reads the book, if anyone does. A licence or medical card expires and you find out at roadside or the week before an audit. Hours of service live in one system, driver qualification files in a cabinet, and defects in a third place, so nobody can say in one look whether a driver and a truck are both clear to go.
From the walkaround to a clean file, in six steps
Walkaround on the phone
Drivers do the pre-trip and post-trip inspection on their phone, with photos of any defect. No paper book.
Route the defect
Each defect goes to the shop the same minute as a draft repair order, with the photo and the unit's history attached.
Hold what is not roadworthy
Defects that meet your out-of-service rules hold the unit until a person clears it.
Keep the driver file
Licences, medical cards, training and qualification documents in one file per driver, with expiry dates tracked.
Flag expiries early
Reminders go to the driver and the safety manager weeks ahead, so renewals happen before they bite.
Handle the incident
Road incidents and near-misses logged with evidence from the cab, investigated and closed, with actions tracked.
Everything between the walkaround and the audit
Walkarounds on the phone
Pre-trip and post-trip inspections with photos, timestamps and the driver's sign-off.
Defects routed the same minute
Each defect becomes a draft repair order for the shop, with the evidence attached and the closure tracked.
Out-of-service holds
Units with serious defects are held until a person clears them. The driver sees the status before the shift.
One file per driver
Licences, medical cards, training, qualification documents and incident history in one place.
One file per vehicle
Inspections, defects, repairs, PMs and statutory checks against each unit.
Expiry alerts weeks ahead
Licences, medicals, permits and inspections flagged early, with reminders to the driver and the office.
Hours of service view
Hours pulled from your ELD or telematics and shown next to the driver file, so a dispatcher sees both at once.
Road incidents and near-misses
Logged with photos and location from the cab, investigated and closed with actions.
Reefer and cold chain checks
Temperature checks and excursions recorded on the same inspection, shared with KnowQuality.
Built for the people who answer for the fleet
Carrier safety and compliance directors
Who need complete driver files, defects off paper and no surprises before an audit.
Fleet maintenance managers
Turning driver defects into shop work the same day and keeping every unit's inspections and PMs on schedule.
Dispatchers and transport managers
Who need to know in one look whether a driver and a truck are both clear to go.
Private fleets at shippers, utilities and waste
Running vehicles as part of a bigger operation, with the same compliance duties.
Your rules, your approval
KnowFleet prepares and proposes. People decide. No repair is ordered, no unit released and no driver record changed without your team's rules or approval.
- Your out-of-service rules. Decide which defects hold a unit and who can release it.
- Drafts, not decisions. Repair orders and reminders arrive as proposals with the evidence attached.
- Expiry windows you set. How far ahead to warn, and who is told.
- Full history. Every inspection, defect, repair, document and approval kept against the driver and the unit.
Connects to what you already run
Telematics and ELD
Hours of service, mileage and vehicle data pulled in, so the driver file and the inspection sit next to the hours
Mobile
Walkarounds, defect photos, incident reports and document uploads from the driver's phone
Maintenance
Defects become repair orders in KnowMaintain or your existing shop system, with closure written back
Reminders to drivers and managers, and document requests when a licence or medical card is due
Questions about KnowFleet
What do drivers have to do differently?
Do the same walkaround they do today, on their phone instead of a paper book, and take a photo of any defect. Reminders about their own documents come to them directly.
What happens when a driver reports a defect?
The agent drafts a repair order for the shop the same minute, attaches the photo and the unit's history, and holds the unit if the defect meets your out-of-service rules. A person approves the repair and clears the unit.
How does it know a medical card or licence is expiring?
Expiry dates are kept in the driver file. The agent warns the driver and the safety manager weeks ahead, in the window you set, and asks for the renewed document.
Does it replace our ELD or telematics?
No. Hours of service and vehicle data come from the systems you already have. KnowFleet puts them next to the driver file and the inspections so you can see the whole picture.
How does it work with KnowMaintain?
A walkaround defect becomes a KnowMaintain work order with the evidence attached. KnowMaintain schedules the unit's PMs and chases the shop; KnowFleet shows the driver when the unit is cleared.
Who uses it in the office?
Safety and compliance managers keep the driver files and handle incidents. Fleet maintenance managers work the defects. Dispatchers check that a driver and a unit are both clear to go.
Does it work in the yard without a signal?
The walkaround is done on the phone and syncs when back in coverage. Details vary by workspace setup.
How does it help in a DOT or regulator audit?
Every driver has one file with documents and expiry dates, every unit has its inspection and defect history, and every repair and release has an approval record. You show the file rather than assembling it.
Guides, reading and discussion
Run tomorrow's walkarounds through it.
Bring a few units and driver files, and we will show you how defects get routed, units get held and expiries get caught early.