A page for each vehicle, from a sticker in the cab
To use QR codes on fleet or rental vehicles, start from the Safety Checklists template in Studio. It builds a page with a checklist drivers tick through, a sign-off form whose replies land on the code's Responses page with the time, and contacts for the fleet office. Add vehicle details, instructions such as fueling or charging, and links to a how-to video or roadside assistance. Make one code per vehicle and edit the page whenever something changes.
Why the printed version falls short
Instruction sheets in the glove box go missing
Drivers don't know how a vehicle's features work
Paper inspection logs are hard to collect and read
Problems get mentioned in passing and forgotten
Emergency numbers aren't where drivers look for them
Transportation & Vehicles with CirculateQR
Put a code in each vehicle that opens its pre-trip checklist, key details, who to call, and a short form drivers use to sign off or report a problem.
- A checklist drivers tick through on their phone
- Sign-offs and problem reports in your dashboard with the time
- Vehicle details, fueling or charging notes and rules in one place
- Tap-to-call contacts for the fleet office and roadside help
- Links to how-to videos and documents
- One code per vehicle, edited without a new sticker
How to set it up
Build the vehicle page
Open the Safety Checklists template in Studio and replace the forklift sample with the vehicle's name, the checks and any instructions.Set up the sign-off
Edit the form's result choices, such as All checks passed or Problem found, and the notes field.Add contacts and links
Add the fleet office and roadside assistance numbers, plus links to a how-to video or the vehicle manual.Place it in the vehicle
Print one code per vehicle on durable label stock and put it where drivers will see it. Read sign-offs on the code's Responses page.
Useful extras
Responses with CSV export
Every sign-off and problem report is listed with its time and can be exported as CSV.
Pre-trip checklist
Drivers tick items on their phone. The ticks stay on their screen; the sign-off form is what gets recorded.
Scan analytics
See when each vehicle's code was scanned and the approximate city, from the network location.
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CirculateQR vs glove box manual and paper inspection log
Readable on the driver's phone
- CirculateQR
- ✓
- Glove box manual
- ✗
- Paper inspection log
- ✗
Update without reprinting
- CirculateQR
- ✓
- Glove box manual
- ✗
- Paper inspection log
- ✗
Reports collected in one place
- CirculateQR
- ✓
- Glove box manual
- ✗
- Paper inspection log
- △
Time recorded with each sign-off
- CirculateQR
- ✓
- Glove box manual
- ✗
- Paper inspection log
- △
Tap-to-call contacts
- CirculateQR
- ✓
- Glove box manual
- ✗
- Paper inspection log
- ✗
| CirculateQR | Glove box manual | Paper inspection log | |
|---|---|---|---|
| Readable on the driver's phone | ✓ | ✗ | ✗ |
| Update without reprinting | ✓ | ✗ | ✗ |
| Reports collected in one place | ✓ | ✗ | △ |
| Time recorded with each sign-off | ✓ | ✗ | △ |
| Tap-to-call contacts | ✓ | ✗ | ✗ |
✓ yes · ✗ no · △ partly or with extra work
Frequently asked questions
Does each vehicle need its own code?
Yes, if each vehicle has its own details or you want reports per vehicle. Each code has its own page and Responses list.
Are the checklist ticks saved?
No. Ticks stay on the driver's phone. Only the sign-off form is sent, and it appears on the code's Responses page with the time.
Can drivers upload photos of damage?
No. The form takes a choice and written notes, so drivers describe the problem and you follow up.
Will I be alerted when a problem is reported?
No alerts are sent. Check the code's Responses page in your dashboard.
Is the scan location exact?
No. It's an approximate city from the network, not GPS.
How many vehicles can I set up?
Each vehicle page counts as a hosted page: 3 on the free plan, 25 on Studio, and no limit on Artisan and Stealth.
Related pages
More for Travel & Transportation
Features used here
Guides
Start with the Safety Checklists template
The template opens in Studio with starter content filled in. Change the text, pick a design and download. The free plan needs no card.