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SafeTrack
Vehicle Safety Portal
NINL
SafeTrack

Vehicle
Safety
Portal

A unified platform for safety staff to submit vehicle checklists and managers to monitor fleet compliance in real time.

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Digital safety checklists with unique IDs
📊
Manager dashboard with live filters
📥
Export to Excel & PDF reports
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Instant alerts for critical failures
33
Check Points
3
User Roles
100%
Digital
Built for
🏗️ Heavy Industry 🚛 Logistics 🏭 Manufacturing 🔒 Safety Teams
System Operational
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🛡️ v4.5 · Vehicle Safety Platform
Digital Vehicle
Safety Inspection System
SafeTrack is a complete end-to-end digital solution that replaces paper-based vehicle fitness checks with a mobile-friendly, role-based inspection platform. From pre-shift checks to manager approvals and analytics — everything in one place.
33
Safety Checkpoints
3
Inspection Modes
100%
Paperless
Real-time
Alerts & Reports
What SafeTrack Does
✓Digitises daily vehicle pre-shift safety inspections
✓Captures defect photos as evidence, stored in cloud
✓Sends automated email reports with PDF attached
✓Manager review, approval & rejection workflow
✓Vehicle registry with QR codes & full history
✓Analytics dashboard with pass rates & trend charts
Supported Vehicle Types
🚛 Dumper (33 pts) 🚚 Truck (28 pts) 🚌 Bus 🚐 Trailer ⛽ Tanker 🏗️ Crane 🚗 LMV + more
🛡️
Vehicle-Type Based Checkpoints
Dumpers get all 33 checkpoints. Trucks get 28. Other vehicles get 26. Checklist adapts automatically when vehicle type is selected.
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Photo Evidence Capture
Camera opens automatically for defect items. Inspector can capture, preview, and remove photos before submission. All photos stored in Firebase.
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Automated Email Reports
Detailed PDF inspection report emailed to inspector, manager, vehicle owner, contract officer and safety officer — instantly on submission.
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Analytics Dashboard
Pass rates, most-failed items, department-wise breakdown, inspector performance, installation compliance, and 7-day trend — all live.
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Manager Review Workflow
Managers can approve or reject any submission with a comment. Rejection triggers automatic email notification to the inspector.
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Vehicle Registry with QR Codes
Every vehicle gets a unique QR code. Inspector can scan to auto-fill all vehicle details. Registry is searchable, filterable, and exportable.
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PMAP — Production Mode Password
Inspectors need a 6-digit PMAP issued by managers to submit in Production Mode. Prevents accidental or unauthorised submissions.
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Auto-Save Draft
Checklist progress is automatically saved to device storage. If the page reloads, all answers are restored so no work is lost.
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Excel & PDF Export
Export all submissions or vehicle registry data to styled Excel workbooks or PDF reports — with filters and date ranges applied.
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Light / Dark Theme
Toggle between Dark (default) and Light mode from the top bar on any screen. Preference is saved automatically.
Select your role to see the relevant step-by-step guide:
1
Register / Sign In
Create an account or sign in with Google. Select "Inspector" role during registration.
2
Enter PMAP (Production Mode)
Get your 6-digit Production Mode Access Password from your manager. Not required for Test Mode.
3
Select the Vehicle
Type the vehicle number in the search box or scan its QR code. Vehicle details fill automatically.
4
Fill Inspection Details
Enter inspection location, shift, driver name, licence, odometer, alcohol check and PPE compliance.
5
Complete the Checklist
Mark each checkpoint OK / Not OK / N/A. For defects, capture a photo when prompted. Items shown depend on vehicle type.
6
Verify OTP & Submit
Enter driver email, click "Send OTP Draft". Enter the 6-digit OTP received by email. Submit the final form.
7
Done! Reports Sent
A detailed PDF report is emailed to all stakeholders automatically. You will see a success screen.
1
Sign In as Manager
Use your registered manager account. Select "Manager" role when signing in. Admin accounts can also access the manager view.
2
Select Test or Production Mode
Use the mode selector in the top-right to switch between Test Data and Production Data views.
3
Review Submissions
Click any row in "All Submissions" to see the full inspection report — photos, checklist, vehicle and driver details.
4
Approve or Reject
Click Approve ✅ or Reject ❌ inside the submission detail. For rejections, enter a reason — the inspector is notified by email.
5
Manage Vehicle Registry
Go to "Vehicles Registry" to view, filter, sort, and export all registered vehicles. QR codes available for each vehicle.
6
Issue PMAPs to Inspectors
Go to "PMAP" section. Click "Add Inspector" to generate a unique 6-digit password emailed directly to the inspector.
7
View Analytics
The Analytics section shows pass rates, failed items, department breakdown and 7-day trends — updated in real-time.
1
Sign In as Admin or Super Admin
Use the admin-registered email. After sign-in, choose your role: Staff, Manager, Admin, or Super Admin.
2
Access Admin Panel
Admin role unlocks "Deleted Submissions", "Audit Log", and soft-delete controls in the sidebar.
3
Soft Delete Submissions
Soft-delete moves a record to "Deleted Submissions". It can be restored. All actions are logged in the Audit Log.
4
Super Admin: Hard Delete
Only available to the Super Admin email. Hard delete permanently removes a record from the database. Use with extreme caution.
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Audit Log
Every delete, restore, approve, and reject action is recorded in the Audit Log with timestamp, action type, and who performed it.
What is Test Mode vs Production Mode?+
Test Mode is for practising and training — submissions are tagged [TEST] and shown separately in the dashboard. Production Mode is for real inspections. Inspectors need a PMAP (6-digit password from manager) to submit in Production Mode.
What is PMAP?+
PMAP stands for Production Mode Access Password. It is a unique 6-digit code assigned by a Manager to each Inspector. The inspector enters this code before filling a Production Mode checklist. It prevents unauthorised or accidental real submissions.
Why do different vehicles have different numbers of checkpoints?+
Some safety items are specific to Dumpers (like Dala Condition, Anti-Tilt Switch, Dala Raising Interlock). Dumpers get all 33 checkpoints. Trucks get 28. Other vehicles (Bus, LMV, Crane, etc.) get 26 — the 7 Dumper-specific items are hidden as Not Applicable.
What happens when I submit a checklist?+
Immediately on submission: (1) Record is saved to Firestore database, (2) A detailed PDF is generated and saved to Google Drive, (3) Email with PDF is sent to the inspector, manager, vehicle owner, contract officer, and safety DSO. The submission appears in the dashboard as "Pending Review".
I lost my progress — what do I do?+
SafeTrack auto-saves your checklist answers and form data to your browser's local storage every time you make a change. If you reload the page, a banner will appear offering to restore your saved progress. Click the restore option and all your answers will be filled back in.
Can I export the inspection data?+
Yes. The Manager Dashboard has Excel and PDF export buttons. You can export all submissions (with all 33 checkpoint results per submission) or the full Vehicle Registry. Filters like date range, vehicle type, and department are applied before export.
How do I register a new vehicle?+
On the Checklist page, click "Register New Vehicle" below the vehicle search box. Fill in the vehicle number, type, department, owner details, and other fields. On save, the vehicle is registered in the database, a QR code is generated, and it becomes available for future inspections.
What does "Not OK" mean vs "FAIL"?+
"Not OK" is the inspector's answer for a specific checkpoint (e.g. "Tyre Condition — Not OK"). The overall result of an inspection can be PASS, CONDITIONAL, or FAIL. If any checkpoint is marked Not OK or Not Installed, the overall result is FAIL.
SafeTrack · v4.5 · safetychecklist.in
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