AI inspections for Fleetio

Overview

A Fleetio Inspection Submission stores the photo. Nothing in it reads the photo. Fleetio gives you custom Inspection Forms, Pass/Fail items that can require a picture, a Photo item type, GPS on every item, and a default workflow that opens an Issue the moment an item fails. What the camera captured then sits on the submission, and the only thing standing between that image and a missed defect is somebody opening it. RapidEye reads the photos on your Inspection Submissions along with the vehicle, the submitting user and the date, and returns a finding for each problem in the picture.

How it works with Fleetio

Fleetio already sorts the day into the shapes a fleet works in, so the checks follow its own objects.

• Pass/Fail items that passed. This is the one that pays for itself. A failed item already has attention on it, because the default workflow opens an Issue. RapidEye reads the photos on the items marked Pass and says when the picture disagrees: a cracked lens under a light that was ticked off, a scrape along a panel nobody was asked about.
• Photo items and required photos. A Photo item, or a Pass/Fail item set to require a photo on fail, is a picture with a job. RapidEye says whether the image does that job, and what else is in the frame.
• The same vehicle, one submission to the next. Yesterday's post-trip and this morning's pre-trip are the same truck hours apart. New damage between them comes back with both photos and the driver on each.
• Tire and wheel items. Fleetio generates a tread depth and pressure field per tire from the vehicle's axle configuration. The numbers are the driver's; the photo shows sidewall damage, uneven wear and a missing lug that no number captures.
• Damage and check-in forms. Fleetio's documentation notes forms are used for processes such as documenting accident damage and general vehicle check-ins. Those submissions read the same way, and a handover gets a condition record instead of a folder of pictures.

Each finding names the vehicle, where on it, what kind of problem, how serious, the photos it came from and a suggested next step, and lands in the RapidEye dashboard, plus a Slack channel or an inbox for the shop if you want one. You decide whether it becomes an Issue or a work order in Fleetio. And if your documentation is a different shape, video walkthroughs of a unit, a yard walk, a scan, an inspection format of your own, that is something we set up with you rather than a limit of the product.

How to connect Fleetio to RapidEye

1. A Fleetio account with active Inspection Forms. The forms your drivers actually submit, enabled for the vehicles you care about. Archived forms, and vehicles you have not enabled a form for, stay out of scope.
2. Photos on the form. A Photo item, or a Pass/Fail item set to require a photo, puts the image on the submission where RapidEye reads it. If a vehicle gets documented somewhere other than Fleetio, at a yard gate or a handover, a RapidEye capture link opens on any phone with no app to install.
3. Add RapidEye as a user in Fleetio. The Connect panel has the name and email. Your drivers keep using Fleetio Go and change nothing about their day.

How a Fleetio inspection is built, from form to Item Failure

Checked against Fleetio's help centre, September 2026.

An inspection in Fleetio is a form you assembled yourself out of typed items. According to Fleetio's help centre documentation (fleetio.com), a form is built in the web app from a set of Inspection Item types, each with a label, an optional short description and a Required checkbox, and most Users submit it from the Fleetio Go mobile app. That construction is worth understanding, because it decides exactly where a photo can end up.

When a Pass/Fail item is marked Failed, the submission produces an Item Failure, which lands in an index with a Needs Action tab. From there a manager creates an Issue or acknowledges the failure with an optional comment, and Fleetio notes that Issues created this way are named from the comment remarks on the item. Workflows automate the same path: new forms ship with one that creates an Issue on any failed item, and you can add actions such as Change Vehicle Status, so a failed tire item puts the truck Out of Service by itself.

Does Fleetio check what an inspection photo shows?

It checks the circumstances, carefully. Fleetio's inspection documentation describes three real controls on how a picture gets made. Prevent Use of Stored Photos is a form setting that blocks the device library and forces a fresh capture from the camera. Location Exceptions track the GPS position of every item on a submission and flag it when the points are suspicious, with a Proximity Threshold that defaults to 80 percent of items sharing an identical position and a Distance Threshold that defaults to 100 metres from the submission's average point. Fleetio's own help centre names the behaviour those thresholds are built to catch, pencil-whipping from the driver's seat. And a Pass/Fail item can be set to require a photo before it will accept a Pass at all.

Fresh, on site, present. Those three answer where and when, which is the hard part of making drivers document anything at all, and Fleetio answers them well. What no Fleetio article describes is anything reading the contents of the image afterwards: the picture goes into the submission and waits for a person. On a fleet running a pre-trip and a post-trip on every vehicle, that person opens a fraction of them, usually the ones already attached to an Item Failure, which are the ones somebody has already noticed. RapidEye takes the other end of the job. Every photo on every submission gets read, and what comes back is the short list a maintenance office would have found if it had the hours.

Fleetio integration FAQ