📋 Overview
UpKeep Fleet provides two fast, low-friction ways to complete vehicle inspections (DVIRs). Web QR Codes let anyone scan and inspect with zero operator setup, no login, and no app install. The UpKeep Mobile Driver Experience gives teams already in the app a role-specific inspection workflow. Both methods automatically generate maintenance requests when inspection items fail — so nothing slips through the cracks.
Web QR Codes remove the biggest friction point in fleet inspection setup: operator management. Large fleet accounts that were stalling on inspections because of operator provisioning can now go from zero to running inspections in minutes, not days.
🔧 Key Capabilities
Two inspection entry points — Web QR Codes (scan-and-go) and UpKeep Mobile Driver Experience (in-app)
Zero operator setup required for QR code inspections — operators are optional. Anyone who scans the code goes straight into the inspection flow.
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
AI Checklist Builder — generate DOT-compliant inspection templates from a simple prompt
📝 Option 1: Web QR Code Inspections (Scan-and-Go)
Web QR Codes are the fastest way to get inspections running. Print a QR code, stick it on the vehicle, and anyone can scan and inspect — no operator accounts, no logins, no app install required. This is ideal for large fleets, contractors, or any team that needs to prove value before investing in full operator management.
For Admins: Set Up QR Code Inspections
In the UpKeep web app, navigate to Inspections.
Click Add Inspection and create your inspection from scratch or use the AI Checklist Builder to generate one from a prompt.
Assign the relevant fleet vehicles to the inspection.
Click the QR code icon in the top-right corner of the inspection page to generate a QR code for the vehicle.
Print the QR code and attach it to the vehicle (dashboard, door frame, or another consistent location).
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 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. This option requires operator provisioning but gives drivers a richer in-app workflow.
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, proving value quickly | Teams already using UpKeep Mobile |
Setup time | Minutes — generate QR codes and print | Requires operator provisioning & vehicle assignment |
App required? | No — works in any phone browser | Yes — UpKeep mobile app |
Login required? | No | Yes — driver credentials |
Operator setup? | No — operators are optional | Yes — drivers must be provisioned as Operators |
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 layer in the full Driver Experience later.
Place QR codes in consistent locations across your fleet (e.g., driver-side door frame or dashboard) so drivers always know where to scan.
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 from a simple prompt.
Meet customers where they are — offer QR codes for scan-and-go simplicity, or the Mobile Driver Experience for teams that prefer the app. You can use both methods on the same fleet.
❓ 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. Operators are entirely optional — anyone who scans the QR code can complete the inspection immediately.
Where do I generate the QR code for a vehicle?
In the UpKeep web app, navigate to Vehicles, click into a vehicle record, then look for the QR code icon in the top-right corner of the vehicle page.
Can I generate and print QR codes in bulk?
Bulk QR code generation and printing is on the roadmap and coming soon. For now, QR codes are generated individually per vehicle.
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 use both on the same vehicle. They work independently.
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.