Conduct and Submit an Asset Inspection

Overview #

After an asset inspection has been created and assigned, the inspector can examine the physical asset and complete the associated checklist.

During the inspection, verify the asset, answer every applicable checklist question and record any defects or unusual conditions. Review all responses carefully before submitting the completed inspection.

Important: Record what you observe during the physical inspection. Do not copy results from a previous inspection or mark an item as satisfactory without checking it.

Before you begin #

Before starting the inspection, confirm that:

• The correct inspection has been assigned to you
• You understand the inspection’s purpose
• You are authorised and competent to conduct it
• You can safely access the asset
• The asset can be identified using a reliable identifier
• The inspection type and checklist are appropriate
• You understand the checklist’s response options
• Any required tools or measuring equipment are available
• You understand how failed items must be handled
• Your device can access AssetIQ
• Any required photographs or supporting documents can be captured

If the inspection or checklist appears incorrect, contact the inspection creator before recording results.

Follow your organisation’s safety procedures #

AssetIQ helps record inspection information, but it does not replace your organisation’s safety procedures, technical instructions or legal requirements.

Before examining the asset:

• Follow site-access and permit requirements
• Use required personal protective equipment
• Isolate or shut down the asset where necessary
• Follow lockout or tagout procedures where applicable
• Do not enter restricted areas without authorisation
• Do not operate equipment unless you are authorised
• Use approved measuring and testing equipment
• Stop if the inspection cannot be performed safely

Safety: If you identify an immediate hazard or safety-critical defect, stop using the asset and follow your organisation’s emergency, isolation and escalation procedures. Do not wait until the inspection is submitted.

Open the assigned inspection #

1. Sign in to AssetIQ.
2. From the sidebar, open Asset Inspections.
3. Locate the inspection assigned to you.
4. Open the inspection record.
5. Review the inspection details.
6. Confirm the asset and checklist.
7. Review any instructions or attachments.

Depending on your AssetIQ configuration, assigned inspections may also appear in a dashboard, task list or mobile work queue.

Confirm the inspection details #

Before starting, review information such as:

• Inspection title or reference
• Asset number and description
• Inspection type
• Checklist
• Location
• Assigned inspector
• Planned inspection date
• Due date
• Priority
• Instructions
• Supporting documents
• Current status

If any important detail is incorrect, contact the inspection creator or AssetIQ administrator.

Do not conduct the inspection against a different asset simply because it is similar to the assigned one.

Verify the physical asset #

Before answering checklist questions, confirm that you are inspecting the correct asset.

Use one or more reliable identifiers, such as:

• Asset number
• QR code
• Serial number
• Registration number
• Manufacturer label
• Make and model
• Another unique identifier

Where QR-code scanning is available:

1. Open the scanning action.
2. Scan the asset’s QR code.
3. Review the asset record returned by AssetIQ.
4. Confirm that it matches the assigned inspection.

See Scan an Asset QR Code for more information.

If the label is damaged or cannot be read, confirm the asset using another identifier and record the label issue if relevant.

Start the inspection #

If AssetIQ provides a separate start action:

1. Open the assigned inspection.
2. Select Start, Begin Inspection or the corresponding action.
3. Confirm the action if prompted.
4. Check that the inspection status has changed.

Starting the inspection may indicate to other users that work is underway.

If there is no separate start action, open the checklist and begin recording the results.

Review the checklist #

Before entering responses:

1. Review the checklist sections.
2. Read any introductory instructions.
3. Identify mandatory questions.
4. Note questions requiring measurements.
5. Identify any required photographs or attachments.
6. Confirm that the checklist applies to the asset.
7. Check whether any specialist checks are required.

If the checklist is clearly unsuitable for the asset, do not enter inaccurate results merely to complete it. Contact the inspection creator or AssetIQ administrator.

Complete the checklist #

Work through the checklist in its displayed order unless your organisation’s procedure requires a different sequence.

For each checklist item:

1. Read the full question or instruction.
2. Physically examine the relevant part of the asset.
3. Take any required measurement.
4. Select or enter the appropriate response.
5. Add a comment where required.
6. Attach supporting evidence if necessary.
7. Save the response.
8. Continue to the next item.

Complete all applicable questions.

Record pass or fail results #

Where the checklist uses Pass and Fail:

• Select Pass only when the item has been checked and meets the defined requirement.
• Select Fail when the item has been checked and does not meet the requirement.

Do not select Pass when:

• The item was not examined
• The asset could not be accessed
• The result is uncertain
• Required testing could not be performed
• The question does not apply
• The inspector lacks the equipment or competence to perform the check

Use Not Applicable, Unable to Verify or another appropriate option when available.

Answer yes-or-no questions carefully #

The meaning of Yes or No depends on how the question is written.

For example:

• “Is the emergency stop functioning?” — Yes indicates an acceptable condition.
• “Is there visible damage?” — Yes indicates that a problem exists.

Read every question before selecting a response. Do not assume that the same response always represents a successful result.

Record measurements #

Some checklist questions may require a numeric value, such as:

• Odometer reading
• Operating hours
• Temperature
• Pressure
• Voltage
• Fluid level
• Tread depth
• Dimension
• Capacity reading

When recording a measurement:

1. Use the appropriate measuring equipment.
2. Confirm the required unit.
3. Enter the value accurately.
4. Avoid estimating unless the checklist specifically allows it.
5. Add a comment if the reading appears unusual.
6. Record a failed result if the value is outside the permitted range.

For example, do not enter 35 without confirming whether the required unit is degrees Celsius, PSI, millimetres or another measurement.

Use Not Applicable correctly #

Select Not Applicable only when the checklist item genuinely does not apply to the inspected asset.

Do not use it because:

• The item is difficult to inspect
• The required equipment is unavailable
• The result may fail
• The asset cannot be accessed
• You are uncertain about the requirement
• You want to complete the checklist more quickly

Add a brief explanation when the reason may not be obvious to the reviewer.

Add comments #

Use comments to explain:

• Failed checklist items
• Unusual observations
• Measurements outside the expected range
• Items that could not be checked
• Reasons for selecting Not Applicable
• Temporary conditions affecting the inspection
• Immediate action taken
• Recommended follow-up

Comments should be factual, clear and specific.

Preferred comment:

“Hydraulic oil visible beneath the rear-left stabiliser. Approximately 10 cm patch observed before operation. Equipment isolated and supervisor notified.”

Avoid:

“Leak found.”

A clear comment helps the reviewer understand what happened and decide what action is required.

Add photographs or attachments #

Where photographs or other evidence are required:

1. Select the relevant checklist item or finding.
2. Choose the attachment or photograph action.
3. Capture or select the required image.
4. Check that the affected area is visible.
5. Add a description if required.
6. Save the attachment.
7. Confirm that it appears against the correct checklist item.

Photographs should:

• Be clear and in focus
• Use adequate lighting
• Show enough context to locate the issue
• Include a close-up where useful
• Avoid unrelated people or sensitive information
• Comply with site and privacy requirements

Do not rely on a photograph alone when a written description is needed.

Record a failed item or defect #

When a checklist item fails:

1. Select the correct failed or unsatisfactory response.
2. Describe what you observed.
3. Record the location of the defect on the asset.
4. Enter any required severity or classification.
5. Attach photographs or evidence where appropriate.
6. Record any immediate action taken.
7. Notify the responsible person if required.
8. Save the finding.

Examples of inspection findings include:

• Visible structural damage
• Fluid leakage
• Excessive wear
• Missing safety guard
• Inoperative alarm
• Damaged cable
• Incorrect pressure
• Unreadable safety label
• Tyre damage
• Loose component
• Failed emergency control
• Missing accessory

See Record Inspection Findings and Defects for detailed guidance.

Important: Do not change a failed response to a passing response merely to allow submission.

Respond to a safety-critical finding #

If a finding presents an immediate safety or operational risk:

1. Stop the inspection if continuing would be unsafe.
2. Do not operate or release the asset for use.
3. Isolate or secure the asset where authorised.
4. Notify the responsible supervisor or manager immediately.
5. Follow the applicable emergency or escalation procedure.
6. Record the finding in AssetIQ.
7. Add evidence where safe and permitted.
8. Create or request the required corrective action.
9. Submit the inspection when it is safe and appropriate to do so.

Submitting an inspection is not a substitute for immediate safety action.

If an item cannot be inspected #

If you cannot complete a required check:

1. Do not record the item as passed.
2. Select Unable to Verify, Not Inspected or the appropriate available response.
3. Explain why the check could not be completed.
4. Record what was attempted.
5. Add evidence if useful.
6. Notify the responsible person where required.
7. Confirm whether another inspection must be arranged.

Reasons may include:

• The asset could not be accessed
• The required component was concealed
• The asset was operating and could not be stopped
• Required testing equipment was unavailable
• Conditions were unsafe
• The inspector was not authorised to perform the check
• The asset could not be reliably identified

Save your progress #

If AssetIQ allows the inspection to be completed over multiple sessions:

• Save responses as you work
• Confirm that attachments were uploaded
• Check which sections are complete
• Review unanswered questions before leaving
• Return to the same inspection to continue
• Avoid creating a second inspection
• Do not submit until all possible checks are complete

Saving regularly reduces the risk of losing inspection information.

If the inspection must be paused, follow your organisation’s process for keeping the asset safe until work resumes.

Review incomplete questions #

Before submission, check for:

• Unanswered mandatory questions
• Checklist sections not completed
• Missing measurements
• Failed items without explanations
• Required photographs not attached
• Items incorrectly marked Not Applicable
• Responses that contradict their comments
• Open validation messages
• Findings without required follow-up information

AssetIQ may prevent submission until mandatory information has been completed.

Review the inspection summary #

After completing the checklist:

1. Open the inspection summary or review screen.
2. Confirm the correct asset.
3. Review the overall result.
4. Check every checklist section.
5. Review failed and exceptional items.
6. Confirm measurements and comments.
7. Check photographs and attachments.
8. Review any immediate actions recorded.
9. Correct any entry that does not reflect your findings.
10. Confirm that the inspection is ready for submission.

Take particular care when the overall inspection result is generated automatically from individual checklist responses.

Determine the overall result #

Depending on your AssetIQ configuration, the overall inspection result may be:

• Calculated automatically
• Selected by the inspector
• Determined during review
• Based on the presence of failed checklist items

Possible outcomes may include:

• Passed
• Passed with observations
• Failed
• Incomplete
• Further inspection required
• Not fit for use
• Another configured result

Use the exact result options available in your organisation.

A checklist with a safety-critical failed item should not be recorded as passed unless the organisation’s approved criteria explicitly allow it.

Add the inspector’s declaration #

If an inspector declaration or confirmation is required:

1. Read the declaration carefully.
2. Confirm that the checklist is complete.
3. Confirm that the responses accurately reflect your observations.
4. Enter your name, signature or confirmation as required.
5. Enter the completion date and time where applicable.
6. Do not confirm the declaration on behalf of another person.

The assigned inspector should submit their own inspection unless an approved delegated process exists.

Submit the inspection #

When the inspection is complete:

1. Open the review or summary screen.
2. Confirm that all required questions have been answered.
3. Review failed items and attachments.
4. Complete the inspector declaration if required.
5. Select Submit, Complete Inspection or the corresponding action.
6. Review any confirmation message.
7. Confirm the submission.
8. Check that the status has changed.
9. Confirm that the inspection is available for review.

Important: Submission may prevent further editing. Review all responses carefully before confirming.

After submission #

After submission, AssetIQ retains the inspection result for review and history.

Depending on the configured workflow, the inspection may:

• Move directly to a completed status
• Be sent to a reviewer
• Require approval
• Generate a notification
• Require corrective action
• Lead to a fault report or work order
• Require a follow-up inspection

Submitting the inspection does not necessarily mean:

• Failed items have been corrected
• The asset has been approved for continued use
• A maintenance work order has been created
• The asset record has been updated
• The inspection has received final approval

Review the status and follow your organisation’s process for outstanding findings.

Correct a mistake before submission #

If you identify an error before submission:

1. Return to the relevant checklist item.
2. Enter the correct response.
3. Update the comment or measurement.
4. Replace incorrect evidence if necessary.
5. Save the change.
6. Review the overall result again.

Do not overwrite a genuine failed result unless the original response was entered incorrectly.

Correct a mistake after submission #

If you identify a mistake after submitting:

1. Do not create a replacement record without approval.
2. Contact the inspection reviewer or AssetIQ administrator.
3. Explain what information is incorrect.
4. Provide the correct information.
5. Follow the approved correction or reopening process.
6. Retain an appropriate record of the correction.

Whether a submitted inspection can be reopened depends on your permissions and the configured workflow.

Common issues #

The assigned inspection is not visible #

Confirm that:

• You are signed in to the correct organisation
• The inspection was assigned to you
• It was issued rather than saved as a draft
• You have inspection permissions
• You can access the selected asset or location

Contact the inspection creator if it remains unavailable.

The QR code does not scan #

Clean the label, improve the lighting and hold the device steady.

If scanning still fails, identify the asset using its asset number, serial number or another reliable identifier. Record the damaged label where appropriate.

The checklist is incorrect #

Confirm the asset and inspection type. Do not submit results against an unsuitable checklist.

Contact the inspection creator or AssetIQ administrator.

A required question cannot be completed #

Review the question’s instructions and confirm whether another response such as Unable to Verify is available.

Explain why the check could not be completed and contact the responsible person if necessary.

A photograph will not upload #

Check your device connection, file type, file size and application permissions. Save the inspection before trying again if possible.

Do not submit without mandatory evidence unless the responsible person authorises an alternative process.

The inspection cannot be submitted #

Check for:

• Unanswered mandatory questions
• Missing comments for failed items
• Missing required photographs
• Invalid measurements
• An incomplete declaration
• Unresolved validation messages

Complete the required information and try again.

The overall result appears incorrect #

Review individual checklist responses, particularly failed questions and negatively worded yes-or-no questions.

Contact your administrator if the calculated result still appears incorrect.

The asset is unsafe to operate #

Stop using the asset and follow the applicable isolation and escalation procedure immediately. Recording or submitting the result in AssetIQ should not delay necessary safety action.

Recommended practices #

When conducting inspections:

• Verify the asset using a unique identifier
• Follow applicable safety procedures
• Inspect one asset at a time
• Read every checklist question carefully
• Record results while physically examining the asset
• Use the correct units for measurements
• Add clear comments for failed or unusual results
• Attach relevant evidence
• Save progress regularly
• Never mark an unchecked item as passed
• Escalate safety-critical findings immediately
• Review the entire inspection before submission
• Confirm that required follow-up has been initiated

Next steps #

After submitting the inspection, continue with:

• Record Inspection Findings and Defects
• Review and Approve Inspection Results
• Create Follow-up Actions or Work Orders
• View and Export Inspection Results

For related guidance, see:

• Introduction to Asset Inspections
• Understand Inspection Types and Checklists
• Create and Assign an Asset Inspection