Overview #
Inspection types and checklists provide the structure for conducting consistent asset inspections in AssetIQ.
The inspection type identifies the purpose of the inspection, while the associated checklist defines the questions, checks and information that the inspector must complete.
The inspection types and checklists available to you depend on how AssetIQ has been configured for your organisation.
What is an inspection type? #
An inspection type classifies an inspection according to its purpose, asset group or operating requirement.
It helps users understand:
- Why the inspection is being conducted
- Which assets it applies to
- Which checklist should be completed
- What information must be recorded
- How the results should be assessed
- What follow-up may be required
For example, an organisation may configure separate inspection types for:
- Pre-use equipment checks
- Daily vehicle inspections
- Weekly machinery inspections
- Safety inspections
- Condition assessments
- Handover or return inspections
- Preventive-maintenance inspections
- Post-repair inspections
- Compliance inspections
- Damage assessments
These are examples only. The inspection types available in your AssetIQ environment may have different names and purposes.
Why are inspection types important? #
Clearly defined inspection types help your organisation:
- Apply the correct checklist to an asset
- Standardise inspections across sites and teams
- Distinguish between different inspection purposes
- Ensure that required checks are completed
- Apply appropriate follow-up procedures
- Organise inspection history and reporting
- Analyse findings by inspection type
- Reduce the use of incomplete or unsuitable checklists
- Support safety and compliance processes
Select the inspection type that most accurately represents the purpose of the inspection.
Do not select an unrelated inspection type merely to continue creating the inspection.
What is an inspection checklist? #
An inspection checklist is a structured collection of questions or checks that an inspector completes while physically examining an asset.
The checklist guides the inspector through the required areas and helps ensure that important checks are not overlooked.
A checklist may contain:
- Sections or groups of related questions
- Instructions for the inspector
- Mandatory and optional questions
- Pass or fail responses
- Yes or no responses
- Multiple-choice responses
- Text observations
- Numeric measurements
- Dates or times
- Condition ratings
- Photograph requirements
- Comments or explanations
- Items that can be marked not applicable
- Failure or escalation instructions
The checklist displayed during an inspection may be determined by the selected inspection type, asset category or another configuration setting.
How inspection types and checklists work together #
The inspection type and checklist have different but related purposes.
| Item | What it defines | Example |
|---|---|---|
| Inspection type | Why the inspection is being conducted | Pre-use equipment inspection |
| Checklist | What must be examined and recorded | Controls, tyres, fluid levels and safety devices |
| Asset | What is being inspected | Mobile crane CRN-0042 |
| Assignment | Who conducts the inspection | Assigned equipment operator |
| Schedule | When it should be completed | Before the start of the shift |
| Result | What the inspection found | Passed with one advisory observation |
An inspection type may be associated with a specific checklist. When the inspection type is selected, AssetIQ may make the corresponding checklist available for completion.
Depending on your organisation’s configuration, one checklist may be used by several inspection types, or different checklists may be used for different asset categories.
Common ways to classify inspections #
Your organisation can establish inspection types that reflect its operational requirements.
Pre-use inspection #
A pre-use inspection is completed before an asset or piece of equipment is operated.
It commonly checks whether the asset:
- Appears safe to use
- Has visible damage
- Has functioning controls and safety devices
- Has adequate fluid, fuel or battery levels
- Has the required accessories
- Is free from obvious leaks or defects
A failed safety-critical item should be handled according to your organisation’s operational and safety procedures.
Routine condition inspection #
A routine condition inspection assesses an asset at a defined interval, such as daily, weekly, monthly or quarterly.
It can help identify deterioration, wear or recurring defects before they cause a failure.
Safety inspection #
A safety inspection focuses on conditions that may affect the safe operation or use of an asset.
The checklist may include guards, alarms, emergency controls, structural condition, labels, protective equipment or other safety-related items.
Safety: Completing a checklist in AssetIQ does not replace any legally required inspection, certification or competent-person assessment.
Preventive-maintenance inspection #
A preventive-maintenance inspection checks an asset according to a planned maintenance programme.
The results may identify servicing, adjustment, replacement or repair work that needs to be scheduled.
Handover or return inspection #
A handover or return inspection records the condition of an asset when responsibility or possession changes.
It may be used when:
- Assigning an asset to a user
- Transferring an asset between locations
- Issuing equipment to a project
- Receiving rented equipment
- Returning an asset from use
- Completing a rental or hire period
Post-repair inspection #
A post-repair inspection confirms the asset’s condition after maintenance or corrective work has been completed.
The inspection may verify that the reported defect has been addressed and that the asset meets the defined acceptance criteria.
Compliance inspection #
A compliance inspection supports an internal standard, legal obligation, certification requirement or other formal control.
Your organisation should define the required checklist, evidence, reviewer and retention requirements before using this inspection type.
Damage assessment #
A damage assessment records visible damage and supporting information about an asset.
The checklist may capture:
- Type and location of damage
- Apparent severity
- Whether the asset can be operated
- Photographs
- Immediate action taken
- Recommended repair or investigation
Note: These are common examples, not a fixed list of AssetIQ inspection types. Always use the inspection types configured for your organisation.
Checklist sections #
Longer checklists may be divided into sections to make them easier to complete.
For example, a vehicle inspection checklist might contain:
- Identification and general condition
- Tyres and wheels
- Lights and electrical equipment
- Fluid levels and leaks
- Controls and safety devices
- Cabin condition
- Damage and observations
- Inspector declaration
Complete each applicable section before submitting the inspection.
Collapsible or completed sections may not always indicate that every mandatory question has been answered. Review the entire checklist before submission.
Checklist response types #
Different questions may require different response methods.
Pass or fail #
Use a pass or fail response when the question has defined acceptance criteria.
- Pass: The inspected item meets the required condition.
- Fail: The inspected item does not meet the required condition.
Do not select Pass when the item has not been physically checked.
Yes or no #
Read the question carefully before answering. The meaning of Yes and No depends on how the question is written.
For example:
- “Is the safety guard securely fitted?” — Yes normally indicates an acceptable result.
- “Is there visible damage?” — Yes indicates that a problem exists.
Do not assume that Yes always means a successful result.
Multiple choice #
Multiple-choice questions allow the inspector to select one of several predefined responses.
Select the response that most accurately represents the observed condition.
Condition rating #
A condition rating may use descriptions or a scale such as:
- Excellent
- Good
- Satisfactory
- Poor
- Unserviceable
The organisation should define what each rating means so inspectors apply the scale consistently.
Numeric measurement #
A numeric field records a measured value such as:
- Odometer reading
- Operating hours
- Temperature
- Pressure
- Fluid level
- Tread depth
- Voltage
- Dimension
Enter the value using the required unit of measurement. If the expected unit is unclear, confirm it before submitting the inspection.
Text response #
Use a text response to record observations that cannot be represented by a predefined answer.
Comments should be factual, specific and understandable to another person reviewing the inspection.
Photograph or attachment #
Photographs and attachments can provide evidence of asset condition or an identified defect.
Where photographs are required:
- Make sure the relevant area is visible
- Use adequate lighting
- Avoid blurred images
- Include enough context to identify the issue
- Do not include unrelated or sensitive information
- Follow your organisation’s privacy and security requirements
Not applicable #
Select Not Applicable only when the checklist item genuinely does not apply to the inspected asset.
Do not use it to avoid completing a difficult or failed check.
Add a comment if the reason may not be clear to the reviewer.
Mandatory and optional questions #
A mandatory question must normally be completed before the inspection can be submitted.
Mandatory items may be identified by:
- An asterisk
- A required label
- A highlighted field
- A validation message
- Another visual indicator
Optional questions can provide useful additional information but may not prevent submission when left blank.
Even when a question is optional, complete it when the information is relevant to the inspection result.
Understanding failed checklist items #
A checklist item fails when the observed condition does not meet its defined acceptance criteria.
A failed item may require the inspector to:
- Add a comment
- Describe the defect
- Attach a photograph
- Record the severity
- Stop using the asset
- Notify a responsible person
- Create a fault report
- Initiate corrective action
- Request a maintenance work order
- Arrange another inspection
The required action depends on the nature of the finding and your organisation’s procedures.
A completed inspection does not necessarily mean that its failed items have been corrected.
See Record Inspection Findings and Defects for more information.
Selecting the correct inspection type #
Before selecting an inspection type, consider:
- Why is the inspection required?
- Which asset is being inspected?
- Does the inspection apply to this asset category?
- Is it part of a scheduled programme?
- Is the inspection required before or after a particular activity?
- Does it require a specialist or competent inspector?
- Which checklist contains the required checks?
- Are there safety, compliance or evidence requirements?
- Who will review and act on the results?
Choose the type that best matches the main purpose of the inspection.
Review the checklist before starting #
Before beginning the physical inspection:
- Confirm that the correct asset is displayed.
- Confirm that the selected inspection type is correct.
- Review the checklist sections.
- Check whether specialist measurements or equipment are required.
- Identify questions requiring photographs or attachments.
- Review any instructions.
- Confirm that you are authorised and competent to perform the required checks.
If the checklist is incorrect or unsuitable for the asset, contact the inspection creator or AssetIQ administrator before submitting results.
Do not complete an unrelated checklist merely because it has been assigned.
If the required inspection type is unavailable #
If you cannot find the required inspection type:
- Confirm that you are using the correct AssetIQ organisation
- Review the complete list of available inspection types
- Check whether the type has a different name
- Confirm that the type applies to the selected asset
- Check whether the inspection type is active
- Contact your AssetIQ administrator
Your access to particular inspection types may depend on your role, business unit, location or other organisational configuration.
If the checklist is incorrect #
If the displayed checklist does not match the intended inspection:
- Do not enter inaccurate results.
- Confirm the selected asset.
- Confirm the selected inspection type.
- Check whether another inspection type provides the correct checklist.
- Record or report the configuration issue.
- Contact the inspection creator or AssetIQ administrator.
- Restart or recreate the inspection if instructed.
Previously submitted inspection records should not normally be changed merely because a checklist configuration is later updated.
Before creating or changing an inspection type #
If you are authorised to manage inspection configuration, check whether an appropriate inspection type or checklist already exists before adding another.
When defining an inspection type:
- Use a short and meaningful name
- Clearly describe its purpose
- Identify the assets to which it applies
- Associate the appropriate checklist
- Define when it should be used
- Identify any required reviewer
- Avoid duplicate or overlapping types
- Follow your organisation’s naming standards
- Confirm any reporting or retention requirements
When defining a checklist:
- Arrange questions in a logical sequence
- Use clear and unambiguous wording
- Define the expected response
- Specify the unit for numeric measurements
- Identify mandatory items
- Define pass and fail criteria
- Require comments or evidence for significant failures
- Include Not Applicable only where appropriate
- Avoid duplicate questions
- Test the checklist before releasing it to users
- Review it periodically
Checklist design principles #
A reliable checklist should be:
- Relevant: Every question should support the inspection’s purpose.
- Clear: Inspectors should understand exactly what must be checked.
- Observable: The response should be based on something that can be examined or measured.
- Consistent: Different inspectors should interpret the question similarly.
- Actionable: A failed result should indicate what follow-up may be required.
- Efficient: The checklist should be detailed enough to be useful without creating unnecessary work.
- Traceable: Important responses and findings should be retained with the inspection record.
Poorly written questions can produce inconsistent and unreliable inspection results.
Recommended practices #
When using inspection types and checklists:
- Select the type that matches the inspection’s actual purpose
- Confirm the checklist applies to the selected asset
- Read each question before responding
- Use defined acceptance criteria
- Complete mandatory questions
- Record measurements using the correct unit
- Use Not Applicable only when justified
- Add clear comments for failed or unusual results
- Attach evidence where required
- Report incorrect or incomplete checklists
- Avoid creating duplicate inspection types
- Review checklists when operational requirements change
Next steps #
After selecting the appropriate inspection type and reviewing its checklist, continue with:
- Create and Assign an Asset Inspection
- Conduct and Submit an Asset Inspection
- Record Inspection Findings and Defects
- Review and Approve Inspection Results
For a general introduction, see Introduction to Asset Inspections.
