⚠️ Notice: Module Updates in Progress
We are currently updating this module. As a result, some information in this article may appear outdated or may not fully reflect the latest changes. Once the module update is complete, this article will be revised accordingly. In the meantime, if you have any questions please reach out to your customer success manager.
Whip Around is a powerful fleet management software that helps organizations of all sizes to streamline their vehicle inspections, maintenance schedules, and compliance reporting. One of the key features of Whip Around is its defect module, which allows you to manage defects reported from an inspection, a DTC code, or manually in a centralized location.
In this article, we will discuss how to use the defect module in Whip Around and how it can help you take care of your fleet.
Getting Started with the Defects Module
To get started with the defect module, you will need to first log in to your Whip Around account. Once you are on your Whip Around dashboard there are 2 ways to find the defects module.
From the dashboard, in the "Inspections and Defects" section you can click on the defects reported.
From the sidebar you can click on "Maintenance" and then from the list choose "Defects."
Organizing the Defects Module
In the defects module there are several ways that you can organize the page.
Filters
Using filters allows you to set your defects module based on a specific value with a variety of criteria to choose from.
Columns
Columns management allows you to add or remove columns from your defects module so that you are looking at the information that is most important to you. When you click on the columns button, a pop up window will appear where you can choose which columns you would like to add or remove from the page. When a box is checked green it will appear on the page, if it is unchecked it will not.
NOTE: A column that can be helpful in to have visible is the "Defect Name" column, which provides a short description of the defect that was reported.
Sorting by Team, Defect Priority, & Defect Type
In the defects module you can also sort the page by team, defect priority, and defect type. Each of these options will allow you to narrow the number of defects you are looking at as you determine which defects you need to action.
You can select one or several teams that you want to view the defects for.
You can sort based on the priority that has been defined for defects.
You can sort based on how the defect was reported (via inspection, DTC code, or manually)
By Status
Rather than viewing all the defects that have been reported on your fleet, you can also view the defects module based on the status of the defects reported. You can toggle between the different tabs at the top of the defects page to look at defects that are "new," "in progress," "corrected," or "no correction needed." You can also see how many defects fall into each of those statuses to help you keep track of the defects you are managing.
Managing Defects
To begin managing a specific defect that has been reported, you will click on the link of in the "Defect" column.
In the defect profile you are given information about the defect, including who reported it, the asset it was reported on, comments left by the driver, when it was reported, and how it was reported (inspection, DTC code, manually). From the defect profile you can assess the severity and priority of the defect and update that information.
From the defect profile you have the ability to update the status of defect. If it is a new defect, you can update the status to "no correction needed," "in progress," or "corrected." If you had previously marked a defect "in progress" and want to change it back to "new" a "mark as new" button will be an option.
When updating the status of a defect, the reporter of the defect will be notified that the status has changed. You will also see the status change in the defect profile and on the defect modules. You can add additional comments to the defect profile to create a communication chain with the reporter of the defect to let them know you are handling the defect.
You can also create a Work Order from the defect profile, by clicking the "Create WO" button. For more information on how to create a Work Order from the defect profile, check out this article.
Viewing Defects from Inspection Reports
You can also view defects from an inspection report. In the defect profile you can find the "Inspection ID" at the bottom of the details, by clicking on the Inspection ID number you will open up that inspection report.
From the inspection report you can see when the inspection was received, the number of defects reported in the inspection, as well the information reported in the inspection that didn’t result in a defect. To just view the defects reported in this inspection you can toggle on the "show defects only" button.
You can also see the status of the defects reported in the inspection based on the color of the defects reported. Defects that are new are in red, defects that have been marked in progress are orange, and defects that have been corrected are in green.
