Proof the walk happened, not a list of ticks
Drivers scan the tag and do the pre-start on their phone: a short check, or a guided walkaround with a photo at every stop. Defects land on the defect board with a photo, the vehicle status sets itself, and fuel is tracked per vehicle and per driver. Built for Australian and New Zealand fleets, keeping the records your auditor will ask to see.
- Live camera only, with time, location and heading stamped on every walkaround photo
- Per vehicle, unlimited drivers. No hardware.
- Nothing lost: checks, faults and incidents wait on the phone with no signal and send once
How it works
Watch the walkthrough- 01
Scan the tag
One QR tag on each vehicle. The driver scans it and that vehicle’s checks open: a short pre-start, a guided walkaround, or both on their own schedules.
- 02
Walk and photograph
On a guided walkaround each stop is framed on the screen and photographed with the live camera, stamped with time, location and heading. Every tyre is photographed with its tread and pressure.
- 03
Defects with photos
A failed item becomes a defect with a photo and a severity. It lands on the defect board the moment the phone finds signal, with the vehicle and the driver attached.
- 04
Status sets itself
Available, restricted or off road, set by the check result and the open defects. A supervisor can change it by hand only with a written reason, kept in the audit log. A safety critical fault is cleared by a named person who records their qualification and the test.
- 05
Fuel tracked
Fuel level at every trip start and end, fill-ups with a stamped photo, consumption per vehicle and driver, and alerts for fills that do not add up.
Report a fault the moment it is found.
Nobody waits for the next pre-start or a call to the depot. The driver who finds the problem reports it there and then, and the vehicle's status follows.
- 01Photograph it
From the vehicle screen, any time: at the depot, on the route, at a drop. Live camera only, never the gallery.
- 02Say how serious
Critical takes it off road, major restricts it, minor is recorded for the next service. The driver decides on the spot.
- 03On the boards
The status changes on the depot board and the defect lands on the defect board with its photo, as soon as the phone has signal.
Built for the fleets that have to show a record
All industriesTruck and freight.
Prime movers, rigids, tippers and trailers. The NHVAS daily check items on every heavy vehicle, the coupling and tug test when trailers are hooked up, and fuel tracked trip by trip.
More on truck and freightWhat gets checked.
- Air brakes, tank drains and the park brake
- Fifth wheel, kingpin and tug test
- Every tyre, duals included
- Load restraint before departure
- Fuel level at both ends of every trip
Know where the fuel went
Fuel is the second biggest cost in a fleet and the easiest one to lose a little of every week. Escudo Fleet records it at the pump and at every trip, then tells you when the numbers do not add up.
- Fill-ups with stamped photos. Litres, cost, odometer and a live-camera photo of the pump or receipt, recorded on the phone.
- Consumption per vehicle and per driver. Litres per 100 km and cost per km by month, from each vehicle’s own full-to-full history.
- Card import and reconciliation. Load the fuel card statement and each line that matches a fill recorded on a phone is linked to it. Card lines with no phone record stay on the fill-ups list, marked as from the statement.
Anomaly alerts for review
Each one lands on a review board with the vehicle, the driver, the transaction and the reason, for a supervisor to explain, confirm as a loss or dismiss.
- Fills over the tank’s capacity
- Fills with no distance since the last one
- Fills outside business hours
- Fuel level drops while the vehicle is parked
- Two fills on one vehicle within an hour
- A card used on a different vehicle
The records an auditor will ask to see
Compliance, regime by regimeNHVAS and HVA records
Keeps the records your NHVAS maintenance audit asks for: daily checks, faults, repairs and deferrals, services done and missed, the vehicle register, procedures, internal reviews and the non-conformance register.
Bus accreditation
Keeps a pre-trip per bus per operating day, defects with who found and cleared them, and every record while your account is open: the kind of records Queensland PT 208 and the Victorian MMS describe.
WHS and Chain of Responsibility
Helps you show a system of work for daily checks, fault reporting and timely repair. Designed with the Master Code and the Vehicles as a Workplace guide in mind.
New Zealand
CoF and RUC expiry per vehicle with warnings, and a daily walk-around record for the Health and Safety at Work Act duty to maintain plant. The starter templates are written for Australia; edit them to your own wording.
Escudo Fleet keeps the record. It is not approved or endorsed by any regulator or scheme, and it does not guarantee an audit outcome.
Quick to set up, and the record ready to show
The NHVAS and HVA recordsImport a spreadsheet
Upload a CSV or paste from Excel. Every row is checked first, with the reason beside each one to fix, and the ready rows go in. A matching fleet number updates that vehicle, never a duplicate. Drivers import the same way and get their invitation links.
A setup list on the board
Vehicles, expiry dates, a check template, tags, drivers and the first check, one link per step, until every step is done or you hide it.
Show an inspector
The last check and the open faults, from what the phone last saved, even with no signal. With signal, the driver can share a read-only link for 2, 8 or 24 hours. It never states that the vehicle is roadworthy.
Incidents and near misses
Reported from the phone with photos, other parties and a sketch, with no signal if need be. Records only: Escudo never decides whether an incident must be reported.
A weekly digest
Checks missed, open faults, deferrals ending, expiries and services due, fuel findings and new incidents, on the dashboard, with who has pressed “I have read this”.
The auditor pack and links
Chosen vehicles and dates under NHVAS Standards 1 to 8 with a SHA-256 fingerprint, and an auditor link that expires, can be revoked and logs every opening.
Pricing per vehicle, unlimited drivers
Plans and pricingCheck
Every feature listed below, for every driver.
Plus
Every feature listed below, for every driver.
Depot
Every feature listed below, for every driver.
Annual billing. For monthly billing, trailer and plant rates or member codes, ask us. Five-vehicle minimum. 14-day free trial with no card. NZD pricing to follow.
A faked walk is slower than a real one
Most daily check apps are a list a driver can tick from the cab. A guided walkaround in Escudo Fleet takes photos from the live camera only, frames each stop on the screen, stamps time, location and heading when the shutter fires, and checks the sequence and timing. The supervisor sees an evidence rating on every walkaround.
The same evidence settles damage disputes, supports an insurance claim, and answers the auditor’s question: how do you stop a defective vehicle going out?
What a verified walkaround records
- Every position photographed in sequence, live camera only
- Each tyre photographed, with its tread and pressure
- Time, GPS position and heading stamped on the phone
- Damage marked on the outline with a photo
- Odometer or engine hours with a plausibility check
- The driver’s signature: safe to the limits of the inspection
Preset drills, your intervals, everyone signs
10 preset drills, each with its steps and its source. Add one to your plans, set how often you run it, run it on the phone with no signal and print the drill pack.
- An interval only where a regulator states one, with its clause. Every other one is yours to set
- Each person signs for themselves, and the lead closes the run
- Findings become defects or corrective actions
- Overdue is a note and an alert, never a status
Start with one vehicle this afternoon
Create your fleet, paste your registrations, print the tags and send a driver the link. Fourteen days free, no card and no hardware.