Starting an Inspection in SmartCheck Pro
SmartCheck Pro makes it easy to start a new WoF inspection from your dashboard. Here’s how:
Open the Dashboard
From the Dashboard, click Start New to begin a new inspection.
Enter Customer Details
On the New Inspection screen, enter:
Contact Name (First and Last)
Mobile Number
Email Address
Reference (optional)
Inspection Date (defaults to today, can be changed)
Click Next to continue
⚠️ Important: If a banner at the top of the New Inspection screen says Failed to load VIC integration, please check your MS Authority Number, SmartCheck Pro couldn't validate your MS Authority Number with NZTA. Click here in the banner to go to Settings > System Configuration and check the number. See Smartcheck Pro - Known Errors & Alerts for more detail.
Search for Vehicle
How you search for and confirm the vehicle depends on whether VIC integrated mode is enabled for your organisation.
Non-VIC integrated:
Enter the vehicle's registration number
Enter the vehicle's details manually, including Year, Make, Model, Variant, Body Type, VSR Class, VSR Description, Fuel Type, CC Rating, GVM, Number of Seats, VIN No, and Chassis No
Click Next to continue
VIC integrated:
Enter the registration number or VIN into the Search Rego / VIN field and click VIC lookup
SmartCheck Pro retrieves:
Vehicle details (make, model, year, body type, VSR class, fuel type, GVM, number of seats)
Previous WoF results
Any warnings (e.g., stolen, written off)
Displays previous inspection history, including fail reasons
Click Next to continue
Select Inspection Type
Choose the correct inspection type:
Passenger Vehicle
Trailer
Motorcycle
Click Start on the bottom right to begin the inspection
If you want to log this booking without starting the check sheet, click Save as Draft instead. The booking is saved with a Booked status in the Inspection List, ready for an inspector to open and start later. Opening a saved draft returns you to the Customer Details screen with the details already filled in, not the Inspection Type screen where it was saved, so step back through Vehicle Search and Inspection Type as normal to continue.
⚠️ Important: Only staff with the Inspector role can click Start to begin the check sheet or Submit to finish it. Staff without the Inspector role can create a booking and save it as a draft, but need an inspector to open it and complete the inspection. See Roles Explained for details.
Enter Details
Before starting the check sheet the first section of the inspection is Vehicle Details, where you need to fill in the following information before starting the checks:
All inspection types:
Enter Current WOF Expiry or select First WOF
Check that Year, Make and Model are filled in. These sit under Additional Vehicle Details, so scroll down to see them
Passenger Vehicle and Motorcycle only:
Enter the last 6 digits of the VIN (SmartCheck Pro validates this), or the Chassis No. if the vehicle has no VIN
Enter the odometer reading (a reading of 0 is not accepted)
If the reading is higher than expected, a warning message displays
Select the Fuel Type
Trailer: the odometer reading, Fuel Type and VIN confirmation are not required.
For the full list of required fields by inspection type, see SmartCheck Pro: Inspection Sections & Checks – Full Reference.
Begin the Inspection
The check sheet is divided into sections, each with their own set of specific checks/inspections to complete:
Interior
Lights
Exterior
Chassis Underbody
Road Brake Test
Under Bonnet
Trailer inspections only include Lights, Chassis Underbody, Exterior and Road Brake Test.
For each inspection check you undertake, select one of the following options as the result:
✅Pass – Item meets WoF requirements
❌Fail – Item does not meet requirements
⚠️Warning/Comment – Pass with advisory note / warning
N/A – Not applicable for this vehicle
Tyre and Brake Measurements:
For Tyre Tread Depth, enter readings for the wheel positions that apply: LF (Left Front), RF (Right Front), LR (Left Rear), and RR (Right Rear). Passenger Vehicle inspections need all four readings. Trailer and Motorcycle inspections need at least one reading.
If any reading is below the minimum allowed (e.g., 1.5 mm), SmartCheck Pro displays a red warning message under the field.
For Service Brake Performance, you can:
Enter individual readings for each wheel position (LF, RF, LR, RR), OR
Enter an overall percentage for brake efficiency.
For Park Brake Performance, you can:
Enter individual readings for LH (Left Hand) and RH (Right Hand) wheels, OR
Enter an overall percentage for brake efficiency, plus a Stall Test toggle (Yes/No).
📝 Note: Empty reading boxes show red or amber to prompt you, but a check only needs the readings listed above to count as complete. On a Trailer, all four tyre boxes show red when empty and the empty ones turn amber once at least one reading is entered, so for a two-wheel trailer or caravan you can enter just the LR and RR readings. See SmartCheck Pro: Inspection Sections & Checks – Full Reference for what makes a check and a section complete.
Additional features:
For any check marked as Fail, a Reason field appears where you can select one or more predefined reasons from the list.
For any check marked as Warning, a Comment field appears where you can select one or more predefined comments from the list. A Warning result is still a pass, but is used to flag items that are worn, near a limit, or worth monitoring, such as tyre tread approaching the minimum threshold. For example, you can select Tread depth borderline on Tyre Tread and Depth, and Underbody surface rust or Upper body surface rust on the two Structure / Corrosion checks. The same list is used whether the check is marked Warning or Fail.
In both cases, a text field is also available below the selector to enter additional notes or detail. This field supports up to 500 characters.
On a section with no results yet entered, you can use the Pass All button at the bottom to mark all items within this section as a pass
For partially complete sections, use the Pass Remaining button at the bottom of each section to quickly mark all remaining items as Pass. Pass All and Pass Remaining don't enter readings, so checks that need readings stay incomplete until you add them
Review & Submit
Once all sections are complete:
Click Review to see a summary of all checks
On the Review page, the header shows a summary of all check results, showing individual icons for each possible result (N/A, Fail, Warning, Pass) with a count below each icon detailing how many checks corresponding with each result. Icons are greyed out if there are no checks with that result within this inspection (for example the fail icon is greyed out if none of the checks during the inspection failed).
Below the header are the individual sections of the inspection showing results for each section. If there are any fails or warnings within that section, fail or warning icons will show within the section summary, and you can click that section to open the detailed view of all results in that section, where amendments can be made if necessary.
From here you should:
Make any changes if needed
The button used to finalise the inspection shows whether this inspection will be submitted to VIC (WOF Online):
Complete: shown when the inspection was created before VIC integrated mode was turned on. Hovering over the button confirms this inspection will not be submitted to VIC (WOF Online), as it was created without the integration, and it follows the process described in After Submission below.
Submit to VIC: shown when this inspection will be submitted to VIC (WOF Online). Hovering over the button confirms this.
For a vehicle that needs special handling, you can also choose to complete an inspection without submitting it to VIC. This lets you process a unique or complex vehicle directly in VTNZ's VIC platform yourself, entirely separate from SmartCheck Pro's automatic submission, without affecting any other inspection.
Click Complete or Submit to VIC (whichever button is shown) to finalise the inspection. The button stays greyed out until every section is complete
VIC integrated: a Confirm Required window opens asking for your Inspector No. This is the private ID on your staff record, not your Authority No. Enter your Inspector No. and click Proceed to submit the inspection:
If the vehicle in this inspection currently holds a Certificate of Fitness (COF), a warning appears above the Inspector No. field. SmartCheck Pro doesn't yet support COF inspections, so proceeding changes the vehicle's inspection type to a Warrant of Fitness (WOF). Check this is the right vehicle and inspection type before you proceed, getting this wrong may mean the vehicle needs to be reclassified with NZTA, which can be a costly process to put right.
Passed Inspection Example
If it is a Passed Inspection the header will show only the tick icon coloured the other result icons will be greyed out:
Failed Inspection Example
If it is a Failed Inspection on the Review page the header will show the X icon highlighted red with a number showing how many checks failed:
And in the section summary below you will see a red fail icon within any of the sections containing failed checks:
After Submission
You’ll see a Checksheet Pass or Fail screen:
If Pass:
Non-VIC integrated (note this is the current process until VIC integrated mode is released)
Enter the inspection results into NZTA's VIC system
Copy the NZTA Authorisation Number into the field provided in Smartcheck Pro:
Enter WOF label details and WOF Expiry Date
For the WOF Expiry Date, click 6 Months, 12 Months, 24 Months or 48 Months to set the expiry that many months from today, or pick a specific date from the calendar
VIC integrated:
Enter only the WOF label details and WOF Expiry (NZTA Authorisation number will be completed automatically when Smartcheck Pro submits the results to VIC on the prior step).
The checksheet header displays a Submitted to VIC (WOF Online) tag, confirming the inspection was submitted to VIC.
Click Save (VIC Offline Mode) or Submit (VIC Online Mode)
The Save button will now change to a Print/Email button allowing you to print or email the checksheet to the customer
If Fail:
You can click Print/Email at the bottom of the screen to print or email the failed result checksheet to the customer
You can click the Recheck button immediately if this is a case where you have failed one of the checks, but have remedied the fault (e.g. replaced a failed tyre, or a failed bulb).
See How to Complete a Recheck for full details on how to complete a recheck
The inspection moves to the Rechecks list
You have 28 days to complete a recheck
See How to Complete a Recheck for full details on how to complete a recheck
If You Navigate Away or Click Exit
Progress is saved automatically when you click Save & Leave in the prompt:
The inspection will appear in the Inspection List with a status of In Progress, so you can return and complete it later.
✅ That’s it! Your inspection is now complete.