Approval rules: Each rule has one condition and one outcome, built as a simple sentence: If the work order costs under $200, then skip approval. You can set conditions on cost, a specific asset, or a team.

Require or skip: Fast-track routine, low-cost work. Or require approval for high-value assets and specific teams even when the status doesn't ask for it.

Require always wins: When a work order matches both a require rule and a skip rule, approval is required. You don't need to worry about rule order.

No cost, no skip: A work order with no cost recorded never matches a cost rule, so approval can't be bypassed by leaving the cost blank.

Conflict warnings: When you save a rule that overlaps an active rule with the opposite outcome, you're warned before you save.

Clear on the work order: A banner on the work order shows whether approval was required or skipped, and which rule decided it. Work orders that will skip approval are marked in the Work Orders list.

Every decision logged: Each rule-driven decision is recorded in the work order's Status log.

Approval skipped report: A new CSV report lists every work order that skipped approval, with the rule that applied and the cost at the time. You can also add it to Scheduled reports.

Calendar view: Month, week and day. Drag a work order to a different day to reschedule it.

Scheduler view: The same days, split into a lane for each assignee or asset. Drag between lanes to reassign the work.

Board view: A column for each of your statuses. Drag a card along to move the work forward.

A scheduled date, separate from the due date: Plan when the work will happen without changing when it is due. A job that is late stays marked as overdue, even once it is on the calendar.

Backlog panel: Everything that still needs a day, in one place: Overdue, Due in 7 days, Due after 7 days and No due date. Drag an item onto a day to schedule it.

Work orders straight from defects and services: Drag one out of the backlog and a work order is created for you, linked back to where it came from.

Approvals respected on the Board: Work waiting on approval cannot change status, and approved work cannot be sent back.

Undo on every move: Each schedule change confirms at the bottom of the screen with an Undo, so a mis-drop costs nothing.

Clock in and out on any work order — Start a timer from Track labor in the Items section, against General labor or a specific item. A green Clocked in bar stays at the top of the app, so mechanics can keep moving without losing the clock.

Several mechanics, one job — Multiple mechanics can clock in on the same item or the same work order at once, each with their own time entry.

Fits the cost rules you already use — Tracked time works alongside the existing rules for adding parts and labor at item level or in the Cost Summary, and labor cost flows straight into the work order total.

Tracked labor on the work order PDF — Every tracked labor entry is included on the work order PDF, so your paperwork matches the time actually spent.

Set your labor rates — Admins set a default hourly rate for the account, or individual hourly rates per mechanic, in Admin settings. The rate is locked in at clock-in, so updating rates later never changes past entries.

Stop forgotten timers automatically — Set a stale timer threshold, and any timer left running past it is stopped for you — no more clocks running overnight.

Keep rates private — Choose to hide hourly rates and costs from mechanics. Cost still calculates in the background; mechanics just see their time.

Five new labor reports — Turn tracked hours into decisions, and schedule any of them from Scheduled reports so they arrive in your inbox automatically:

A rule reads like a sentence — When an inspection is submitted or a defect is created, if it matches the conditions you set, then do this. Build it on one screen in a couple of minutes, with no scripting and no setup.

Triggers on the events that carry consequences — Start a rule from an inspection being submitted, or from a defect being created. Defects count however they arose — from an inspection, added by hand, or reported by a diagnostic code.

Narrow it to the cases that matter — Filter on whether the inspection passed or failed, which form was used, which asset it was on, or a defect's severity. Leave conditions out and the rule runs every time the event happens.

Take the asset out of service automatically — The vehicle comes off the road the moment the rule fires, with a reason you write yourself.

Escalate every defect at once — Set all defects raised on an inspection to the severity the situation calls for, so everything found after an accident is treated as critical whatever the inspector ticked.

Raise the work order without waiting — The repair is already in the queue by the time anyone looks at it.

Reasons that explain themselves — Use {{formName}}, {{assetName}} and {{automationName}} in your text, and they're replaced with the real details when the rule runs — so the out-of-service log tells the next person exactly what happened and why.

See every run — A Runs tab lists every time a rule was triggered, including the ones that were skipped because your conditions filtered them out. Every action appears in the record itself, attributed to Workflow Automations, so automatic changes are always distinguishable from manual ones.

Spot damage in photos — AI reviews inspection photos for scratches, dents, rust, leaks and visible wear. It flags anything that may need attention.

Catch the “no issues” that aren’t — AI compares each photo with the driver’s comment. A dent photographed under a “no issues” note gets flagged for review.

Confirm the task was done — When a photo is proof of a task, like a clean cab, AI checks that the task was completed and flags it if it wasn’t.

Choose which photos get reviewed — Turn on Analyze photos with AI for any photo card in your inspection forms. AI only reviews photos from those cards.

Review without leaving Inspection History — Turn on the Inspections Pro toggle to add an AI suggestions column. Expand a row to see the photo, what AI found and the driver’s comment side by side.

Create a defect in one click — Create defect opens a defect drawer already filled in from the suggestion.

Clear the noise — Ignore a single suggestion and undo it right away if needed. You can also select several inspections and ignore all their pending suggestions at once. Suggestions already turned into defects stay as they are.

See what’s outstanding at a glance — Row badges update as suggestions are actioned. An Inspections Pro widget on the main dashboard lets you page through recently flagged inspections.

Help it learn your fleet — Give each suggestion a thumbs up or thumbs down to improve accuracy over time.

AI suggestions in your export — Inspection CSV exports include an AI suggestions count for each inspection.

Bulk upload — add lots of users at once from a file. Fix any errors on the page, then send all the invites in one go.

Status tabs — All, Active, Invited and Inactive, each with a count. The fastest way to see who still hasn't signed in.

Teams column — see every team a person belongs to without opening their profile. Usually the answer when someone says they can't see an asset or a work order.

Search, filter, sort and export — the same tools as the rest of the app.

Find the right defect faster — A redesigned Defect List with improved filtering, sorting, and column management, plus new columns for Defect Type, Repeated Times, Defect Source, and Created By.

Tell "needs work" from "reviewed" — A new No correction needed status keeps reviewed defects visible, searchable, and reportable without forcing a repair.

Stay ahead with better reporting — Report on defects by All, New, In Progress, No Correction Needed, or Corrected, and schedule those reports so managers stay informed automatically.

See the full context in one place — A refreshed Defect Details page with an Attachments section for media and documents, attachment filters, an improved Activity Log, and a richer info panel showing repeat count, defect type, created date, and more.

Capture issues from anywhere — Create and edit manual defects directly from the web dashboard, without relying on the mobile app.

Track what matters to your operation — Add up to 10 custom fields for defects, visible on both the Defect List and Defect Details pages.

Drag to reorder any column — Set the column order that matches how you work, with the same control you already have over which columns show.

Your layout sticks — Column order is saved on your browser, so it persists across sessions on the same device. (Switching devices or clearing your cache resets it to default.)

Key columns stay put — A few anchor columns like Inspection ID and Asset Name are fixed so links to detail pages always stay accessible — as a rule, if a column can't be removed, it can't be reordered.

Sync telematics with inspections automatically — Mileage and vehicle data flow into Whip Around to keep records accurate and trigger maintenance in real time, with no manual entry.

Turn faults into work orders — Diagnostic data becomes instant work orders, so faults and defects are managed in one place before they become breakdowns.

Stay ahead of compliance — Alerts for missed DVIRs and unresolved issues help reduce violations and improve CSA scores.

See the whole picture with AI — GPS Insight's AI dash cams combined with Whip Around's AI Inspections Pro give real-time visibility across driver behavior, vehicle condition, and on-road events.

Inspect within your existing workflow — Drivers can access the Whip Around app directly from GPS Insight Inspect, improving data quality and accountability without adding friction.

Choose how intervals are calculated — Stick with rolling intervals (the default), where the next service is based on the last one completed, or switch to fixed intervals that hold to a predefined schedule.

Stop early services from shifting the schedule — With fixed intervals, that 500-mile service still leaves the next one due at 1,000 — the program stays aligned instead of drifting.

Exports stay accurate — CSV and Excel exports reflect the correct due dates based on the mode you've selected.

A consistent, modern list — The Drivers page now uses the same datagrid as the rest of Whip Around, for one familiar experience across every list.

Filter the way you want — New custom filtering makes it quicker to narrow down to exactly the drivers you're looking for.

Capture a narrated video with any defect — Drivers record a 10-second clip alongside photos when logging a defect, straight from the mobile app.

Give mechanics richer context — Sound and motion surface details a still image misses, so issues are understood right the first time and fewer details slip through.

Strengthen your compliance and insurance record — Time-stamped video creates clearer, more defensible documentation of vehicle condition when it matters most.

See every custom report in one place — Reports built for your account now appear directly on your Whip Around dashboard, so there's no hunting across email or files to find them.

Control who sees what — Grant different users access to different custom reports, so each team sees the reporting relevant to them and nothing they shouldn't.

Whip Around DVIRs inside Platform Science — Drivers access the Whip Around inspection app directly from their Platform Science in-cab device, for a single, streamlined workflow.

A connected fleet, in real time — Seamless communication between the two platforms gives you intuitive tools for planning, monitoring, and responding to your fleet as things happen.

Built for fast adoption — Whip Around's easy-to-use inspections plus Platform Science's telematics mean drivers get up to speed in hours, not weeks.