Equipment checks for public works
Equipment checks for public works crews, with a record for every unit.
CheckBadges gives every plow truck, loader, sweeper, mower and pickup in your public works fleet a QR sticker. Operators scan it with their own phone and do that unit's check in the browser, with no app or login and an optional PIN. Problems email the shop with photos at once, and every check is filed by unit, ready to print or export when someone asks.
What pre-use checks have to handle
Storm call-outs at 2 a.m.
When plows go out in the middle of the night, the check still happens at the truck, and a problem is in the shop's inbox before the day shift arrives.
Union crews and clear rules
A PIN signs each check with the operator's name. It records the check, not the worker: there's no GPS and no location tracking.
Budgets set a year ahead
Pricing is per unit with unlimited operators, so seasonal staff cost nothing extra. Try it on three units free before it goes in a budget.
Public records requests
Inspection records can be requested like any other record. Filter by unit and dates, then print the checks or export a CSV.
Plows on in November, off in April
A dropdown on the truck's checklist records what's mounted today, and the plow and spreader items allow N/A for the months they're off.
Many departments, one shop
Streets, parks and utilities share the fleet. Every check is filed by unit, so the fleet manager sees them all in one place.
How a public works department runs equipment checks
Each unit gets a QR sticker inside the cab or on the control station, and the operator scans it before the shift's first use. Their phone opens that unit's checklist: the walkaround, the hour meter or odometer, and the attachments. A problem needs a note and can carry up to three photos.
The first storm of the winter, at a town with 40 units:
| Time | What happens |
|---|---|
| 1:30 a.m. | The call-out goes out. Drivers arrive at the garage and scan their plow trucks, set the "Mounted today" dropdown to "Plow and spreader", and check the plow and spreader items along with the truck. |
| 1:42 a.m. | On truck 14, the driver marks a plow hydraulic hose as a Problem: "weeping at the fitting", with a photo. The on-call mechanic and the superintendent get the email. |
| 1:50 a.m. | The mechanic swaps the hose while truck 9 goes out in its place. Truck 14 shows red on the dashboard until he marks it fixed at 2:35. |
| 6:30 a.m. | The day shift scans the loaders for the yard and the sidewalk tractors. |
| 9:00 a.m. | The fleet manager checks the dashboard: which units were checked today and what's still open. |
| April | The plows come off. The dropdown says "None", and drivers mark the plow and spreader items N/A until November. |
Which rules apply to municipal equipment
Public agencies sit in an unusual spot, and the answer depends on your state:
- OSHA. "State and local government workers are not covered by federal OSHA." They're covered in states with an OSHA-approved State Plan, including seven plans that cover only public employees (Connecticut, Illinois, Maine, Massachusetts, New Jersey, New York and the U.S. Virgin Islands). Where a plan applies, its equipment rules generally match OSHA's.
- FMCSA. The federal motor carrier safety rules, including the DVIR rule in 396.11, generally don't apply to "transportation performed by the Federal government, a State, or any political subdivision of a State" (49 CFR 390.3(f)(2)). CDL rules still do: 49 CFR 383.3 says that exception doesn't apply to them. Your state may also have its own vehicle inspection rules.
- Manufacturers. Every loader, sweeper and plow manual lists daily checks, and those are the baseline whichever rules apply.
- Records. Inspection records are public records in most places, and your state's records retention schedule decides how long you keep them.
This summarizes the rules and isn't legal advice; check with your state plan and risk manager. For the federal vehicle rules, see DVIR requirements.
Crews, unions and PINs
Turn on operator PINs and each operator gets their own 4-digit PIN, which signs the check with their name. Wrong PINs are rate-limited. CheckBadges records the check, not the worker: there's no GPS, location tracking or monitoring beyond the name and time on each check,. Nothing is installed on anyone's phone. If some crew members don't want to use their own phone, keep a shop tablet by the time clock.
What you get
- Problem emails to the shop, the superintendent and anyone else on your alert list, with photos.
- A warning for the next operator on that unit until a mechanic marks it fixed with a note.
- Today's checks at a glance, across every department.
- A history for every unit, filterable by dates and problems, printable for a records request or a claim, and exportable as CSV for your fleet system.
What it costs
CheckBadges is free for up to 3 machines. Pro is $9 a month for your first 3 machines, plus $1.50 a month for each machine after that, so 40 units is $64.50 a month and 120 units is $184.50 a month. Operators are unlimited, it's month to month with no contract or setup fee, and there's no hardware to buy. See pricing.
When CheckBadges isn't the right fit
If you need a fleet management system with work orders, preventive maintenance, fuel and parts, CheckBadges isn't one; it has no integrations either, only CSV export. It has no AVL or GPS, so it won't show where the plows are. There's no SSO. It needs a data connection to open and submit a check. Compare CheckBadges vs Fleetio.
Free checklists for public works
Print them, or put each one on a QR sticker so operators fill it in on their phone.
- Free checklistPre-trip inspection checklistFree truck pre-trip inspection checklist in CDL order: engine compartment, cab and air brake checks, lights, tires, brakes, coupling and emergency equipment.
- Free checklistWheel loader inspection checklistFree wheel loader (front end loader) daily inspection checklist: articulation joint, steering lock bar, bucket, tires, brakes, backup alarm, mirrors and ROPS.
- Free checklistBackhoe inspection checklistFree backhoe loader daily inspection checklist: stabilizers, boom lock, swing, loader and backhoe ends, seat swivel lock, 4WD and brakes, in walkaround order.
- Free checklistSkid steer inspection checklistFree skid steer and compact track loader daily inspection checklist: lift arm support, seat bar interlock, quick-attach wedges, tires or tracks and fluids.
- Free checklistLawn mower inspection checklistFree daily mower inspection checklist for zero-turn, stand-on and walk-behind mowers: blades, deck, discharge chute, seat switch, ROPS, belts, tires and fuel.
- Free checklistVehicle inspection checklistFree daily vehicle inspection checklist for company cars, pickups, vans and work trucks: tires, lights, brakes, fluids, mirrors, load and body damage.
Set it up in three steps
- 01
Add your machines
Name your business, list your machines and pick a starting checklist. No signup, sales call or card — make an account once you like it.
- 02
Stick on their QR codes
Every machine gets its own sticker. Print them on label paper and put each one where operators look before they start.
- 03
Operators scan and check
Phone camera, tap, answer, submit: about a minute. A problem emails you and warns the next person to scan that machine.
Frequently asked questions
Do DVIR rules apply to city and county trucks?
Generally not. 49 CFR 390.3(f)(2) exempts transportation performed by a state or political subdivision from the federal motor carrier safety rules, including the DVIR rule. CDL rules still apply to government drivers, and your state may have its own inspection requirements.
Does OSHA cover public works employees?
Not federal OSHA: state and local government workers are covered only in states with an OSHA-approved State Plan. Seven plans cover public employees only, including New York, New Jersey and Illinois. Check which applies in your state.
Can operators sign equipment checks with a PIN instead of an account?
Yes. Turn on operator PINs and each operator gets a 4-digit PIN that signs every check with their name. They still need no app, account or password.
Does CheckBadges track where our plows are?
No. CheckBadges has no GPS or AVL. It records each check with the operator's name, the time, the answers and any photos, and nothing else about where the unit or the operator is.
Keep reading
- Equipment inspection appAn equipment inspection app where operators scan a QR sticker on any machine and do its check in the browser. No app or login. Instant alerts, history per machine.
- Heavy equipment inspection appA heavy equipment inspection app for daily walkarounds: operators scan the QR sticker on an excavator, loader or dozer and check on their phone. No app or login.
- DVIR requirementsA DVIR is required at the end of each day's work only when a defect is found. Repairs must be certified and reports kept 3 months. The FMCSA rules for 2026.
- Inspection record keepingHow long to keep equipment inspection records, rule by rule: DVIRs 3 months, crane monthly 3 and annual 12, extinguisher upkeep 1 year. And what to record.
- vs FleetioCheckBadges vs Fleetio: how operators do pre-use checks, whether they need an app or login, and what 10, 25 or 50 machines cost. Checked October 2026.
- Pricing
Check every plow, loader and sweeper with one scan.
Stick a QR code on every machine and operators do the pre-use check on their own phone — no app, no login. Free for up to 3 machines; try it with your real machines before you sign up.