Digital handover reports for vehicles

A vehicle condition inspection and a digital handover report can be done by anyone with access to the app. That means fleet coordinators, branch or project managers and vehicle users alike. The system supports user roles, so different people have different levels of access: an administrator can load photos into a report from the phone's gallery, while vehicle users always have to take new ones. The result is handover documentation kept to the standard the company expects.

Navifleet accepts text files in *.docx format. You can upload your own entrustment agreement template, but first you need to put „variables” into its text so the app knows where to fill the right content in automatically. There is more about this in the article „How to add a document for signing at vehicle handover”. So if you want to sign a fleet policy (or agreements of any kind) online and keep fleet documents in order automatically, our app is the answer.

Digital handover documentation speeds up handing a company car over and taking it back considerably. Importantly, a digital confirmation of handover carries the same legal weight as a written report. Every document signed through our app automatically carries a clause with the signatory's key details, an image of their signature and the date of signing. Once the report that completes the handover is signed, it cannot be changed or cancelled.

Very little time. For one handover count on 5 to 7 minutes. A digital report is much faster than its paper counterpart, because the app fills in on its own:

• vehicle details (registration, make, model, year, mileage, fuel level),
• user details (name, type and number of ID document, address),
• details of the company the vehicle is registered to (name, registered address, VAT ID).

The app also holds a complete list of damage as at the date of the last report. So if the inspection finds no new damage, there is nothing to type in — it is pulled in automatically. The same goes for photos of the vehicle outside (front, rear, diagonals) and inside (dashboard, seats, rear bench, boot). If nothing has changed, you simply tick the earlier photos and they appear on the report.

Yes, digital handover reports can be modified, within limits. The report in Navifleet Manager contains what good practice says it has to contain, above all:

• the vehicle user's details,
• the details of the company handing the vehicle over,
• the vehicle's details,
• a list of equipment,
• photos of damage,
• overview photos.

As for what can be changed in the template, the „checklists” inside it are configurable. A report can carry more than one such checklist, used to verify the equipment list, cleanliness or technical condition.

On top of that, you can upload your own logo to the report — depending on which company the vehicle belongs to, that company's logo appears on the report.

It is hard to imagine managing a fleet's condition and equipment effectively without taking the digital road. Modern technology is the key to:

• recording vehicle damage efficiently and reliably,
• checking the fleet's condition and equipment so that you know about every piece of damage and every fault,
• keeping on top of service dates and every other date that matters in a fleet.

Thanks to going digital, processes such as vehicle condition inspections, sharing documents with drivers and filling in handover reports run far more smoothly, which saves time for everyone involved.

Digital forms and handover reports are one of the tools that make for better fleet management. Which of the benefits deserve particular attention?

Time saved
Above all, a digital handover is faster than one on paper. It removes a whole set of steps, such as printing and scanning. The report is filled in within the app in moments, and signing it — like signing the other necessary documents — happens on a phone or tablet screen.

Mistakes in documents removed
Tracking vehicle condition on paper carries the risk of all sorts of mistakes, and when documents are filled in by hand they are hard to avoid. Digital documentation does much better here, because checking vehicle equipment becomes not only easier but also more precise.

The fleet's condition history in one place
Plenty of companies wish it were easier to follow a vehicle's history and keep track of reports — and with Navifleet it is. Every handover and return is recorded automatically in the vehicle's usage history. That makes establishing who was responsible for a car at any given moment no trouble at all.

Fleet documents kept in order and shared with whoever needs them
Navifleet gives you excellent control over documentation and plenty of ways to manage it. Do you want to share a scan of the registration document or the insurance policy with a driver? Or make sure every authorised user can reach the fleet instructions easily? With Navifleet your documents are yours to hand out as you see fit.

Digital report management as a way to lower your fleet's footprint
Not having to print hundreds of documents reduces the energy used, which matters in the context of ESG.

Navifleet is a real help to companies wondering not only how to improve handovers but also how to keep track of equipment. It supports effective inspections of both a vehicle's technical condition and its equipment, which lets you easily reduce losses from the unexplained disappearance of fire extinguishers, first aid kits or warning triangles. So if you need a workable tool for checking vehicle equipment, Navifleet will meet your expectations.

Do you want to manage pool cars better and need proven software for reporting damage across the fleet that also does a great deal more? Navifleet is the tool you are looking for. It supports drivers taking and returning pool cars on their own. A driver who does so has to fill in the report when taking the car and document its condition and equipment carefully.

Importantly, a driver's inspection requires new photos taken in the app itself. Adding photos from the gallery is blocked for them, which means vehicle condition can be monitored closely without you taking part in every handover in person.

Yes. Set the right fuel type in the vehicle's details in the app and enter the current gas level while filling in the report, and that information stays in the system.

Yes. With Navifleet, both keeping digital reports in order and controlling damage on company vehicles become far simpler. The system holds a complete list of damage as at the last report, and if an inspection finds no new problems, the report being filled in is completed automatically with the damage already recorded. Nothing important is missed, and the reports themselves are quicker to produce.

So if you are wondering how to improve vehicle handovers and manage the fleet's condition and equipment better, Navifleet will help you get there. And there is another benefit: digital reports and other fleet documents are easier to keep in order. Every document signed at handover or return is archived in the cloud automatically, so you can reach it whenever you need it.

Besides the Handover reports module, Navifleet Manager offers two more:

• periodic technical condition reports — if you are wondering how to check the fleet's condition and equipment and how to record damage, then the Inspections module deserves your attention,
• deadline notifications and the fleet's service history – the Scheduler module is ideal for anyone who needs a dependable way to keep on top of fleet deadlines.

And if we look at what the complete fleet management system Navifleet offers beyond Navifleet Manager itself, users get an even wider set of useful features, including:

• GPS tracking,
• remote download of driver cards and tachograph memory,
• fuel control,
• driving style analysis,
• private mileage,
• e-TOLL,
• driver identification.