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A Pre-Start checklist ensures every Vehicle is safe and compliant before a shift begins. Drivers complete it on their mobile app. If a critical item fails, the system blocks dispatch until a supervisor clears it - protecting your operation and your people.
Who Completes Checklists?
Drivers complete checklists on their mobile device via the Fleet Operator Portal app. Admins create and manage the templates. Results and failures are viewable in Compliance → Checklists.
Step 1 - Open the Checklist Builder
- Navigate to Compliance in the left sidebar.
- Click Checklists.
- Click Create Template in the top-right corner.
- The checklist template builder opens.
Step 2 - Name and Configure the Template
- Template Name - give it a clear, descriptive name.
- Description - optional. Describe when this checklist applies.
- Fleet Type - select which fleet type this template applies to.
🚛 🚌 ♻️ 🚕 ♿ 🔧 road, bus, waste, taxi, nemt, utilities
Road naming examples: "Rigid Truck Pre-Start", "Refrigerated Van Daily Inspection", "Bus Pre-Service Check"
✈️ aviation
Aviation naming examples: "Cessna 172 Pre-Flight", "Helicopter Daily Check", "Charter Pre-Departure Inspection"
Pre-Flight vs. Pre-Start - a Critical Distinction
Aviation Pre-Flight checklists are fundamentally different from Road Pre-Start checklists. Road checks verify mechanical readiness over 24 hours. Aviation Pre-Flight checks verify airworthiness for each individual flight - they must be completed before every single departure, not just once per day. A Pilot must complete a fresh Pre-Flight check even for a back-to-back turnaround on the same aircraft. RouteNio enforces this by linking checklists to Flight Jobs, not just to shift start.
⛴️ marine
Marine naming examples: "Ferry Pre-Voyage Safety Check", "Tug Pre-Departure", "Patrol Vessel Daily Inspection"
⛏️ 🏗️ mining, construction
Mining & Construction naming examples: "Excavator Pre-Shift Check", "Dozer Site Pre-Start", "Crane Daily Inspection"
Step 3 - Add Inspection Items
Each checklist consists of inspection items. For each item:
- Click Add Item.
- Enter the Item Name - be specific (e.g., "Tyre condition - front left" not just "Tyres").
- Select the Response Type: Pass / Fail, Yes / No, Number, Text, or Photo.
- Tick Critical Item if a failure should trigger an alert and optionally block the Vehicle.
Critical Items
When a Critical Item is marked as failed, an immediate alert is sent to all admins. The Vehicle can be automatically blocked from dispatch until a supervisor marks the issue resolved. Use this for safety-critical components.
Industry-Specific Checklist Items
🚛 🚌 ♻️ 🚕 ♿ 🔧 road, bus, waste, taxi, nemt, utilities
Standard Road Pre-Start checklist:
| Item | Response Type | Critical |
|---|---|---|
| Engine oil level | Pass / Fail | |
| Coolant level | Pass / Fail | |
| Tyre condition and pressure - all axles | Pass / Fail | ⚠️ |
| Brake function | Pass / Fail | ⚠️ |
| Headlights, indicators, brake lights | Pass / Fail | ⚠️ |
| Windscreen - cracks or obstructions | Pass / Fail | ⚠️ |
| Mirrors - condition and adjustment | Pass / Fail | |
| Seatbelt - functioning | Pass / Fail | ⚠️ |
| Fire extinguisher - present and in-date | Pass / Fail | |
| Load securing equipment | Pass / Fail | |
| Fuel level (%) | Number | |
| Defect / damage report | Text |
Additional items for refrigerated vehicles:
| Item | Response Type | Critical |
|---|---|---|
| Refrigeration unit temperature (°C) | Number | ⚠️ |
| Door seals and locks | Pass / Fail | ⚠️ |
| Temperature data logger functioning | Pass / Fail | ⚠️ |
Additional items for buses:
| Item | Response Type | Critical |
|---|---|---|
| Emergency exits - clear and functional | Pass / Fail | ⚠️ |
| First aid kit - present and stocked | Pass / Fail | |
| Passenger grab rails - secure | Pass / Fail | |
| Destination sign - functioning | Pass / Fail |
SOPSOP: Road Pre-Start Check - What Happens in the App
1
The driver opens the Fleet Operator Portal app and taps the shift start button. The pre-start checklist immediately appears - they cannot start their shift or see assigned jobs until they complete it.
2
The driver works through each item one by one. For Pass/Fail items, they tap Pass (green) or Fail (red). For Number items (e.g., fuel level), they enter the reading. For Photo items, they tap the camera icon and take a photo - this is timestamped and GPS-tagged automatically.
3
If a non-critical item fails, the driver is prompted to enter a comment explaining the defect. They can still continue the checklist and start work - but the failure is logged and flagged on the admin dashboard.
4
If a Critical Item fails (e.g., brake failure, tyre blow-out), the system immediately sends an alert push notification and email to all Admin users. The vehicle is marked Needs Attention and the driver is shown a message: "This vehicle has been flagged. Contact your supervisor before proceeding."
5
If the Compliance Block setting is enabled (Settings → Compliance → Compliance Block), the vehicle is automatically blocked from appearing on the Dispatch Board until a supervisor reviews the failure and marks it resolved in Compliance → Checklists → Failures.
6
Once the checklist is submitted, the driver sees their job queue. The completed checklist is saved against the vehicle, the driver, and the date - creating a tamper-proof record for WHS audits.
💡 Drivers cannot edit a submitted checklist. If they made an error, an Admin can annotate the record, but the original responses are preserved in the audit log.
⚠️ If a driver starts a shift without completing the checklist (e.g., by logging in on the web portal), the system will note that no pre-start was completed for that day. Compliance reporting will flag this gap - ensure all drivers use the mobile app for shift starts.
Pre-Start Results - Sample Compliance ViewApp Preview
| Date | Vehicle | Driver | Items Passed | Failures | Critical Failures | Blocked | Status |
|---|---|---|---|---|---|---|---|
| 15 Mar 2026 | ABC 123 | James R. | 11 / 12 | 1 | 0 | No | Completed |
| 15 Mar 2026 | DEF 456 | Sarah M. | 12 / 12 | 0 | 0 | No | Completed |
| 15 Mar 2026 | GHI 789 | Tom W. | 9 / 12 | 3 | 1 | Yes | Pending |
| 14 Mar 2026 | ABC 123 | James R. | 12 / 12 | 0 | 0 | No | Completed |
✈️ aviation
Standard Pre-Flight checklist (CASA / IATA-aligned):
| Item | Response Type | Critical |
|---|---|---|
| Pitot heat - functioning | Pass / Fail | ⚠️ |
| Weight & Balance within limits | Pass / Fail | ⚠️ |
| NOTAMs reviewed for route | Yes / No | ⚠️ |
| Weather briefing obtained | Yes / No | ⚠️ |
| Fuel quantity - correct grade and quantity | Number (litres) | ⚠️ |
| Fuel caps secured | Pass / Fail | ⚠️ |
| Oil level within limits | Pass / Fail | ⚠️ |
| Control surfaces - full and free movement | Pass / Fail | ⚠️ |
| Flaps - set for departure | Pass / Fail | ⚠️ |
| Transponder - functioning and correct squawk code | Pass / Fail | ⚠️ |
| Emergency equipment - ELT, life jackets, first aid | Pass / Fail | ⚠️ |
| Documents onboard (CoA, maintenance release, radio licence) | Pass / Fail | ⚠️ |
| Airframe - no visible damage or contamination | Pass / Fail | ⚠️ |
| Landing gear pins removed | Pass / Fail | ⚠️ |
| Maintenance release valid and signed | Pass / Fail | ⚠️ |
| Engine run-up completed | Pass / Fail | ⚠️ |
SOPSOP: Aviation Pre-Flight Check - Key Differences from Road Pre-Start
1
Unlike a Road Pre-Start (done once at shift start), Aviation Pre-Flight must be completed before every individual flight job - including turnarounds. Open the Fleet Operator Portal app and tap the flight job to begin. The Pre-Flight checklist is attached to the job, not to the shift.
2
Begin the external walkaround. The app guides you through each external check in the standard order: nose, port wing, tail, starboard wing, cockpit entry. Tap Pass or Fail for each item. For any external damage, use the Photo response type to document it - this photo is permanently attached to the job record.
3
For the "NOTAMs reviewed" item, confirm in the app that you have reviewed NOTAMs for your route using NAIPS or your approved briefing service. This is a Yes/No item - it creates a logged attestation that the check was performed before departure.
4
Complete the fuel quantity entry - enter the actual litres onboard (not "full"). RouteNio cross-checks this against the route distance and aircraft fuel burn rate configured in Fleet → [Aircraft] → Performance. A low-fuel warning appears if the quantity is insufficient for the flight plus reserves.
5
Check the "Maintenance release valid and signed" item last. If your maintenance release has expired since the last flight (e.g., the release was dated for a previous flight and a new one is required post-maintenance), mark it Fail. This is a Critical Item - the aircraft will be grounded immediately until a new release is uploaded.
6
Submit the checklist. RouteNio sends the completed record to the Ops team in real time. The flight job moves to "Pre-Flight Passed" status and the Pilot can now proceed to ATC clearance.
💡 Aviation Pre-Flight checklists are archived at the job level, not just the daily level. You can retrieve the Pre-Flight record for any individual flight going back indefinitely - essential for CASA audits or accident investigations.
⚠️ Every item on the standard Pre-Flight is marked Critical. A single failure grounds the aircraft and triggers an immediate admin alert. This is intentional - partial Pre-Flight passes do not exist in aviation. Resolve every failure before departure.
Pre-Flight Log - Sample Compliance View (per flight)App Preview
| Date | Aircraft | Pilot | Flight # | Items | Failures | Fuel (L) | NOTAM | Status |
|---|---|---|---|---|---|---|---|---|
| 15 Mar 2026 | VH-ABC | Capt. Wong | RN-421 | 16 / 16 | 0 | 280 L | Yes | Cleared |
| 15 Mar 2026 | VH-XYZ | F/O Harris | RN-422 | 16 / 16 | 0 | 195 L | Yes | Cleared |
| 15 Mar 2026 | VH-ABC | Capt. Wong | RN-423 | 15 / 16 | 1 | 260 L | Yes | Grounded |
| 14 Mar 2026 | VH-QRS | Capt. Lee | RN-419 | 16 / 16 | 0 | 310 L | Yes | Cleared |
Flight Duty Period (FDP)
The system also checks the assigned Pilot's Flight Duty Period against your FDP rules at dispatch time. If the Pilot has exceeded their FDP limit, dispatch is automatically blocked - even if the Pre-Flight check passes. Both conditions must be met: Pre-Flight passed AND FDP within limits.
⛴️ marine
Standard Pre-Voyage checklist (AMSA / MCA-aligned):
| Item | Response Type | Critical |
|---|---|---|
| Life rafts - secured and in-date | Pass / Fail | ⚠️ |
| Life jackets - count correct and accessible | Pass / Fail | ⚠️ |
| EPIRB - registered and armed | Pass / Fail | ⚠️ |
| Navigation lights - port, starboard, stern | Pass / Fail | ⚠️ |
| VHF radio - functioning, channel 16 monitored | Pass / Fail | ⚠️ |
| Engine oil level | Pass / Fail | ⚠️ |
| Fuel level - sufficient for voyage plus reserve | Number (litres) | ⚠️ |
| Bilge pump - functioning | Pass / Fail | ⚠️ |
| Fire extinguishers - present and in-date | Pass / Fail | ⚠️ |
| Flares - in-date | Pass / Fail | ⚠️ |
| Hull - visible damage or fouling | Pass / Fail | ⚠️ |
| Weather forecast obtained | Yes / No | ⚠️ |
| Float plan filed with marina / operations | Yes / No | |
| Watchkeeping log started | Yes / No | ⚠️ |
SOPSOP: Marine Pre-Voyage Check Workflow
1
Open the Fleet Operator Portal app and tap the voyage job. The Pre-Voyage checklist appears - it is linked to the voyage job, so a new check is required for each departure even if it is the same vessel doing multiple runs in a day.
2
Begin the safety equipment check: life raft condition and hydrostatic release expiry (check the date on the UML label), life jacket count against manifest PAX, EPIRB armed status (green light flashing = armed, steady = low battery, no light = fault - mark Fail immediately).
3
Check Navigation Lights: port (red), starboard (green), stern (white). Test each by switching them on and walking around the vessel or sending a crew member to confirm. Mark Pass only if all three are functioning.
4
Check VHF radio on Channel 16. Complete a DSC radio test if time permits and log it. Enter the fuel level in litres - RouteNio will warn you if it falls below the configured voyage reserve threshold for this vessel.
5
If any item is marked Fail, the voyage job is flagged immediately. Critical failures trigger an admin alert and the vessel cannot be dispatched until the failure is resolved and cleared by a supervisor.
6
Submit the Pre-Voyage checklist. The digital record is attached to the voyage job and the float plan RouteNio generates. AMSA inspectors can request this record during a safety audit.
💡 For passenger ferries, photograph the life jacket storage area during the check using the Photo response type. This creates a visual record of their condition and stowage - valuable for insurance and regulatory purposes.
⚠️ EPIRB failures are always Critical. An un-armed or battery-depleted EPIRB means no satellite distress signal in an emergency. If the EPIRB fails, the voyage must not depart until it is replaced or repaired.
⛏️ 🏗️ mining, construction
Standard Site Pre-Start checklist:
| Item | Response Type | Critical |
|---|---|---|
| Walk-around - no visible damage or leaks | Pass / Fail | ⚠️ |
| Engine oil level | Pass / Fail | ⚠️ |
| Hydraulic oil level | Pass / Fail | ⚠️ |
| Coolant level | Pass / Fail | |
| Fuel level (%) | Number | |
| Tracks / tyres - condition | Pass / Fail | ⚠️ |
| Seatbelt - functioning | Pass / Fail | ⚠️ |
| ROPS / FOPS - in place and undamaged | Pass / Fail | ⚠️ |
| Backup alarm - sounding | Pass / Fail | ⚠️ |
| Lights - all functioning | Pass / Fail | ⚠️ |
| Fire extinguisher - present and in-date | Pass / Fail | |
| Site induction current | Yes / No | ⚠️ |
| No-go zone map reviewed | Yes / No | |
| Operating hours reading | Number |
SOPSOP: Mining / Construction Pre-Shift Check Workflow
1
Open the Fleet Operator Portal app at the start of shift. Tap the Pre-Start tile for your assigned plant. Complete this check before starting the engine - walk around the machine while the engine is cold to detect leaks, damage, or hydraulic seeps that disappear once the machine warms up.
2
Complete the walk-around check and photograph any visible damage using the Photo response. Photos are GPS-tagged and timestamped - useful for insurance disputes if damage was pre-existing.
3
Enter the Operating Hours reading from the machine's hour meter. This syncs with the Fleet record and updates the next-service countdown automatically. Do not skip this item - it is the primary trigger for maintenance scheduling.
4
For the "Site induction current" item - if your induction for this specific site has expired, mark it No. This is a Critical Item. You will be blocked from starting work and your supervisor will be alerted. Contact your Safety Officer to re-induct before proceeding.
5
Submit the checklist. If all critical items pass, you can proceed to start the machine and begin your shift job.
💡 Site-specific No-Go Zones are configured by your Safety Officer under Settings → Sites → [Site Name] → No-Go Zones. Review the current zone map at the start of each shift - blast exclusion zones and high-voltage corridors change daily on active mine sites.
⚠️ ROPS (Roll-Over Protection Structure) and FOPS (Falling Object Protection Structure) failures are always Critical. Operating without functioning ROPS/FOPS on a mine site violates AS/NZS 2294 and MINES (WA) standards. The machine must be tagged out immediately.
Step 4 - Set Assignment Rules
Choose which assets must complete this checklist:
- Assign to All Assets of this Fleet Type - all assets must complete it before every shift.
- Assign to Specific Assets - select individual Vehicles by VIN / Plate.
Multiple Checklists
You can create multiple templates and assign different ones to different Vehicle types. For example: a basic daily check for light vans and a detailed pre-trip inspection for heavy trucks.
Step 5 - Publish the Template
- Review all items and their Critical flags.
- Click Publish Template.
The checklist is immediately live. Drivers will see it in their mobile app at the start of their next shift - they must complete it before they can begin a job.
Viewing Results
After Drivers complete checklists:
- Navigate to Compliance → Checklists → Results.
- Filter by date, Vehicle, Driver, or template.
- Failures are highlighted in red - click to see comments and any photos.
- Critical failures appear in the Compliance Hub with an active alert status.
Audit Trail
Every completed checklist is time-stamped and linked to the specific Driver and Vehicle. This creates an irrefutable compliance record - essential for insurance claims, WHS/HSE investigations, and regulatory audits. Records are stored for the full retention period required by your jurisdiction (configurable in Settings → Compliance → Retention).
Troubleshooting
| Issue | Solution |
|---|---|
| Checklist not appearing for Driver | Verify the template is Published and assigned to their Vehicle type |
| Driver can't find it on mobile | Ask them to pull-to-refresh in the Fleet Operator Portal app |
| Critical failure not blocking dispatch | Check Settings → Compliance → Compliance Block is enabled |
| Can't edit a published template | Duplicate it, edit the copy, then deprecate the original |
| Aviation Pre-Flight not linked to job | Ensure the checklist template is set to type "Pre-Flight" under the template settings - not "Pre-Start" |
| Mining site induction blocking dispatch | Update the operator's induction record in Compliance → Certifications → Site Inductions |
| EPIRB failure alert not sending | Verify Admin email addresses are current in Settings → Users; check spam/junk folders |
| Photo items not saving | Ensure the mobile app has Camera and Storage permissions enabled in device settings |
Last updated: 2026-03-15