Overview
UpKeep Fleet now gives admins full control over the fields that appear on Inspection Portals. You can set each field to Required, Optional, or Hidden — so your portal captures only the information your team needs, reducing friction for inspectors and keeping submissions clean.
Key Capabilities
Field visibility control — show or hide First Name, Last Name, and Email on the Inspection Portal
Required vs. Optional — mark any field as required to prevent incomplete submissions, or optional to give inspectors flexibility
Hidden fields — remove fields entirely from the portal view when they aren't needed for your workflow
Per-portal configuration — settings apply at the portal level, so different portals can have different field requirements
Configurable Fields
The following fields can each be set to Required, Optional, or Hidden:
First Name
Last Name
Email
How to Configure Inspection Portal Settings
Log in to UpKeep as an Administrator.
Navigate to Settings.
Select Fleet from the left-hand menu.
Click Vehicle Portal.
For each field (First Name, Last Name, Email), use the dropdown to select one of the following:
Required — inspectors must fill this in to submit
Optional — inspectors may fill this in but it is not mandatory
Hidden — this field will not appear on the portal at all
Click Save to apply your changes. The portal updates immediately.
Best Practices
Start minimal — only require fields you truly need. Fewer required fields mean faster submissions and less inspector friction.
Use Required for accountability — if your fleet requires inspectors to be identifiable for compliance, set First Name, Last Name, and Email to Required.
Use Hidden to simplify anonymous workflows — if inspectors scan a QR code and identity doesn't matter, hide all identity fields to streamline the experience.
Review portal settings before rollout — configure your fields before distributing QR codes or portal links to drivers and operators.
FAQ
Who can change Inspection Portal Settings?
Only users with Administrator access can modify portal settings under Settings > Fleet > Vehicle Portal.
Can I have different field settings for different portals?
Yes. Settings are configured per-portal, so you can require identity fields on some portals and hide them on others depending on your workflow.
What happens if a Required field is left blank?
The inspector will see a validation error and won't be able to submit the inspection until the required field is completed.
Does changing portal settings affect past inspection records?
No. Changes only affect new submissions going forward. Existing inspection records are not modified.
Is this available on all plans?
Inspection Portal Settings are available to customers with the UpKeep Fleet module enabled. Contact an UpKeep representative if you're unsure about your plan.