Traffic Commissioners remind operators of walkaround responsibilities as UK operators turn to digital tools for inspections

For drivers, vehicle walkarounds are an ingrained part of their daily work routine. Most wouldn’t even consider getting behind the wheel before completing those all-important safety checks. 

Even so, late last year, the UK’s Traffic Commissioners—responsible for the licensing and regulation of those who operate heavy goods vehicles, buses, and coaches—issued an update to remind operators and drivers about their responsibility:  “Whether operating a Heavy Goods Vehicle or a Public Service Vehicle, this check is essential to ensure vehicles are safe, roadworthy, and fit for purpose before they enter public roads.” 

The memo continues: “A good walkaround check is methodical, consistent, and thorough. It should follow a set routine and begin from the same starting point each time to ensure no area is missed.”

And they warned that the consequences of neglecting these checks could lead to “significant regulatory action, including curtailment of the operator’s licence.” 

The update added that digital walkaround apps “can improve accuracy, streamline reporting, and integrate with maintenance systems” but added that they are “not replacements for a physical inspection” and that “responsibility remains with the driver to conduct a thorough check.”

Using technology to support compliance

Samsara recognised the benefits of digital walkaround technology early: our daily walkaround tool—an integral part of our Driver App—guides drivers through each step of their vehicle inspection to ensure full compliance. 

Now, thanks to recent advances in artificial intelligence (AI), Samsara’s vehicle walkaround inspection is even easier to use. AI is used to guarantee the accuracy, time, and location of all the images taken of the vehicle, ensuring that any previous pictures stored on a phone cannot be used to circumvent the process. To make life even easier, drivers can now dictate any notes they need to make instead of having to type them into the app. 

If a fault or defect is spotted, Samsara’s walkaround tool automatically creates a work order to help streamline the maintenance process. In other words, rather than simply providing a place for drivers to log vehicle defects, the app now plays an active role in ensuring checks are completed properly, consistently, and with all the necessary evidence. 

Real-world impact

One fleet already benefitting from Samsara’s digital walkaround tool is AO, one of the UK’s largest electrical retailers. Before investing in Samsara, walkarounds used to be carried out with a pen and paper, which was both “time-consuming and frustrating for drivers as forms were lost, mistakes were common, and filing was a nightmare”.

But thanks to the Samsara Driver App, all walkarounds and van assessments are now carried out digitally.

“We’ve saved a great deal on printing costs alone,” said Shaun Carter, Regional Manager, AO. “Plus, it’s a lot easier for our drivers to manage. They can quickly see any existing damages, log faults, and capture images with the touch of a button—it saves them a lot of time on every job.” 

And they’re not alone. Ruthie Ayres, a member of Samsara’s Enterprise sales team in the UK and Ireland, recalled a conversation with a company that operated a fleet of 6,000 vehicles that still relied on manual walkarounds.  

“I would say that nine times out of 10, customers and prospects still rely on at least one manual process,” explained Ayres. “For example, I spoke to a very large company recently—a huge brand with more than 6,000 vehicles. Even though they’re at the top of their game, they still rely on manual walkarounds of their vehicles.”

“I showed them how they could capture all that information using a phone and our app. I explained how AI can ‘extract’ the data contained on a form and input it directly into our system with little more effort than someone taking a picture with their phone. They were just blown away.” 

Digital compliance raising standards

For those fleets that have already made the switch, the tools and technology available today are a million miles away from the paper-based manual checks that used to form the basis for daily walkarounds. For many, compliance is no longer just about completing a checklist. Instead, it’s about demonstrating the quality, consistency, and traceability of every inspection. 

The Traffic Commissioners’ recent update is a timely reminder about the responsibilities for both drivers and operators. What’s clear is that as the industry continues its digital transformation journey, operators are going beyond their statutory obligations to create more robust and resilient workflows and processes that ultimately make them safer, more efficient, and more sustainable for the long term.