Know which checks were recorded—and what they found.

Build the checklist around the equipment

A loader and a mower should not have the same checklist just because both have engines. Use the equipment manual and your operating requirements to decide what belongs in each Daily Check.

TinyFleet supports checklist items and recorded results. Fluids, grease points and visible damage can be useful topics where appropriate. The owner defines the routine; the app does not certify that a generic checklist satisfies a particular regulatory inspection.

1. Create a Daily Check for the equipment.
2. Add the checks required for that machine.
3. Have the operator record passed, failed or not checked for each item.
4. Add readings and notes that explain the result.
5. Review failures and report issues that need follow-up.

Not checked is different from passed

A blank or skipped item should not quietly become a clean bill of health. Daily Check records distinguish a passed check from a failed or not-checked result. Notes help explain what the operator saw and what remains unresolved.

These are records of operator input. They help an owner review the routine but cannot independently prove that someone physically inspected or greased a machine. Avoid treating a completed screen as a substitute for an honest operating practice.

Connect the finding to the machine's next step

Suppose an operator finds a fluid level low, tops it up and records the amount and a note. The next operator can add their own observation against the same equipment. An owner reviewing both entries has context that a standalone checklist would lose.

Where a problem requires the equipment to stop, report it using Do not operate and address the maintenance need. The crew can see that the equipment is unavailable while the issue is addressed.

Keep inspections and maintenance connected

An inspection identifies a condition; a maintenance record documents work performed. Keep those two things distinct, and keep both with the asset. The owner should be able to move from a reported issue to the work and its completed history.

Begin with one practical checklist rather than a long form nobody finishes. Review the first few recorded checks with the crew, clarify vague items and use the appropriate meter reading. Then apply the same routine to the next piece of equipment.

Questions before you start