Checklists in Digicore Telematics Guru Platform

Overview

The Digicore Telematics Platform, powered by Digital Matter’s Telematics Guru, offers a robust checklist feature designed to streamline data collection and replace traditional paper-based processes. This functionality allows businesses to efficiently collect, store, and review checklist data through the Digicore mobile app, saving time and resources. Whether you're performing pre-start checks, capturing maintenance records, or managing time and attendance, our platform simplifies workflows and enhances operational efficiency.

If the checklist feature is not visible in your account, please contact Digicore support to enable it.

Use Cases

The checklist feature is highly versatile and supports a variety of applications, including but not limited to:

• Pre-Start Checks: Verify vehicle conditions such as tire pressure, fuel, and oil levels before daily operations.

• On-Hire/Off-Hire Inspections: Log maintenance needs or damage when equipment is rented or returned, with the ability to attach photos for documentation.

• Time and Attendance: Manage employee timesheets and track project hours for accurate billing and reporting.

These applications transform the Digicore app into a powerful data-capturing tool, tailored to your business needs.

Requirements

To use the checklist feature, ensure the following:

1. Download the Digicore App:

   • Available on Android (version 1.9.3 or higher) via the Google Play Store.

   • Available on iOS (version 1.9.3 or higher) via the App Store.

   • Custom-branded (white-label) apps are available with Digicore’s logo and color scheme for consistent branding. Contact support for details.

2. Enable Checklists for Your Organization:

   • Navigate to Admin > Organization Management > Organizations.

   • Select your organization and enable the checklist functionality.

   • Add required checklist reports in the Reports tab of the Edit Organization dialogue.

   • Note: Charges may apply for checklist-enabled users. A fee is incurred if a user has checklist permissions enabled during any part of a billing cycle. Contact Digicore support for billing details.

3. Assign Permissions to Users:

   • Ensure user accounts have the necessary permissions (e.g., Complete Checklists and View Checklists for staff, or all checklist permissions for managers).

   • Add relevant checklist reports to user accounts via the Reports tab.

Checklist Question Types

Checklists consist of various question types to capture different kinds of data. Examples include:

• Yes/No: “Are you fit for work?”

• Number: “What is the vehicle’s odometer reading?” or “What is the current tire pressure?”

• Text: “Describe any visible damage” (up to 200 characters).

• Photo: Capture images of run sheets, damage, or proof of delivery.

• Select from List: “What type of job are you performing?”

• Informational: Display instructions or information without requiring a response.

• Signature: Allow users to sign for authorization.

• Log On/Log Off: Record timestamps for time and attendance tracking.

• Date: Capture a specific date for events that occurred prior to submission.

By default, the submission timestamp is recorded when a checklist is submitted. The Date question type allows capturing alternative dates if needed.

Severity Levels

Answers can be assigned severity levels to flag issues for review or trigger immediate actions:

• Attention: Highlights minor issues requiring follow-up.

• Severe: Indicates significant issues that may need urgent attention.

• Critical: Stops the checklist immediately and displays a critical message (e.g., “Stop and contact your supervisor”). For example, answering “No” to “Are you wearing your seatbelt?” could trigger a critical response, halting operations.

Reviewing Checklists

Managers can review completed checklists through the Digicore web interface. Unresolved checklists are listed separately to track pending actions, ensuring nothing is overlooked.

Offline Capability

The Digicore app supports offline checklist completion, ideal for areas with limited connectivity. Key points:

• Online Requirements:

  • Downloading the app and checklists.

  • Syncing changes to checklists or questions.

  • Uploading completed checklists.

  • Viewing previous checklist answers or linked documents.

• Offline Capabilities:

  • Completing checklists, with data stored locally on the device.

  • When connectivity is restored, data is automatically uploaded and synced.

Checklists assigned to a user are downloaded to their device upon login, allowing seamless operation in and out of coverage.

Creating a Checklist

To create a checklist:

1. Navigate to Checklists > Manage Checklists > Create New Checklist.

2. Provide the following details:

   • Name: Assign a descriptive name for the checklist.

   • Require Asset/Project Selection: Specify if the checklist applies to a particular asset (e.g., a vehicle) or project.

   • Active: Mark the checklist as active or inactive.

   • Critical Message: Define a message to display if a critical answer is provided (e.g., “Stop immediately and contact your supervisor”).

3. Click Save & Configure to add questions.

Question Configuration

• Click Add Question and select a question type (e.g., Yes/No, Text, Photo).

• Enter the Question Text (e.g., “Is the vehicle fit for operation?”).

• Set Active to enable or disable the question.

• Configure additional settings based on the question type:

  • Yes/No: Assign severity levels (e.g., “No” triggers a Severe flag) or skip subsequent questions if answered in a specific way.

  • Informational: Provide instructions without requiring an answer.

  • Log On/Log Off: Record timestamps for time and attendance.

QR Code Integration

The Digicore platform supports QR code generation for checklists to simplify data entry:

1. Go to the Generate QR Code tab in a checklist.

2. Select the asset type and click Generate to download a CSV with QR code data.

3. Use a QR code generator (e.g., qr-code-generator.com) to create printable QR codes.

4. Attach QR codes to assets. Scanning a QR code in the Digicore app pre-fills asset and project details, streamlining the process for operators.

Linking Documents

You can upload documents (e.g., Job Hazard Assessments, equipment manuals) to the Digicore platform and link them to checklists:

1. Go to Checklists > Manage Documents > Upload Document.

2. Provide a name, description, and optional asset type.

3. Link the document to relevant checklists.

4. Documents are downloaded to the app when a checklist is opened (requires initial online connection) and cached for offline use. Maximum file size is 50MB.

Checklist Reports

Add checklist reports to your organization and user accounts to analyze data. These reports provide insights into completed checklists, severity levels, and unresolved actions, helping you make informed decisions.

Tips and Troubleshooting

• Enable Checklist Feature: If checklist options are not visible, contact Digicore support to enable them.

• Sync Data: After making changes to checklists on the web interface, sync organization data in the app under Settings > Sync Organisation Data.

• Billing Awareness: Checklist-enabled users incur charges, even if permissions are disabled mid-month. Run the Partner Billing User Report to track billable users.

• Offline Sync: Ensure users return to coverage periodically to upload completed checklists and sync updates.

For detailed setup guides, refer to our articles on Setup Checklist for Installation and Setup Checklist to Capture Maintenance.

Contact Support

For assistance with enabling checklists, configuring permissions, or troubleshooting, contact Digicore support Digicore Support. Our team is here to help you maximize the benefits of the Digicore Telematics Platform.