AI inspections for Simply Fleet

Overview

An inspection submission in Simply Fleet is a driver's answer sheet, and the images on it are the only part nobody grades. The form is yours: you build the tasks, decide which ones want a pass or fail, a value or a picture, and write the instructions the driver reads at the vehicle. What comes back is a saved, exportable record of what one person concluded on one morning. RapidEye reads the pictures inside it, submission after submission, and returns a finding for each problem it can see with the vehicle, the form and the date attached.

How it works with Simply Fleet

Simply Fleet already sorts a driver's day into forms and tasks, so the checks sit on that structure rather than beside it.

• Failed tasks with a photo and a comment. The clearest case: the driver saw it, photographed it, wrote it up. RapidEye grades the severity against the same part on the same vehicle in earlier submissions and says whether this is the week it stops being a watch item.
• Passed tasks with an image. The quiet one. A task set to Image Capture produces a picture whether the driver flags anything or not, and those pictures are where a fleet's unreported damage lives. A curb-scrubbed tire wall, a light lens filling with water, a strap fraying where nobody was looking.
• Pre-trip against post-trip on the same vehicle. Two submissions bracket a shift. Anything that appears between them belongs to that shift, and the pair of images is the whole argument.
• Equipment and trailers on their own forms. A mixer drum, a paver, a mower deck: assets that get a form of their own and an inspection that is mostly a look. RapidEye reads what a look would have caught.
• Whatever your form does not cover. Body damage on a rental return, a load photographed at the gate, a walkaround video from a driver who prefers talking to typing. Tell us what you already capture and we set the read up around it.

Each finding names the vehicle, the place on it, the type of problem, how serious it looks, the images behind it and a next step. It appears in the RapidEye dashboard, with Slack or email as optional routes. Whether it becomes an issue and then a work order in Simply Fleet is your decision, made by the person who would have made it anyway.

How to connect Simply Fleet to RapidEye

1. A Simply Fleet account with your forms in it. The vehicles you run and the inspection forms your drivers already pick from when they start a submission. Forms you have retired stay retired.
2. Image Capture on the tasks that matter. Photos reach RapidEye through tasks whose attribute is set to Image Capture. If a form is all pass and fail with no pictures, RapidEye sends a capture link that opens on any phone, no app to install, a fixed set of angles taken at the vehicle.
3. Add RapidEye as a user. An admin adds users from the User Management module with a name and an email address, and picks the role. The modal has the details.

How a Simply Fleet inspection is built

Checked against Simply Fleet's help documentation, September 2026.

According to Simply Fleet's help centre documentation (simplyfleet.app), an inspection form is a list of tasks, and each task carries an attribute that decides what the driver can do with it. There are three, and picking between them is the single most consequential choice an admin makes about a form.

Pass/Fail, Value and Image Capture are Simply Fleet's own names for the three task attributes.

Around that form sits a workflow that is unusually complete for software aimed at small fleets. Simply Fleet's documentation describes inspections completing offline where there is no signal, a failed check that can be set to require a comment and a photo, and a submission that can be printed or saved as a PDF from the web app with the images included. A defect becomes an issue; an admin or manager turns open issues into a work order; a technician accepts it, which marks the vehicle out of service and starts the downtime clock, and closes it, which puts the vehicle back in service and writes a service record. Inspection, issue, repair, proof: the chain that Simply Fleet's own writing on DVIR evidence says a fleet needs.

Who can see an inspection once it is submitted

Four roles, and the answer differs for each. Simply Fleet's documentation says the platform offers Admins, Managers, Operators (drivers) and Technicians. Drivers can only submit inspections; they cannot alter tasks or forms, they can edit only the submissions they made themselves, and they have no access to anyone else's. A manager sees the records added by the operators reporting to them. So the full picture across the fleet exists in exactly one place, the admin's screen, which is usually one person's screen, and on a small fleet that person is also doing the buying, the renewals and half the scheduling.

Does Simply Fleet do anything with the photos on an inspection?

It stores them, moves them and exports them, faithfully. Its documentation describes images captured on a task, images surviving an offline submission and syncing later, images travelling into the printed or PDF copy of the submission, and its own guidance recommends keeping photo evidence for twelve months, well past the three the FMCSA asks for. Retention is solved. What none of the documentation describes, because it is not what a fleet maintenance system is for, is anything that opens an image and forms a view about what is in it: whether the tread in the frame matches the number typed in the box, whether the panel in today's picture is more dented than the one in April's, whether the passed task should have been a failed one. That reading is the job RapidEye does, on every submission, at the pace they come in.

Simply Fleet integration FAQ