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BayTrack Maintenance
BayTrack MaintenanceBuilt by a diesel mechanic
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Inspections

Run pre-trip, post-trip, and DOT inspections with custom templates and automatic work order generation.

Overview

BayTrack inspections help you maintain compliance and catch issues before they become problems. Create custom inspection templates, run inspections on any asset, and automatically generate work orders for failed items.

  • DVIR — Driver Vehicle Inspection Reports for pre-trip and post-trip
  • DOT inspections — Annual and periodic compliance inspections
  • Custom inspections — Any recurring checklist you need
  • Custom meter capture — Record PTO hours, reefer hours, etc. during inspections
  • E-signatures — Digital signatures for FMCSA 396.11/396.13 compliance

Inspection Templates

Templates define what items are checked during an inspection. Create templates for different purposes:

  • Pre-trip DVIR (brakes, lights, tires, etc.)
  • Annual DOT inspection
  • PM inspection checklist
  • Reefer unit inspection

Creating a template

  1. 1

    Go to Inspection Templates

    Navigate to Settings → Work Orders → Inspection Templates.
  2. 2

    Create new template

    Click Add Template. Enter a name and description.
  3. 3

    Add inspection items

    Add items to check. Each item can be:
    • Pass/Fail — Simple yes/no check
    • Measurement — Numeric value (e.g., tire tread depth)
    • Text — Free-form notes
  4. 4

    Organize sections

    Group related items into sections (e.g., "Brakes", "Lights", "Tires").
  5. 5

    Save

    Save your template. It's now available when running inspections.

Running Inspections

  1. 1

    Start an inspection

    From an asset's detail page, click New Inspection. Or go to Inspections → New Inspection.
  2. 2

    Select template and asset

    Choose which template to use and which asset to inspect.
  3. 3

    Complete the checklist

    Go through each item and mark pass/fail. Add notes and photos as needed.
  4. 4

    Submit

    When finished, submit the inspection. Failed items can automatically generate a work order.

💡 Photos

Attach photos to inspection items to document issues. Photos are saved with the inspection record and can be included in work orders.

Handling Failed Items

When an inspection has failed items:

  • You're prompted to create a work order for the failed items
  • The work order includes the failed items as the complaint
  • Photos and notes from the inspection are attached
  • The asset status can be automatically set to "Out of Service" for critical failures

DVIR & FMCSA Compliance

BayTrack supports FMCSA-compliant Driver Vehicle Inspection Reports (DVIR) under 49 CFR 396.11 and 396.13.

Driver DVIR

Drivers can complete pre-trip and post-trip inspections:

  • Click Inspections in the sidebar, then Driver DVIR
  • Select the vehicle and complete the checklist
  • Report any defects found during inspection
  • Sign electronically with touch or mouse

Mechanic certification

When defects are reported, a mechanic must certify repairs:

  • View pending DVIRs requiring mechanic review
  • Document repairs made or certify no repairs needed
  • Sign off with mechanic e-signature
  • Vehicle is cleared for operation

Driver acknowledgment

Drivers must acknowledge repaired defects before their next trip:

  • Review mechanic certification
  • Sign acknowledgment that repairs are satisfactory
  • Complete audit trail is maintained

ℹ️ Records retention

DVIR records are retained for compliance and can be exported as PDFs with all signatures for DOT audits.

Custom Meter Capture

Inspections can capture custom meter readings alongside standard checks.

  • Configure which meters to capture in the inspection template
  • Inspectors enter current meter values during inspection
  • Readings update the asset and trigger PM schedules

This is useful for equipment with specialized meters like PTO hours on service trucks or reefer hours on refrigerated trailers.

Inspection History

View complete inspection history for each asset:

  • All past inspections with pass/fail status
  • Who performed each inspection and when
  • Full details including photos and notes
  • PDF export for compliance documentation
  • E-signatures included in PDF exports