Oiler Reports and Fluid Inspections

What is this?

The Oiler Report is an extended fuel report. In addition to recording fuel, the oiler checks fluid levels (DEF, engine oil, transmission oil, hydraulic oil, coolant) and can report issues found during the check. Think of it as a mini-inspection that happens during every fill-up. The checklist is fully customizable.

Who is this for?

• Oilers – Record fuel and check fluid levels in one workflow.
• Equipment Managers – Get daily fluid status without waiting for scheduled inspections.

How to use it

Step 1: Start an Oiler Report

Open Fuel Report, tap +, and select Oiler Report as the template. Select your asset and fuel source.

Step 2: Record fuel and check fluids

Enter the gallons filled. Below the fuel entry, check each fluid level. Tap Pass or Fail for each item. If you added fluid, enter the quantity.

Step 3: Report issues

If a fluid check fails, tap Fail and the issue is flagged. You can add a detailed description, set severity (Attention, Urgent), and attach photos.

Step 4: Review and submit

The confirmation screen shows your inspection summary: how many items passed, how many failed, and any new inspection issues created.

Tap Submit to save. Issues are automatically created and visible to the maintenance team.

The full details

• Works on: Mobile app
• Fluid checks: DEF, Engine oil, Transmission oil, Hydraulic Oil, Coolant Level (customizable)
• Pass/Fail: Each fluid item gets a Pass or Fail status
• Quantity tracking: Record how much of each fluid was added
• Issue reporting: Failed items create inspection issues with severity, description, and photos
• Customizable template: Add or remove fluid check items to match your fleet needs
• Difference from Fuel Report: Fuel Report records fuel only. Oiler Report adds fluid inspections.

Tips

• Use Oiler Reports for daily rounds. Catching low fluids early prevents costly damage.
• Take photos of leaks. Attach them to the issue so the mechanic knows what to look for.
• Customize the checklist to match your fleet. Remove items you do not need.