---
title: "Pre-use inspection"
url: "https://help.kiho.fi/en/article/pre-use-inspection"
language: "en"
last_updated: "2026-11-04T06:33:30.067Z"
---

# Pre-use inspection

## Pre-use inspection

The driver performs a pre-use inspection in the mobile app when logging in to an asset, and any defect detected during the inspection automatically creates a defect notification.

Supervisors create the form, assign it to an asset or asset type, and specify how often the inspection is required.

Supervisors also process inspections and defect notifications in the Kiho web application under **Assets → Pre-use inspections**.

### Permissions

Permissions are managed in user group permissions.

| Permission | What it allows |
| --- | --- |
| Pre-use inspections – View forms | Viewing forms |
| Pre-use inspections – Add and edit forms | Creating and editing new forms |
| Pre-use inspections – Archive forms | Archiving and restoring forms |
| Pre-use inspections – View | Viewing completed inspections |
| Pre-use inspections – Add | Performing inspections (drivers, mobile) |
| Pre-use inspections – Archive | Archiving and restoring completed inspections |

### Creating a form

1.  Open **Assets → Pre-use inspections** and select the **Pre-use inspection forms** tab.
2.  Click **Add new**.
3.  Enter a **Name** for the form under **Basic details**.
4.  Select **Frequency** (see below).
5.  Under **Sections**, add categories to the form by clicking **Add new**, for example Lights, Tires, Safety equipment.
6.  In each section, add items to inspect by clicking **Add question**. Phrase the question so it can be answered with *OK*, *Defect*, or *Not applicable*.
7.  Rearrange sections and questions by dragging their handles. A section can be collapsed or expanded, and unnecessary rows can be deleted using the trash can.
8.  Assign the form under **Assignments**: add individual assets (**Add assets**) and/or entire asset types (**Add asset types**).
9.  Save.

The same asset can be assigned to multiple forms, in which case the driver will be prompted to complete all assigned forms. The form list shows how many assets and asset types are assigned to each form.

![](https://cdn-assets.productfruits.com/4135682d-817f-416d-8739-d1675766d12b)

### Frequency

The **recurrence interval** determines how often an inspection is required when a user logs in to an asset.

| Setting | Function |
| --- | --- |
| Every login | An inspection is always requested when the driver logs in to the asset. |
| Other interval (days) | An inspection is requested when the specified number of days has passed since the driver’s own previous inspection. |
| Option "At least once every (N) days if the user does not log out" | If the login to the asset lasts longer than the interval, the previous inspection expires and a new inspection is requested while still logged in. For example, if the interval is set to "Every login" but the driver does not log out of the asset, the inspection is repeated at least once a day (the form is displayed when the driver opens the mobile app). |

Note when using an interval:

-   Inspections are driver-specific. If another driver logs in to the asset, an inspection will be requested even if another driver has completed it previously.
-   If the asset’s most recent inspection was skipped, an inspection will be requested again even if an earlier inspection is still valid.
-   Editing a form does not invalidate an already completed inspection.

### Editing and archiving forms

You can edit a form from the list by selecting **Edit**. Editing creates a new version of the form: previously completed inspections remain linked to the version under which they were completed. If a form is edited while a driver is filling it out, the driver will be required to load the new version and fill it out again.

Forms are not deleted; instead, they are archived (**Archive**). Drivers will no longer be prompted to complete an archived form. Archived forms can be displayed using the search filter and can be restored (**Restore**).

### Monitoring completed inspections

The **Pre-use inspections** tab displays all completed inspections. The columns in the list are: Date created, Asset, Registration number, Performed by, Form, and Inspection result.

The list can be filtered by date range, user, form, and inspection result.

| Inspection result | Meaning |
| --- | --- |
| OK | All items are OK or not applicable |
| No action required | At least one defect that does not require action |
| Action required | At least one defect requiring repair |
| Prevents use | At least one defect preventing the asset from being used |
| Inspection skipped | The driver skipped the inspection |

Click the row (**View**) to open the inspection. The view shows a summary (result, time, asset, user, form) and the responses by section. Defects are displayed first with their description, impact, and attachments, and each defect provides direct access to the generated defect notification via the **Open defect notification** button. Items marked as OK and Not applicable are grouped into their own sections.

You can also view inspections for a specific asset from the asset list: open the asset and select the **Pre-use inspections** tab, or select **Show pre-use inspections** from the row actions.

Inspections are not deleted. An incorrect inspection can be archived (**Archive**), and an archived inspection can be restored.

![](https://cdn-assets.productfruits.com/1a792c60-c77f-4435-805e-83175dd7ea76)

### Recording a defect

When you select **Not OK**, also record the following:

-   **Impact** (required): *No action required*, *Action required*, or *Prevents use*
-   **Description:** what defect you observed, for example "Left headlight broken". If the description is left blank, the defect notification will be named after the question.
-   **Attachments**: for example, a photo of the defect.

A defect notification is automatically generated for each new defect when the inspection is submitted, with the source set to *Pre-use inspection*.

If there is already an open or queued defect notification for the same item on the same asset, the response can be linked to it instead of creating a new notification. In this case, the impact and description are not recorded again; instead, the response inherits the impact of the existing defect notification. This prevents the same defect from accumulating into multiple notifications.

### Skipping an inspection

An inspection can be skipped. A skipped inspection is saved with the result *Inspection skipped*, and the office will see it on the list. Skipping does not mark the inspection as completed, so it will be requested again the next time.

### If the form has changed

If the office edits the form while you are filling it out, the submission will fail. Reload the form and fill it out again.

### Creating a work order or a task in the work queue from a defect notification

If an item is marked as "Not OK" during an inspection, a defect notification is automatically created.

The defect notification can be processed in the web interface to create, for example, a direct work order, an entry in the maintenance history, or to close the defect notification without action.

See defect notifications

## Pre-use inspection (mobile)

The mobile app automatically requests an inspection when the driver logs in to an asset that has an assigned form and the inspection is due based on the form's frequency. The driver needs the *Pre-use inspections – Add* permission.

1.  Log in to the asset in the mobile app.
2.  If an inspection is required for the asset, the app opens the form. If there are multiple forms, fill out each one.
3.  Go through the questions by section and select a response for each:
4.  -   **OK**: The item is in order.
    -   **Not OK**: The item has a defect (see below).
    -   **Not applicable**: The item does not apply to this asset.
5.  If "Not OK" is selected, the driver is prompted to describe the defect in more detail and optionally add photos. A defect notification is automatically created for any defect recorded during the inspection.
6.  Once all questions have been answered, submit the inspection. An incomplete form cannot be submitted.

#### Inspection form on mobile

#### ![](https://cdn-assets.productfruits.com/70bd3be6-be39-44ce-963b-f2ba150131b1)Summary

![](https://cdn-assets.productfruits.com/fad24dfa-c1cf-408a-9c5a-98ea32bbe998)