Plan and record a vehicle's safety inspection

Introduction

Every vehicle on the road needs a periodic safety inspection — in the Netherlands the APK (algemene periodieke keuring), in Germany the HU, in Spain the ITV. The app calls it the ASI and keeps its expiry date on each vehicle. The screen headed ASI Overview turns those dates into a working list: which vehicles are coming up, whether an inspection has been booked, and which are already past their date. It is one table, with a filter above each column and a button at the right-hand end of every row.

You open it when:

• you are just checking which vehicles fall due in the coming weeks
• a vehicle is close to its date and nobody has booked it in yet
• the garage has done the inspection and you need to put the new expiry date on record
• a customer wants a vehicle for a long rental and you need to know it stays legal

Terms used on this screen

A vehicle rented out past its inspection date is illegal on the road; this list keeps you ahead of that.

How to use

Configuration

There is nothing to switch on. A vehicle appears on the list once its ASI date is filled in on the vehicle record. That date is typed in when the vehicle is added (see Add a vehicle to your fleet). For a Dutch plate it can also come from the registry (see Fill in a vehicle from the registry).

The reminder card on your daily overview, ASI due within 30 days, starts switched off for everybody. Turn it on as described in Change which tiles your dashboard shows.

Before you start: a company administrator reaches the list from the main menu. Other staff can use the list, plan and record inspections too, but reach it only through the Go to overview button on the ASI due within 30 days card — so turn that card on first. Only active vehicles are listed; a deactivated vehicle never appears.

Using the ASI Overview

Getting there. From the main menu, open Admin, then Assets, and click the ASI tile (a list icon, in the maintenance group next to Maintenance). Or, on your daily overview, click Go to overview at the bottom of the ASI due within 30 days card.

1. Read the due list. Every active vehicle with an inspection date is listed, earliest date first, so the most overdue vehicle is always at the top. Skim the columns once:

2. Read the Days column. It counts whole days left, rounded down. A negative number means the date has passed, and the row also shows Overdue in Flags. Both the day before and the day of the deadline show 0 — Overdue only appears from the day after. The Status filter set to Unplanned shows only the vehicles still waiting for an appointment.

3. Plan an inspection. On an Unplanned row, click Plan. A window titled Plan ASI opens, showing the vehicle, its Licence plate and Current ASI due (read-only), and four boxes:

Change the window to the day the garage can take it — ideally before the due date — and click Save. Nothing is stored until then; Cancel throws the appointment away. After saving, the list reopens with the row on Planned, the window in the Planned column, and the button changed to Mark executed. The vehicle cannot be booked for rental during that window.

4. If the vehicle is rented out. The app checks for bookings on that vehicle that overlap the window — draft, unconfirmed and confirmed bookings, and a vehicle that is out with a customer right now. Returned, cancelled and no-show bookings and quotes do not count. If one overlaps when the window opens, you see This vehicle has 1 booking(s) in the proposed window. Pick a different window before saving. — a warning only, so move From and To. If it still overlaps when you click Save, the app refuses: This vehicle already has 1 booking(s) between … and …. Choose another window for the inspection. Both edges count: a rental returning at 08:00 blocks a window starting at 08:00; start at 08:01 or later instead. To keep the rental and still inspect in time, swap the customer to another car first — see Change the vehicle or class on a booking.

5. Mark the inspection executed. Once the garage has done it, click Mark executed on the Planned row. A window titled Record ASI opens:

6. Enter the new expiry date. Type the expiry date printed on the inspection report, not the suggested one, if they differ. Click Save. The vehicle's ASI date is replaced, the appointment is closed, and the vehicle returns to the list as Unplanned against its new date, with Manually entered in Flags. That is the cycle working: it comes round again next time.

Key details

Dates the app refuses. Save on Record ASI checks the new date and shows the reason under the box:

The typed date is provisional for Dutch vehicles. The window says so: Entered manually. For Dutch-registered vehicles, the next RDW lookup will overwrite this with the official APK expiry date. The registry is the authority; for vehicles registered outside the Netherlands your typed date is the only one there will ever be.

Worked example. On 29 September 2026 the list shows van V-123-AB, a Volkswagen Transporter, ASI due 14-10-2026, Days 14, Unplanned. You click Plan; the window proposes 14-10-2026 08:00 to 23:59, and a warning appears — the van is booked for a rental from 12 to 16 October. You change it to 07-10-2026 08:00 to 17:00, which is clear, and click Save. On 7 October the garage passes it; the report says it is now valid until 14-10-2027. You click Mark executed, leave Inspection carried out on as 07-10-2026, and change New ASI due date from the suggested 07-10-2027 to 14-10-2027. Typing 14-10-2026 by mistake would have been refused as not later than the current date. After Save, the van shows ASI due 14-10-2027, Days 371, Unplanned.

What to do next: work the list from the top — negative Days first, those vehicles must not go out; then Unplanned rows due within the month. Anything with a flag in Flags comes next; see Understand the inspection warning flags.

Q&A

I saved the wrong new expiry date. How do I correct it? There is no undo on this screen, and Mark executed is gone because the row is back on Unplanned. From the main menu, open Assets, open the vehicle, correct the ASI box and click Save. The list shows the new date straight away. The Manually entered flag disappears after this correction, even though the date is still hand-typed.

I pressed Mark executed on the wrong vehicle. What now? That vehicle's expiry date has been moved and its appointment closed. Put its real date back in the ASI box on the vehicle record, as above. It then shows as Unplanned; if it still needs its inspection, click Plan to book it again. The inspection date you recorded cannot be changed afterwards from any screen — ask your administrator if it must be removed.

The appointment window I saved is wrong. Where do I change it? Not here — the Plan button disappears once a row is Planned. The appointment is an ordinary maintenance job: change its dates as described in Book a service or maintenance appointment. If you delete it instead, the row goes back to Unplanned with a flag, and Plan comes back.

Why does clicking Plan say the vehicle already has an inspection planned? The list was out of date — a colleague booked it after you opened the screen. Leave the screen and open it again; the row will show Planned.

Why is a vehicle I know is due not on the list? It has no ASI date, or it is deactivated. See Understand the inspection warning flags for the full list of reasons and fixes.

Why can't a colleague find the ASI tile? The ASI tile sits under Admin, which only a company administrator sees. Other staff reach the same list through Go to overview on the ASI due within 30 days card on the daily overview.

Related pages:

• Set up service schedules — for regular servicing, which runs on its own schedule, not this list
• Record the maintenance work — to log what the garage did during the inspection
• Understand the inspection warning flags — what each warning in Flags means and what to do
• Change which tiles your dashboard shows — to turn on the ASI due within 30 days card