Record a completed inspection or service
Record what actually happened, attach the evidence, and follow the separate two-person sign-off for a safety inspection.
Record what actually happened, attach the evidence, and follow the separate two-person sign-off for a safety inspection.
Before you start
Maintenance Manage plus VMS; safety-inspection declaration and verification must use real operator-user accounts. The second verifier must differ from the declarer. Maintenance costs are a separate permission and are not taught here.
- A planned service exists for the correct vehicle, with actual completed work and evidence available.
- Use fictional operator inspector and supervisor accounts; never impersonate a real person or share a login to demonstrate sign-off.
Open the correct planned record
Open the Service log and find the vehicle’s planned record. Match the registration, type and planned date before opening it. Make sure you are recording the work that actually happened against the right service.
Check the screen for: Vehicle, service type and planned date.
Record the actual work
Enter Date carried out, the odometer in the vehicle’s unit and the actual Outcome. Add the relevant notes, and any actual times or staff hours you record. Do not mark a failed inspection as passed to reach sign-off.
Check the screen for: Date carried out, Odometer, Outcome, Notes.
Attach the evidence and save
For a safety inspection, enter the brake-test type and date when available, and attach the supporting evidence. Select Save service record. Check the saved details and any missing-evidence warning; saving alone does not mean every check is satisfied.
Check the screen for: Brake test type/date, Evidence attachment, Save service record.
Safety inspection: inspector’s declaration
A safety inspection has a separate Declare roadworthy action. The responsible inspector must review the outcome and evidence before making that declaration in their own account. A failed inspection cannot proceed through this step.
Check the screen for: Declare roadworthy and Awaiting second-stage sign-off.
Second person: verify and lock
A different authorised user then reviews the record and selects Verify and lock. Check all details first: this locks the service against further editing. The person who declared it cannot verify their own record.
Check the screen for: Different signed-in user, Verify & lock confirmation.
Check the recorded status
Reopen the list and check the completion and sign-off state. For an ordinary service, verify its saved outcome and evidence without looking for the safety-inspection buttons. Review any separate defects and vehicle-status decisions through their own workflow.
Check the screen for: Completion, declaration/verifier state and outcome.
Check it worked
- You should have the actual work and evidence recorded. For a safety inspection, confirm both people’s sign-off and the locked status, or identify exactly which stage is still pending.
Something not quite right?
Why can’t I see this option?
Maintenance Manage plus VMS; safety-inspection declaration and verification must use real operator-user accounts. The second verifier must differ from the declarer. Maintenance costs are a separate permission and are not taught here.