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Update checklists automatically when a vehicle changes status

Automatically activate or deactivate specific checklists as vehicles move between front-line, reserve, and out-of-service statuses.

Summary

In PSTrax, checklists can be automatically activated or deactivated based on a vehicle’s status—whether it’s frontline, reserve, or out of service. This feature helps eliminate unnecessary checks and ensures crews are only completing inspections when appropriate. Once configured, checklist activation happens automatically when a vehicle’s status changes.

Instructions

To use this feature, you’ll need administrative access to the Vehicle & Station module. You’ll configure checklist behavior under Vehicle Status Checklist Default Settings, which define what should happen to each checklist depending on the unit’s status.

Setting Up Checklist Behavior by Vehicle Status

  1. Go to the Actions dropdown for a unit and click Edit Checklists.

  2. You can also go to Manage Checklists for a full view across all units.

  3. Click the dropdown next to the checklist you want to configure and select Edit.

  4. In the Vehicle Status Checklist Default Settings, define the following for each checklist:

    • When set to Frontline – Activate or deactivate

    • When set to Reserve – Activate or deactivate

    • When set to Out of Service – Activate or deactivate

Example Setup

For a unit like Engine 2 (used as a reserve unit):

  • Daily checks:

    • Deactivate when in Reserve

    • Activate when in Frontline

    • Deactivate when Out of Service

  • Weekly checks:

    • Activate when in Reserve

    • Deactivate when Out of Reserve

    • Deactivate when Out of Service

Repeat this process for each checklist as needed.

Changing Vehicle Status

  1. On the Home screen, click the vehicle status tag (e.g., Reserve, Frontline, Out of Service).

  2. Select the new status and confirm the checklist activation/deactivation settings that appear automatically.

  3. Click Save Changes to update the vehicle status and trigger the correct checklist behavior.

  4. You can adjust the start date for scheduled checks (e.g., backdate a weekly check to ensure it appears on the upcoming Monday).

This feature streamlines your operations by automating checklist visibility as vehicle statuses change—ensuring your team always sees the right checks at the right time.

For help setting up automatic checklist activation, reach out to help@pstrax.com.