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Setting Up Exception Alerts

How to create alerts for missed vehicle checks and notify drivers to stay compliant.

Updated over 3 weeks ago

Exception alerts ensure your vehicle checks happen when they're supposed to. These rules automatically notify you and your drivers when vehicle checks are missed, helping maintain consistent safety standards.

Creating Exception Rules

Getting Started

Navigate to Vehicle Checks and select Exception Alerts, then choose Create New Rule.

Setting Up Your Rule

Let's walk through creating a typical rule:

Example scenario: Vehicle checks required Monday to Friday by 9 o'clock

  1. Set the deadline: Choose your required time (e.g., 9:00 AM)

  2. Choose frequency: Select "Monday to Friday" instead of "Daily" if you're not active at weekends

  3. Name your rule: Give it a clear name for easy identification

Notification Options

  • Email alerts: Add multiple email addresses (up to 50) to receive notifications when checks are missed.

  • SMS alerts: Add a mobile number for immediate notifications, especially useful if you're not always at your desk.

  • Driver notifications: Enable the option to "send a copy of the alert as a text to the last known driver." This is particularly effective because when a vehicle check is missed, the system identifies who was last driving and sends them a personal reminder.

How Driver Notifications Work

When a check is missed, the system sends a text, such as: "We were expecting a vehicle check due at 9 o'clock today, and we've detected you, Jamie, as the last known driver."

This personal approach often results in drivers realising they've forgotten their check and completing it immediately, reducing the number of missed vehicle checks significantly.

Applying Rules to Vehicles

After creating your rule:

  1. Save your settings (you'll get a confirmation message)

  2. Use the dropdown on each vehicle to apply the appropriate rule

  3. Different vehicles can have different rules. For example, low-mileage vehicles might only need weekly checks

Benefits of Exception Alerts

Exception alerts create accountability while reducing your administrative workload. Instead of manually checking whether vehicle inspections are complete, the system monitors compliance automatically and involves drivers in maintaining standards.

This two-way approach, notifying managers and prompting drivers, significantly improves check completion rates.

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