Vehicle Checks - WorkSheets

This article provides a guide on how to create and implement Vehicle Check Worksheets in BigChange. These WorkSheets allow for customised questions and in-depth flow, enhancing the efficiency and effectiveness of vehicle checks.

Using Vehicle check WorkSheets instead of TickSheets allows you to customise your questions and create a more in-depth flow depending on your requirements. We recommend the use of the WorkSheets option where possible.  Your device will need to be running the BigChange app on version 5.16 on Android and 6.11 on iOS, or later, in order to use the WorkSheets option.

Creation of Vehicle Check Worksheets

To create a new Worksheet, navigate to the Worksheets in Account Settings and select Add. Populate in the popup with a name, and add an employee group, if needed. You can also specify this as the default Vehicle Check Worksheet for new vehicles of a particular type.

Worksheet Fields

When creating a question, you can select List in the Type field, add possible answers, and make answering it mandatory. Additional fields allow the resource to raise a defect for this question, with options to add a default answer, an answer at risk, and an answer which raises a defect.

You will now see additional fields which allow the resource to raise a defect for this question:

If we create a question 'Tyre condition' as our example, we can select List in the Type field, add our possible answers and make answering it mandatory.

1. Default answer - add a default answer where appropriate.
2. Answer at risk -  to add an answer at risk, select the Add button. You can then input one of the answers you added in the Possible answers field and select a Severity from the drop-down list:  The levels shown are those which were created previously in the Severities tab on the side menu. Allocate a severity for each answer you designate as at risk.  For example, a flat tyre would be 'high' severity, whereas scratched paintwork might be 'low'. This field can be left blank where no answer is at risk.
3. Answer which raises defect. Set which level(s) of severity creates a defect for this question. This field will only appear for answer types that offer a defined answer: List, Icons, Yes / No
4. Allow resource to raise defect. You can grant or withhold permission for resources to raise a defect themselves.  This allows them to raise a defect even if the issue they are raising doesn't correspond with one of the 'Answers which raises defect' responses.  Since some answer types can't be added to that field eg photo, signature, etc, this can be useful.
5. Defect requires photo - selecting 'yes' makes it mandatory to add a photograph of the defect.  selecting No makes it optional.

Conditional Branching

Conditional branching allows responses from one question to display or go to other questions or worksheets, based on the received response. This feature can save time by allowing resources to skip irrelevant questions.

Continuing our example, conditional branching can be added so that where there is a worn tyre, the user will then be asked to identify which tyre(s) are a cause for concern:

Continue to add questions until you have completed your Vehicle Check.

Questions can be dragged and dropped until you have an order you are happy with. Save to finish.

Converting Legacy TickSheets to WorkSheets

Existing TickSheets can be converted to WorkSheets from within the Vehicle Check side menu. After selecting a Vehicle Type, select the Convert to WorkSheet button that appears beneath the selected Vehicle type.

• Select a Vehicle Type from the drop-down menu

• Select the Convert to Worksheets button, which has appeared beneath the selected Vehicle type.

• A popup will ask you to select a group (optional) for this to be applied to, and a Severity

• You will notice that the Ticksheet is still visible as converting it over does not delete the original version.  Select WorkSheets from the top field.

• You will now see that an additional WorkSheet has appeared in the list. Select the WorkSheet and the Edit to open.

• This will now display as a typical Worksheet and can be edited in the usual way. This includes changing the severity for specific questions and adding conditional branching if required.

Attributing Worksheets to Vehicles

In order for it to be available to your resources, once you have created your Vehicle Check you then need to attribute it to the relevant vehicles.

Navigate to Account Settings > Settings > Vehicles > Add-edit > select a Vehicle.

Scroll down to the Worksheets for vehicle checks field and make a selection from the drop-down menu

Select Save.

Re-open the same vehicle, and select the Copy Worksheets icon.

A popup will now open, asking you to select a Worksheet(s) to copy and which vehicle (s) to copy it/them to. You can select either specific vehicles by Reg No, or simply select a vehicle group:

A completed example should look similar to this:

Select the Copy icon to complete.  All vehicles selected will now show your Worksheet selection against them.

Where a default for newly created vehicle/asset has been created, this will only need to be done for existing fleet vehicles and will be done automatically for all future additions.

Conclusion

Vehicle Check Worksheets in BigChange provide a more customised and in-depth approach to vehicle checks. By creating and implementing these worksheets, you can enhance the efficiency and effectiveness of your vehicle checks.