Oiler Reports and Fluid Inspections | CLUE Learning

Use an Oiler Report when your team needs more than just a fuel entry. It lets the person fueling the machine record gallons, check key fluid levels, and flag issues in one report.

The Oiler Report is an extended Fuel Report. Along with fuel, it includes fluid checks for items like DEF, engine oil, transmission oil, hydraulic oil, and coolant. It works like a quick inspection during each fill-up, so your team can catch problems earlier and keep a better record in Fuel & Lube.

The checklist can also be customized, which makes it useful for teams that want different fluid checks for different equipment types. That setup fits well with Template Manager if you need to adjust the report to match your workflow.

How to Use It

The Oiler Report follows the same basic flow as a normal Fuel Report, but adds fluid checks and issue reporting before you submit. Start the report, enter the fueling details, review the fluid items, and save everything in one step.

1. Start an Oiler Report

Tap on Fuel Report, then tap the + button, and choose Oiler Report as the template. Select the asset and fuel source before moving into the report.

2. Record Fuel and Check Fluids

Enter the gallons filled, then review each fluid item in the report. Mark each one as Pass or Fail. If you added fluid during the stop, enter the quantity so the report shows what was topped off.

3. Report Issues

If a fluid check fails, mark it as Fail and add details about the issue. You can include a description, choose the severity, and attach photos so the maintenance team has the right information when they review the problem.

If that issue needs repair, it can move into the normal maintenance flow the same way other reported issues do. This will keep the problem connected to the asset and makes follow-up easier in Creating Work Orders from Issues.

4. Review and Submit

Before you save, review the summary screen. It shows how many items passed, how many failed, and whether any new issues were created from the report. Tap Submit to save the entry.

After submission, the report becomes part of your fuel records, and the maintenance team can review any flagged issues. If someone needs to go back and fix an entry later, that can be done in Reviewing and Editing Fuel Entries.