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Conduct inspections (Staff workflow)

This page is for staff who conduct equipment inspections.

Your goals

  • Regularly assess equipment condition and safety.
  • Document findings for compliance and maintenance planning.
  • Identify equipment that needs attention before problems escalate.

1) Types of inspections

Type Description Typical frequency
Routine Regular condition checks Monthly/Quarterly
Safety Safety compliance verification As required by regulations
Regulatory Compliance with external requirements Per regulatory schedule
Pre-Maintenance Assessment before maintenance work Before scheduled maintenance
Post-Maintenance Verification after maintenance After maintenance completion

2) Creating an inspection record

To record an inspection:

  1. Navigate to Equipment → Inspections in Django Admin.
  2. Click Add Inspection.
  3. Select the equipment item to inspect.
  4. Set the inspection date and type.
  5. Enter the inspector name.
  6. Complete the inspection process (see below).

3) Completing the inspection

During the inspection:

Overall status

Rate the equipment's overall condition:

Status Meaning Action required
Passed Equipment meets all requirements None
Needs Attention Minor issues identified Schedule maintenance
Conditional Can operate with limitations Monitor closely
Failed Does not meet requirements Remove from service

Scoring (optional)

Assign a score from 0-100 based on your assessment criteria.

Checklist data

Use the JSON checklist field to record structured inspection items:

{
  "safety_equipment": "pass",
  "fluid_levels": "pass",
  "tire_condition": "needs_attention",
  "brake_system": "pass",
  "lights_signals": "pass"
}

Observations

Document specific findings, wear patterns, or concerns.

Recommendations

Suggest follow-up actions or improvements.

4) Flagging maintenance needs

If the inspection reveals maintenance needs:

  1. Check Requires Maintenance checkbox.
  2. Detail the needed work in Recommendations.
  3. The system will flag this equipment for maintenance attention.

5) Scheduling next inspection

Set the Next Inspection Date based on: - Equipment type requirements - Regulatory schedules - Findings from current inspection (sooner if issues found)

6) Attaching documentation

Attach supporting materials: - Photos of damage or wear - Test results or certificates - Regulatory compliance documents

Use the attachments feature to upload files to the inspection record.

7) Reviewing inspection history

View an equipment's inspection history to: - Track condition trends over time - Identify recurring issues - Verify compliance with inspection schedules

Behind the scenes (grounded in code)

  • Inspection model: apps/equipment/models.py → EquipmentInspection
  • Status choices: passed, failed, needs_attention, conditional
  • Type choices: routine, safety, regulatory, pre_maintenance, post_maintenance
  • Checklist data stored in checklist_data JSONField
  • Attachments via GenericAttachment relation