Summary
The DVIR (Driver Vehicle Inspection Report) module within HD
Fleet ensures every vehicle in your fleet meets federal FMCSA safety standards.
It enables drivers and managers to document, review, and approve inspection
results for vehicles, trailers, and assets — helping companies maintain safety,
compliance, and accountability.
Overview
The HD Fleet DVIR module allows commercial drivers to
complete pre- and post-trip inspections quickly and accurately. Drivers can
submit DVIRs directly through the HD Fleet web platform
(https://hdfleet.net) or via the mobile app, available on both Apple
App Store and Google Play Store.
All submissions sync automatically when online, but drivers can also operate offline,
with reports uploaded once connectivity is restored.
Only active HD Fleet subscribers can access the DVIR
system.
DVIR Workflow Stages
Each DVIR report moves through up to three primary workflow
stages:
Report
Submission Stage – Driver or inspector records findings, attaches
media, and submits the report.
Repairs
Stage – Maintenance personnel review issues and resolve defects found
in the report.
Final
Approval Stage – Manager reviews, approves, or returns the report for
more information.
Reports can transition automatically or manually between
these stages depending on company configuration.
DVIR Report Statuses
Each DVIR report can be in one of the following statuses:
|
Status
|
Description
|
|
In Progress
|
Draft stage; inspection not yet submitted
|
|
Pending Approval Stage
|
Awaiting manager review
|
|
Repair Stage
|
Vehicle or asset under repair
|
|
Post Repair Inspection Stage
|
Follow-up inspection after repairs
|
|
Final Approval Stage
|
Approved and ready for use
|
|
Completed/Archived
|
Closed and retained for record
|
|
Deleted
|
Soft-deleted for audit; not permanently removed
|
All deleted reports remain available in audit logs.
Notifications & Roles
Users can configure email notifications to internal
users or external recipients when a DVIR enters or exits any of the
three main stages.
Typical roles:
Driver/Inspector:
Creates the initial report and captures photos/videos.
Manager:
Reviews and approves or returns for correction.
Maintenance
Staff: Updates report during repair phase.
Customization & Data Collection
Default
checklist items are preloaded per company.
Admins
can create custom checklists or set defaults per vehicle type
(truck, van, trailer, etc.).
Non-tracked
assets can also be inspected using custom templates.
The
system automatically collects details such as VIN, Vehicle Type,
and Driver Name from dropdowns to ensure traceability.
Up to 30-second
videos and photos can be attached to each item for visual
verification.
Odometer
readings can be entered manually and compared against telematics data
(OBD-II or J-Bus) for accuracy.
Retention & Compliance
DVIR
records must be retained for at least 90 days from creation date.
Reports
can be emailed, printed, edited, or exported at any time.
Even
deleted reports remain in the audit history for compliance.
Offline & Mobile Functionality
Full
mobile compatibility with iOS and Android devices.
Offline
inspections automatically sync when a connection becomes available.
Reports
can be saved in draft mode and completed later.
Best Practices
Create
vehicle-specific checklists for accurate inspections.
Review
repair-stage DVIRs daily to keep vehicles operational.
Use
odometer and photo evidence to verify inspection accuracy.
Keep
reports organized by vehicle or date range for FMCSA audits.
Summary
The HD Fleet DVIR system simplifies compliance,
boosts accountability, and improves fleet safety. Its offline capabilities,
customizable checklists, and real-time notifications make it an essential part
of daily fleet management.