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: what is coming up, what is booked, and what is past its date. Under the heading sits an Export to Excel button, then one table with a filter above each column and a button at the 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
| The screen says | It means |
|---|---|
| ASI | The statutory safety inspection — APK for Dutch-registered vehicles |
| ASI due | The date the current inspection expires: the legal deadline |
| Plan | Book an inspection appointment for the vehicle |
| Mark executed | Record that the inspection has been carried out |
| RDW | The Dutch national vehicle registry, which supplies the official APK date |
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:
| Column | What it shows |
|---|---|
| Registration, Licence plate | Which vehicle. Type in the filter to find one |
| Make / model | To recognise the vehicle quickly |
| ASI due | The date the inspection expires |
| Days | Whole days left until that date — see below |
| Status | Unplanned (nothing booked) or Planned (an appointment exists) |
| Planned | The appointment's start and end, once one is booked |
| Flags | Warnings, explained in Understand the inspection warning flags |
Export to Excel downloads the filtered rows as a spreadsheet.
2. Read the Days column. It counts whole days left, rounded down; negative means the date has passed, and Flags shows Overdue. The day before and the day of the deadline both show 0 — Overdue appears from the day after. Set the Status filter to Unplanned to see only 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:
| Field | Default | What it does | Accepts |
|---|---|---|---|
| From | The due date at 08:00 if that date is still ahead; right now if it has passed or the vehicle has no date | When the vehicle goes in | Date and time; required |
| To | 23:59 the same day | When it is free again | Date and time; required, after From |
| Title | ASI | The appointment's name on maintenance screens | Text |
| Description | Statutory safety inspection | Notes for the garage | Text |
Change the window to the day the garage can take it — ideally before the due date — and click Save; Cancel throws the appointment away. The list reopens with the row on Planned and the button changed to Mark executed. The vehicle cannot be rented during that window.
4. If the vehicle is rented out. Draft, unconfirmed and confirmed bookings that overlap the window count, and so does a vehicle out with a customer now; returned, cancelled and no-show bookings and quotes do not. An overlap when the window opens gives a warning, This vehicle has 1 booking(s) in the proposed window. Pick a different window before saving., so move From and To. Still overlapping at 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. To keep the rental, 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:
| Field | Default | Accepts |
|---|---|---|
| Current ASI due date | The vehicle's present date | Read-only |
| Inspection carried out on | Today | A date, not in the future |
| New ASI due date | One year from today | A date — see the table below |
6. Enter the new expiry date. Type the expiry date printed on the inspection report, if it differs from the suggested one, and click Save. The vehicle's ASI date is replaced and the appointment is removed from the maintenance planner.
7. Save the log entry. A window headed Edit Maintenance Log opens with an entry for the inspection (Reference ASI). Its Log date is now; change it to the inspection day if needed and click Save.
Close the overview with Back and open it again: the vehicle is Unplanned against its new date, with Manually entered in Flags. 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:
| You entered | Message |
|---|---|
| Nothing | Enter the new inspection due date. |
| Today or earlier | The new due date must be in the future. |
| The current date, or earlier | The new due date must be later than the current one (…). |
| More than four years from today | That is more than 4 years ahead - please check the date. |
| An inspection date after today | The execution date cannot be in the future. |
The typed date is marked as typed. It shows Manually entered in Flags until someone changes the ASI box on the vehicle form. The app does not fetch the official APK date again for a vehicle already in the fleet, so check your date against the report.
Recording the inspection writes a maintenance log entry, shown on the vehicle's Maintenance tab under Maintenance logs — see Record the maintenance work done on a vehicle. Mark as executed on an ASI appointment in the maintenance planner opens the same Record ASI window.
Worked example. On 29 September 2026 van V-123-AB shows ASI due 14-10-2026, Days 14, Unplanned. Plan proposes 14-10-2026 08:00 to 23:59 and warns that the van is rented from 12 to 16 October, so you save 07-10-2026 08:00 to 17:00 instead. On 7 October the van passes, valid until 14-10-2027. On Record ASI you change the suggested 07-10-2027 to 14-10-2027 (14-10-2026 would be refused as not later than the current date), then save the log entry. Reopened, the list shows ASI due 14-10-2027, Days 371, Unplanned.
What to do next: work from the top — negative Days first, those vehicles must not go out; then Unplanned rows due this month; then flagged rows, 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 Save on Record ASI for the wrong vehicle. What now? That vehicle's expiry date has been moved and its appointment removed. 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. If a maintenance log entry was saved for it, delete it with the bin icon on the Maintenance log screen — see Record the maintenance work done on a vehicle. The inspection date you recorded cannot be changed afterwards from any screen — ask your administrator if it must be removed.
I clicked Cancel on the Edit Maintenance Log window. Is the inspection recorded? Yes. The new ASI date was stored when you clicked Save on Record ASI, and the appointment is gone. Only the log entry is lost, unless the appointment carried an amount in Costs: then the entry was saved already, with that cost on it (see Record what a vehicle costs you). To add a missing entry by hand, use New Maintenance log as described in Record the maintenance work done on a vehicle.
Why does the list still show Planned after I recorded the inspection? The overview does not refresh itself after Record ASI. Close it with Back and open it again; the row then shows Unplanned with the new date.
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