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Daily Driver Management

Beyond configuring what checks appear on a Daily Driver, managing the feature day-to-day means knowing who hasn't completed one, making sure a reported fault reaches the workshop, and being able to tell a genuine pre-start from a rushed "tick and flick." This article covers all three, along with the other Daily Driver reports available.

Reporting on Daily Drivers Not Completed

There are two ways to find out an expected Daily Driver hasn't happened, depending on whether you can see it as it happens or need to check after the fact.

Daily Driver Exceptions

A Daily Driver Exception is a document created automatically when an asset is known to have been used on a given day but no Daily Driver check sheet was recorded for it.

Usage is determined via the asset's telematics device. When the telematics integration records activity against the asset (indicating it was used) and no Daily Driver has been completed for that day, an exception is generated.

An asset is considered to have been used when telematics data shows it has exceeded a minimum distance and minimum operating time (both conditions required by default; can be configured to require only one). Both thresholds default to 1 km and 5 minutes respectively. These values, and whether both or either condition is required, can be adjusted by Formbird Support.

An exception is only generated for an asset if Daily Driver Required is set to Yes on the asset record. Assets without this setting enabled are not checked and will not produce exception documents.

The operator name and email address recorded on an exception document are drawn from the telematics integration, not from Formbird FLEET. If the integration does not provide this data, these fields will be empty.

Exception documents are records only — they cannot be edited or actioned. View them in the Daily Driver Completion Exception Documents report, or summarised across the fleet in the Daily Driver Exception Report.

Daily Drivers Completed / Not Completed Today

Exceptions rely on telematics, so they only cover assets with an active telematics device. For a simpler, telematics-independent check, use the Daily Drivers Completed / Not Completed Today report. It checks every asset with Daily Driver Check Required ticked against a chosen date and shows a straight yes/no for whether a Daily Driver was completed — no telematics data needed. It also gives a three-month history per asset, useful for spotting a pattern of missed pre-starts rather than a one-off.

Use Daily Driver Exceptions where you want automatic detection tied to actual asset usage, and Completed / Not Completed Today as a direct daily compliance check across your whole required fleet.

How a Reported Fault Reaches the Workshop

When an operator fails a check or enters a defect description on a Daily Driver, it's picked up by the workshop based on the priority the operator assigned when reporting it — Urgent – Fleet Out of Service or Non-Urgent – Fleet Operational. Both appear in the Triage panel of the Workshop Dashboard, where they're actioned into a repair request and, if needed, a Work Order.

See Actioning Daily Driver Faults for the full triage and actioning process, including how to work through non-urgent faults directly from the Daily Driver Check Listing report.

To spot patterns rather than handling faults one at a time, use the Daily Driver Failure Analysis Report, which counts how often each specific check fails per asset. An asset that keeps failing the same check may have an underlying fault that isn't being fully resolved.

Detecting Incomplete Checks ("Tick and Flicking")

A Daily Driver is only useful if the operator genuinely performs each check rather than marking everything as passed without looking. Formbird FLEET can help surface this behaviour, but it needs a small amount of setup first.

On each check item in the Daily Driver Check Questions panel (see Configuring Daily Drivers), set an Expected Check Duration (seconds) — a realistic minimum time a check should take if genuinely performed. This field is optional; checks without a value aren't held to a specific duration.

The Daily Driver Check Duration Report uses these values (alongside a second, no-setup-required method based on how long the whole form took to complete) to flag checks completed suspiciously fast — the clearest sign of a "tick and flick" pre-start. Configuring expected durations for your highest-risk checks (for example, brakes or lights) makes this detection far more precise.

Other Daily Driver Reports

Two further reports round out the Daily Driver reporting suite:

Meter reading errors on Daily Drivers are covered separately — see Configuring Daily Drivers and the Daily Driver Meter Error Management Report.

Notifications

Four notifications relate to Daily Driver management — two for missed pre-starts, and two for reported faults. Except for the automatic operator alert, these are all standard subscriptions users opt into via Notifications.

Automatic Notification — Operator Alert

When a user fobs on to a telematics device and then uses the asset without having completed a Daily Driver, an automatic email is sent directly to that user. This notification can also be configured to send to a set email address in addition to the operator, for example, a supervisor or fleet manager. Both the recipient address and any additional addresses are configured by Formbird Support.

This notification is only possible with telematics integrations that provide the user's email address as part of the fob-on event. Not all integrations support this.

Subscription Notification — Daily Driver Completion Exception

Listed under Notifications as Daily Driver Completion Exception, this is a standard subscription email that users can opt into. It sends a summary of that day's exceptions, compiled and sent once, near the end of each day.

Subscription Notifications — Urgent / Non-Urgent Daily Driver Creation

When a fault is reported on a Daily Driver, a notification fires once, at the point it's submitted — Urgent Daily Driver Creation if the operator set the priority to Urgent – Fleet Out of Service, or Non-Urgent Daily Driver Creation for Non-Urgent – Fleet Operational. A Daily Driver with no reported fault doesn't trigger either one.

Subscribe to either via Notifications, choosing Email or Browser Alert as the method. Each subscription can optionally be limited to Only Notify For Selected Assets and a Valid From/Valid To date range. The operator who submitted the Daily Driver never receives their own notification.

Configuring Daily Driver Requirements

Whether exceptions are generated for an asset depends on the Daily Driver Required setting on the asset record and the asset having an active telematics device. See Configuring Daily Drivers for how to set up Daily Driver requirements.

Updated: August 2026 · Formbird FLEET 4.2.8