📋 Overview
UpKeep Fleet gives you two fast, flexible ways to complete vehicle inspections (DVIRs). Choose the path that fits your team: Web QR Codes for instant scan-and-go simplicity with zero setup, or the UpKeep Mobile Driver Experience for teams already working in the app. Both paths generate maintenance requests automatically when inspection items fail.
🔧 Key Capabilities
Two inspection entry points — Web QR Codes and UpKeep Mobile Driver Experience
Zero operator setup required for QR code inspections — anyone who scans the code can inspect
Automatic maintenance requests when inspection items fail — no manual follow-up needed
Photo capture and notes for failed items, giving technicians immediate context
Compliance-ready — replace paper DVIRs with digital records that are stored and audit-ready
📝 Option 1: Web QR Code Inspections (Scan-and-Go)
Web QR Codes are the fastest way to get inspections running. No operator accounts, no logins, no app install required. Print a QR code, stick it on the vehicle, and anyone can scan and inspect.
For Admins: Set Up QR Code Inspections
In the UpKeep web app, navigate to Inspections.
Click Add Inspection and create your inspection template (or use the AI Checklist Builder to generate one).
Assign the relevant fleet vehicles to the inspection.
Generate a QR code for the vehicle.
Print the QR code and attach it to the vehicle (dashboard, door frame, etc.).
For Drivers: Complete a QR Code Inspection
Scan the QR code on the vehicle using your phone's camera — no app or login needed.
The inspection form list opens directly in your phone's browser.
Complete each inspection item — mark items as Pass or Fail.
Capture photos and add notes for any failed items.
Submit the inspection.
If any items are marked as Fail, a maintenance request is automatically created for the fleet manager to review.
📝 Option 2: UpKeep Mobile Driver Experience
For teams already using the UpKeep mobile app, drivers can complete inspections directly from the app with a role-specific experience.
Prerequisites
UpKeep Fleet module is enabled on your account
UpKeep mobile app is installed on driver devices
Driver users are provisioned as Operators in UpKeep and assigned to vehicles
For Admins: Set Up Operators
Log in to UpKeep on the web as an Administrator.
Navigate to People and Teams and add team members as Operators.
Navigate to Fleet > Vehicles and assign operators to the appropriate vehicles.
Create inspection templates under Inspections and assign them to the relevant vehicles.
For Drivers: Complete an Inspection in the App
Open the UpKeep mobile app and log in with your driver credentials.
Navigate to your assigned vehicle.
Tap Start Inspection.
Complete each inspection item — capture photos of any issues and add notes for context.
Submit the inspection.
If any items are marked as Fail, a maintenance request is automatically created for the fleet manager to review.
🎯 Which Option Should You Choose?
| Web QR Codes | Mobile Driver Experience |
Best for | Large fleets, contractors, fast onboarding | Teams already using UpKeep Mobile |
Setup time | Minutes — print QR codes, done | Requires operator provisioning & vehicle assignment |
App required? | No — works in any phone browser | Yes — UpKeep mobile app |
Login required? | No | Yes — driver credentials |
Auto maintenance requests | Yes | Yes |
💡 Best Practices
Start with QR codes for fast adoption — especially at large accounts where operator setup would slow things down. You can always add the full Driver Experience later.
Encourage photo capture on failed items — this gives technicians immediate context and reduces back-and-forth.
Review auto-generated maintenance requests regularly to ensure issues are addressed promptly.
Use the AI Checklist Builder to quickly generate DOT-compliant inspection templates.
Place QR codes in consistent locations across your fleet (e.g., driver-side door frame) so drivers always know where to scan.
❓ FAQ
Do I need operator accounts set up to use QR code inspections?
No. QR code inspections require no operator setup, no login, and no app install. Anyone who scans the code can complete the inspection.
Can I use both inspection methods at the same time?
Yes. You can offer QR code inspections for some vehicles and the mobile Driver Experience for others — or both on the same vehicle.
What happens when an inspection item fails?
A maintenance request is automatically created and routed to the maintenance queue — no manual communication or tracking required.
Do I need the Fleet module to use inspections?
Yes, fleet vehicle inspections are part of the UpKeep Fleet module.
Can drivers access work orders or other UpKeep features from the Driver Experience?
Drivers using the mobile app have a role-specific experience. They can view assigned vehicles and complete inspections but do not have access to the full technician or admin interface. QR code inspections are even more focused — just the inspection form, nothing else.