SafeTrack — Vehicle Safety Portal

🛡️ v4.8 · Vehicle Safety Platform

Digital Vehicle
Safety Inspection System

SafeTrack is a complete end-to-end digital solution for Tata Steel NINL that replaces paper-based vehicle fitness checks with a mobile-friendly, role-based inspection platform. From pre-shift checks and photo evidence to manager approvals, QR codes, and live analytics — everything paperless, in one place.

Safety Checkpoints

Email Notifications

100%

Paperless

Real‑time

Alerts & Reports

What SafeTrack Does

✓Digitises daily vehicle pre-shift safety inspections

✓Captures defect & compliance photos as cloud evidence

✓Sends up to 17 automated email notifications with PDF attached

✓Manager review, approval & rejection workflow with comments

✓Vehicle registry with QR codes, full history & export

✓Analytics dashboard with pass rates, trends & breakdowns

✓Admin-managed dropdown options for locations, types & sources

✓Auto-scroll checklist, smart progress bar & draft auto-save

User Roles

👷 InspectorFill checklists, capture photos, submit reports

📊 ManagerReview, approve, manage vehicles & dropdowns

🛡️ AdminEmail controls, credentials, soft delete & audit log

Supported Vehicle Types

🚛 Dumper (38 pts) 🚚 Truck (33 pts) 🚌 Bus (31 pts) 🚐 Trailer (31 pts) ⛽ Tanker (31 pts) 🏗️ Crane (31 pts) 🚗 LMV (31 pts) 🔧 Forklift (31 pts) 🏚️ JCB (31 pts) 🚜 Bobcat (31 pts) 🪝 Hydra (31 pts) + Customisable via Admin

🛡️

Vehicle-Type Adaptive Checkpoints

Dumpers get all 33 checkpoints. Trucks get 28. Other vehicles get 26. Checklist adapts automatically — irrelevant items hidden, not skipped.

📷

Dual-Mode Photo Evidence

Camera opens automatically for defect items. For compound items (Anti-Tilt, Fatigue Monitor etc.) photos route correctly as defect or compliance evidence based on actual value.

📧

17-Recipient Email Notifications

On submission and review, up to 17 emails sent to inspector, manager, owner, CA, CO, DSO, security, and driver. Each email individually controlled via Admin toggles. 3-tier fallback ensures delivery.

📊

Live Analytics Dashboard

Pass rates, most-failed checkpoints, vehicle source breakdown, inspector performance, installation compliance, and 7-day trend — all real-time from Firestore.

📋

Manager Review Workflow

Managers approve or reject with comments. Conditional results supported alongside Pass/Fail. Inspector notified by email on rejection with reason.

🚛

Vehicle Registry + QR Codes

Every vehicle gets a unique QR code. Inspector scans to auto-fill all details including CA, CO, DSO, Work Order, and Vehicle Source. Registry searchable, filterable, exportable.

🗂️

Dropdown Options Management

Managers and Admins can add, edit, or delete options for Inspector Location, Vehicle Type, and Vehicle Source — directly from the dashboard. Changes reflect instantly in the checklist form. No code deployment needed.

🔐

PMAP — Production Mode Gate

Inspectors need a unique 6-digit PMAP issued by managers to submit in Production Mode. Prevents accidental or unauthorised submissions entirely.

⬆️

Auto-Scroll Checklist

As each checkpoint is answered, the page smoothly scrolls to keep context visible. Scroll defers if a photo is required and fires after the photo is captured. No manual scrolling needed.

💾

Auto-Save Draft

Checklist progress auto-saved to device storage on every change. If page reloads, a restore banner appears. No work is ever lost.

📤

Excel & PDF Export

Export all submissions or vehicle registry to styled Excel workbooks or PDF reports with all filter settings applied — date range, vehicle type, source, status.

📱

Mobile-Safe Email Reports

Email data tables use a 2-column layout that fits any screen down to 360px. No cut-off on mobile. Photo grids are 2-column with safe dimensions for all email clients.

🌗

Light / Dark Theme

Toggle between Dark (default) and Light mode from the top bar on any screen. Preference is saved automatically.

📲

PWA — Install on Any Device

Install SafeTrack as an app directly from the browser on Android, iPhone, or desktop. Works on Xiaomi/MIUI. Loads instantly, no app store needed.

Select your role to see the relevant step-by-step guide:

Create an account or sign in with Google. Select "Inspector" (Safety Staff) role during registration. Your account needs manager approval before first use.

Enter PMAP (Production Mode)

Get your 6-digit Production Mode Access Password from your manager. Enter it in the gate that appears. Not required for Test Mode practice sessions.

Select or Register the Vehicle

Type the vehicle number to search or scan its QR code. Vehicle details auto-fill. If new, click "Register New Vehicle" — fill details and watch the animated truck while it saves.

Fill Inspection Details

Select inspection location and shift, enter driver name, licence, odometer reading, confirm alcohol check and PPE compliance. All dropdowns load from admin-managed options.

Complete the Checklist

Mark each checkpoint OK / Not OK / N/A. The page auto-scrolls as you answer. For defects, capture a photo when prompted. Items shown depend on vehicle type.

Verify OTP & Submit

Enter driver email and click "Send OTP Draft". Enter the 6-digit OTP received. Click Submit — a progress indicator confirms saving in real-time.

Done! Reports Sent Automatically

A detailed PDF report with photos is emailed to all stakeholders instantly. You will see a success screen with your Submission ID. No further action needed.

Use your registered manager account. Admin accounts can also access manager view by selecting "Sign in as Manager" from the role picker.

Select Test or Production Mode

Use the mode selector in the top-right to switch between Test Data and Production Data. Production is the live operational data.

Review Submissions

Click any row in "All Submissions" to view the full inspection report — photos, checklist results, vehicle info, driver, and contract officer details.

Approve or Reject

Click Approve ✅ or Reject ❌ inside the submission detail. For rejections, enter a reason — the inspector is notified by email automatically.

Manage Vehicle Registry

Go to "Vehicle Registry" to view, filter, sort, and export all registered vehicles. QR codes available for each vehicle. Filter by Vehicle Source, Type, or Nature.

Manage Dropdown Options

Go to "🗂️ Dropdown Options" in the sidebar. Add, edit, or delete options for Inspector Location, Vehicle Type, and Vehicle Source. Changes reflect in the checklist form instantly — no code changes needed.

Issue PMAPs to Inspectors

Go to "PMAP" section. Click "Add Inspector" to generate a unique 6-digit password emailed directly to the inspector for Production Mode access.

View Analytics

The Analytics section shows pass rates, failed checkpoints, vehicle source breakdown, and 7-day trends — updated in real-time from Firestore.

Use the admin-registered email. After sign-in, the role picker appears — choose Staff, Manager, or Admin depending on what you need to do.

Manage Email Notification Controls

Go to "⚙️ Email Controls" in the sidebar. Toggle on/off which stakeholders receive submission or review emails — inspector, manager, owner, CA, CO, DSO, security, driver. 17 individual toggles.

Manage Dropdown Options

Go to "🗂️ Dropdown Options". Add, edit, or delete Inspector Location, Vehicle Type, and Vehicle Source options. "Other" and "Other Heavy Equipment" are always available and cannot be removed.

Manage Credentials (CA / CO / DSO)

Go to "Credentials". Add Contract Administrators, Contract Officers, and Department Safety Officers. Upload via Excel for bulk import. These appear as autocomplete options in the vehicle registration form.

Soft Delete Submissions

Soft-delete moves a record to "Deleted Submissions". It can be restored at any time. All delete and restore actions are logged in the Audit Log with timestamp and operator.

Hard Delete & System Settings

The highest admin level can permanently hard-delete records from the database. Also manages Security Gate Email and the dynamic Manager Email setting. Use with extreme caution.

What is Test Mode vs Production Mode?+

Test Mode is for practising and training — submissions are tagged [TEST] and shown separately in the dashboard. Production Mode is for real inspections. Inspectors need a PMAP (6-digit password from their manager) to submit in Production Mode.

What is PMAP?+

PMAP stands for Production Mode Access Password. It is a unique 6-digit code assigned by a Manager to each Inspector. The inspector enters this code before filling a Production Mode checklist. It prevents unauthorised or accidental real submissions.

Why do different vehicles have different numbers of checkpoints?+

Some safety items are specific to Dumpers (like Dala Condition, Anti-Tilt Switch, Dala Raising Interlock). Dumpers get all 38 checkpoints. Trucks get 33. Other vehicles (Bus, Trailer, Tanker, LMV, Crane, Forklift, etc.) get 31 — the Dumper and Truck-specific items are hidden as Not Applicable.

What happens when I submit a checklist?+

Immediately on submission: (1) Record is saved to Firestore database, (2) A detailed PDF is generated with all photos and saved to Google Drive, (3) Up to 17 email notifications with PDF are sent to the inspector, manager, vehicle owner, CA, CO, DSO, and driver. The submission appears in the dashboard as "Pending Review".

Can Managers add or change dropdown options without a developer?+

Yes. Managers and Admins can go to "🗂️ Dropdown Options" in the dashboard sidebar. From there they can add new options, rename existing ones, or delete unused ones for Inspector Location, Vehicle Type, and Vehicle Source. Changes take effect immediately in the checklist form for all users — no code deployment needed.

I lost my progress — what do I do?+

SafeTrack auto-saves your checklist answers and form data to your browser's local storage every time you make a change. If you reload the page, a banner will appear offering to restore your saved progress. Click the restore option and all your answers will be filled back in.

Can I export the inspection data?+

Yes. The Manager Dashboard has Excel and PDF export buttons. You can export all submissions (with all checkpoint results) or the full Vehicle Registry. Filters like date range, vehicle type, vehicle source, and status are applied before export.

How do I register a new vehicle?+

On the Checklist page, click "Register New Vehicle" below the vehicle search box. Fill in vehicle number, type, vehicle source, owner details, contract officer, and DSO. Click "Register Vehicle & Generate QR" — a truck animation confirms the registration is processing, and the button turns green when done. A QR code is generated automatically.

What does "Not OK" mean vs "FAIL"?+

"Not OK" is the inspector's answer for a specific checkpoint (e.g. "Tyre Condition — Not OK"). The overall result of the full inspection can be PASS, CONDITIONAL, or FAIL. If any safety-critical checkpoint is marked Not OK or Not Installed, the overall result is FAIL.

Can I install SafeTrack as an app on my phone?+

Yes. SafeTrack is a Progressive Web App (PWA). On Android, open safetychecklist.in in Chrome and tap "Add to Home Screen" or the install prompt. On iPhone, open in Safari and tap Share → "Add to Home Screen". It installs like a native app, loads instantly, and works on Xiaomi/MIUI devices.

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