> For the complete documentation index, see [llms.txt](https://clearquote-van-fleets.gitbook.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://clearquote-van-fleets.gitbook.io/docs/admin-functionality/defect-management.md). # Defect Management {% embed url="" %} This section explains the **Damage/Defect Management module** and how it helps admin track and manage vehicle issues efficiently. Admins can access the *Issues* page from the home sidebar to view all recorded vehicle defects.
The page provides a quick summary of vehicles with issues, along with pending counts for easy monitoring.
Search and filters options help admins quickly locate specific records using: * **Vehicle Registration** – Search for a specific vehicle * **Reported On & Last Reported On:** Filter issues based on the date the issue was first reported and the date it was last reported. * **Defect Type** – Filter by category (e.g., body damage, Vehicle defect) * **Issue Status** – Filter by status (e.g., Pending Review, To be repaired, Under Repair, Repaired, etc.) * **Location** – Filter by location (applicable when multiple locations are enabled) * **Vehicle(VM)**-Filter by Vehicle status(Active, Inactive)
* Once the required filters are selected, click **“Apply”** to view the records. Each issue can be opened to view detailed information, including damage details, images, reporter information, and any added notes.
Admins can update the issue status, add remarks, upload supporting files, or link external references as needed.
**Adding Issue Manually:**\ Admins can also create issues by clicking **“Add Entry”**.
While creating an issue, admins must fill in required fields such as vehicle, issue summary, Defect type and reported by, along with a brief description of the problem. Additionally, admins can attach images or videos and include optional details for better context before saving the issue.
Overall, this module provides a structured way to monitor, manage, and update vehicle defects from identification through resolution. ## How can I view all active defects or issues across my fleet? To maintain a comprehensive overview of your fleet's health, you can access the Defect Management summary on your web dashboard. This section provides a centralised list of all reported vehicle issues, allowing you to track their status from initial report to final repair. **Where to find it:** * Web Dashboard: Navigate to the Defect Reports tab to see a real-time list of all flagged issues. * Filtering: The user can use the search icon to find the specific vehicle or can filter using the status of the damage/defect.
## How do I schedule and plan repairs? You can coordinate maintenance directly from the Issues page by selecting the "To be repaired" status from the dropdown menu for any specific defect. Once selected, the system allows you to assign a planned repair date, enabling you to effectively schedule and track when the maintenance is slated for completion.
## Can I attach documents or invoices to a specific vehicle or defect? To attach supporting documentation, simply click on the specific damage or defect entry to open the detailed view in a new tab. Within this view, you can upload and store invoices, repair receipts, or photos under the Remarks section for centralised record-keeping and future reference.