Shared Motor Pool Check-Out / Check-In
Browser-based vehicle release and return evidence for shared government vehicles across departments.
- Asset class
- Sedan, SUV, pickup, van, or departmentally shared vehicle
- Trigger
- Reservation check-out, return check-in, reassignment, or after-hours release.
- Recipient
- Vehicle user, motor pool clerk, or department coordinator
- Decision
- Release keys, close reservation, route damage, or attach evidence to a department chargeback.
- Duration
- 2-3 minutes
- Policy
- pol_motor_pool_condition
Required evidence
Photo slots for this workflow
Each slot becomes a guided capture step in the no-app inspection link. Required shots must be captured before the session can be finalized.
| Shot | Instructions | Verifies |
|---|---|---|
| Plate, VIN, or unit number | Capture the asset identifier used by the motor pool system. | Asset identity |
| Odometer and fuel/charge | Show mileage plus fuel gauge or EV charge state. | Mileage and energy state |
| Front exterior | Show front bumper, windshield, hood, and both headlights. | Exterior condition |
| Driver side exterior | Step back to show both panels, doors, mirrors, and tires. | Side condition |
| Rear exterior | Show rear bumper, hatch/trunk, plate, and taillights. | Return condition |
| Interior condition | Show front seats, dash, and obvious cleanliness issues. | Interior condition |
| Return parking location | Show the returned vehicle in its bay, stall, or assigned location. | Return location |
Sample report status
Ready for service
Check-in photos were captured with no visible damage. Fuel state and return bay were documented.
Exception routing
No sample exception flags. The record is still reviewable and exportable.
Integration output
Use the payload below to create a signed inspection link and route the final record by webhook.
API payload
Create this inspection link
This is the inspection-session payload shape for the template. Agencies can change labels, add metadata, or map the fields to an FMIS, work-order, reservation, or incident system.
{
"policy": "pol_motor_pool_condition",
"recipient": {
"name": "N. Patel",
"email": "recipient@agency.gov"
},
"context": {
"asset_id": "MP-1182",
"work_order_id": "RES-44892",
"workflow": "motor_pool_checkin",
"department": "Facilities",
"reservation_id": "RES-44892",
"site_external_id": "city-hall-garage"
},
"required_shots": [
{
"slot": "asset_identifier",
"label": "Plate, VIN, or unit number",
"instructions": "Capture the asset identifier used by the motor pool system.",
"required": true
},
{
"slot": "odometer_fuel",
"label": "Odometer and fuel/charge",
"instructions": "Show mileage plus fuel gauge or EV charge state.",
"required": true
},
{
"slot": "front",
"label": "Front exterior",
"instructions": "Show front bumper, windshield, hood, and both headlights.",
"required": true
},
{
"slot": "driver_side",
"label": "Driver side exterior",
"instructions": "Step back to show both panels, doors, mirrors, and tires.",
"required": true
},
{
"slot": "rear",
"label": "Rear exterior",
"instructions": "Show rear bumper, hatch/trunk, plate, and taillights.",
"required": true
},
{
"slot": "interior",
"label": "Interior condition",
"instructions": "Show front seats, dash, and obvious cleanliness issues.",
"required": true
},
{
"slot": "parking_location",
"label": "Return parking location",
"instructions": "Show the returned vehicle in its bay, stall, or assigned location.",
"required": false
}
],
"ttl_seconds": 86400
}Keep the decision human, keep the record inspectable
This template is designed to capture better evidence. It does not decide discipline, claims, replacement, or release by itself.