User guide

For every member who inspects, drives, locks out or repairs a vehicle. The app works the same on a laptop, tablet or phone, and keeps working without a signal.

1. Getting started

1. Open fleet.spcfpd.org in your phone or tablet's browser (Safari on iPhone / iPad, Chrome on Android).
2. Add it to your Home Screen so it opens like an app — Safari: Share › Add to Home Screen; Chrome: ⋮ › Add to Home screen.
3. Go to Data & settings › This device, enter your name, member / badge ID and role, and press Save. Your name then fills in on every form you complete.
4. Under Server, leave the server address as api.php, type the access code your officer gives you, and press Save & sync now.

A printable one-page version of these steps is on the device setup card.

The badge at the top right shows the connection:

2. The fleet board

Fleet is the home page. Each card is one unit, with its status, station, asset number and any warnings.

• Counters across the top — In service, Limited / deficiencies, Out of service, Checked out, Checks / PM overdue. Tap one to show just those units.
• Search by unit name, asset number, plate, VIN, make or model, and filter by group or station.
• Buttons on each card — Inspect, Check out / Check in, and Lock out / Return to service.

Status colours and warnings

Warning chips can appear under the status: Daily check overdue, Weekly check overdue, open work orders, PM due / overdue, Checked out — name, and Lock-out not recorded (a failed inspection with no lock-out yet).

The Inspect, Check-out and Lock-out tabs at the top open a unit list first — the quickest way in on a phone.

3. A unit's page

Tap a unit's name to see its details (type, asset number, VIN, plate, odometer, engine hours, last daily and weekly checks), open work orders, PM and service tests with due dates, and its full history. Every inspection, lock-out, check-out, work order and service for that unit is listed newest first.

The asset number is always the last 6 characters of the VIN. It fills in by itself; only units without a VIN (some trailers) have one typed by hand.

4. Inspections

Start one from a unit card, the unit page, or the Inspect tab. The checklist is built for that unit — its type, the equipment it carries and (for ambulances) ALS or BLS.

Choose the inspection type

A weekly, after-response or return-to-service inspection also counts as the daily check. Any of these, or a daily, counts as the pre-trip for check-out.

Filling it in

• Mark each item Pass, Fail or N/A. A failed item needs a short description of the defect.
• Items tagged Critical affect safe operation — failing one recommends out of service. On an ALS ambulance, a failed critical ALS-only item recommends BLS only instead.
• Readings (tire tread, pressures and similar) are typed in; a reading below the minimum counts as a fail.
• Inventory: enter the quantity on hand (anything under par is short) and the expiry date where asked. Expired items are flagged; items expiring within 30 days are listed as expiring.
• Controlled substances (ALS units): record the seal numbers and counts. A second person must witness and sign, and must be someone other than the inspector.
• Your answers are saved as a draft as you go. If you're interrupted, open the inspection again and it picks up where you left off. Discard draft starts over.

5. Inspection results

At the bottom, the app suggests a result from what you entered:

You can choose a stricter result at any time. Choosing a more lenient result than suggested needs a reason and the name of the approving officer. Sign, then press Save inspection.

After saving:

• Each failed item opens a work order automatically (unless one is already open for the same item).
• If the result is out of service, you're offered Place lock-out — do it straight away.
• If the unit was locked out and this was its return-to-service inspection, you're offered Release.
• If this was a pre-trip, you're offered Continue to check-out.

6. Lock-out / tag-out

Lock a unit out whenever it must not be used: a critical defect, breakdown, collision, shop visit, failed service test, recall or contamination.

1. Open Lock out from the unit card, unit page, Lock-out tab or the inspection result.
2. Enter the tag number, the reason, a description of the problem and the officer you notified. Link any work orders the repair depends on.
3. Confirm the required out-of-service steps: tag hung on the steering wheel / ignition, keys removed and secured, dispatch / CAD set to out of service, duty officer notified. Optional steps (battery master off, wheels chocked, reserve unit placed in service, fleet notified) can be ticked too.
4. Hazardous-energy control — if anyone will work on the unit, tick each energy source isolated (electrical, air, spring brakes, hydraulics, pump, PTO, raised cab or aerial, fuel, oxygen). Every person working on it adds their name and personal lock number, and you confirm the try-out (start attempt) was done.
5. Sign and press Place lock-out. Use Print OOS tag for a paper tag.

A locked-out unit shows Out of service — locked out on every device and can't be checked out.

7. Return to service

Only a company officer, chief officer, fleet manager or EVT / mechanic may release a lock-out. Open Return to service from the unit. The page lists the requirements:

• Linked work orders completed — every work order attached to the lock-out is closed.
• Inspection after the repair — a return-to-service (or daily, weekly or after-response) inspection done after the lock-out, with no critical failures. There's a button to start one.

Then confirm the repairs were verified, the tag was removed and dispatch was told. Each personal lock must be removed by its owner. Describe the repairs, choose your role, sign and press Return unit to service.

8. Check-out and check-in

Use check-out when a vehicle leaves for anything other than a normal response from quarters — move-up, training, admin travel, shop delivery, special event, mutual aid or a ride-share trip.

Check-out

1. The unit needs a pre-trip inspection within the last 12 hours (a daily, weekly, after-response or return-to-service inspection also counts). If there isn't one, the form links to it.
2. Enter the driver, confirm they're qualified for the vehicle, choose the purpose, destination and expected return, and record the odometer, fuel level and engine hours.
3. List any items issued with the vehicle (radios, keys, fuel card…), note its condition, and have the driver sign.

A unit can't be checked out while it's locked out, out of service, retired or already checked out.

Check-in

Press Check in on the unit. Record the odometer and fuel, tick the issued items that came back (explain any that didn't), and note any new damage or defects. A reported defect opens a work order, and you can lock the unit out on the spot if it's not safe.

9. Work orders

Work orders track every repair. They're opened automatically from failed inspection items and check-in defects, or by hand from Maintenance › + New work order.

Each work order has a priority — Critical (affects safe operation), High, Normal or Low. Add an update whenever something happens: status, assigned mechanic, notes, parts, labor hours, cost and odometer. Completing a work order needs a description of the repair. Deferred and Cancelled are also available.

When the last work order on a locked-out unit is completed, the app offers to go straight to return to service.

10. PM and service tests

The Maintenance tab has a PM & service tests view, and every unit page lists the tasks that apply to it — oil and filter service, annual inspection, brakes, pump test, aerial test, ladder, hose, SCBA, generator, cot, monitor / defibrillator, oxygen, wheelchair lift and more, depending on the unit's equipment.

• Each task is due by months, miles or engine hours — whichever comes first.
• Due soon means within 30 days, 500 miles or 25 hours. Overdue means past due.
• No record means the app has no service date to count from yet — record the last service to start the clock.
• Press Record to enter a service: result (pass, conditional or fail), who did it, the report or certificate number, odometer, hours and notes. A failed service opens a work order.

11. Records and printing

Records lists everything, newest first. Filter by record type or unit, and open any record to read or print it. Lock-outs also have Print OOS tag.

Each record carries a fingerprint. When you open it, the app shows ✓ Integrity verified if it hasn't changed since it was signed. Records are never edited or deleted. A correction is a new record, so the history is complete.

12. Working offline and syncing

• Everything you save is stored on your device first, so forms work in a bay or out of district with no signal.
• Saved records upload automatically when the connection returns, and records from other devices download at the same time.
• If a unit or record seems missing, open Data & settings and press Save & sync now. If that doesn't fix it, press Re-download everything.
• Don't use Erase local data unless an officer asks — anything not yet uploaded would be lost.

13. Quick answers

The Check out button is missing.

The unit is locked out, out of service, retired or already checked out. The unit page says which.

It says "A current pre-trip inspection is required".

No qualifying inspection in the last 12 hours. Do a pre-trip (critical items only, a few minutes) and continue.

I failed an item by mistake.

Before saving, just change it. After saving, tell your officer. Records can't be edited, but the work order it opened can be cancelled with a note, and a new inspection replaces the status.

Can I use my own phone?

Yes. Nothing is installed from an app store, and the app stores only fleet records.

Who do I ask?

Your company officer or the fleet program administrator. Administrators: see the admin guide.