Overview
Momentum IoT is a fleet management platform used by operations teams across construction, landscaping, HVAC, transportation, and more. Fleet managers needed real-time visibility into vehicle health, but inspections were still completed on paper forms that were often incomplete, unreliable, and disconnected from the rest of the platform.
As the principal product designer, I led the end to end design of the Vehicle Inspections module, a GPS verified, mobile first system that replaced paper workflows and connected driver inspections directly to maintenance operations. My work spanned user research, product strategy, mobile and web app design, and close collaboration with engineering and cross functional stakeholders throughout the product lifecycle.
The Problem
Fleet inspections relied on paper forms, leading to incomplete reports, delayed defect escalation, and no real-time visibility into vehicle health.
Current Workflow (Key Breakdowns)
- Inspections were performed under time pressure and often rushed or skipped
- Paper records were missing or inconsistent and lacked location data
- Reports reached maintenance late, causing delays of hours to days
- Scheduling was manual with no prioritization or automation
Key Issue
Inspection data was unreliable and arrived too late to act on
Objective
Design a real-time, verifiable inspection system that captures accurate data in the field and automatically triggers maintenance workflows.
Solution
The system connects field data capture with operational decision making. Drivers complete inspections on mobile in real time, while fleet managers use the web dashboard to monitor vehicle health, track defects, and manage maintenance workflows.
This transforms inspections from a manual, delayed process into a connected system with real-time visibility and accountability.
Research and Discovery
To understand how inspections fit into daily operations, I collaborated with stakeholders and conducted user research with fleet managers. This revealed how inspections were performed in real-world conditions and where existing tools were falling short.
Key Insights
Speed is critical
Drivers operate under tight schedules and will abandon workflows that slow them down.
Inspection needs vary
Fleets require different checklists depending on vehicle type, regulations, and operational needs.
Compliance drives consistency
Inspections are often tied to insurance and liability, making accuracy and completion essential.
Managers respond to alerts
Managers don't monitor dashboards constantly and act only when alerts or exceptions arise.
Product Strategy Decision
Momentum already included a robust, full-featured platform used across multiple operational areas. However, inspections introduced a different approach: fast, repeatable, and low-friction workflows designed for time-sensitive environments.
To address this, we chose to decouple inspections into a dedicated app - Momentum Go. A lightweight, purpose-built experience allowed us to:
- Keep the interface focused and distraction-free
- Optimize for speed and ease of use in the field
- Increase adoption by reducing perceived effort and friction
Design Implications
- Design for fast use
- Support flexible, customizable inspection templates
- Prioritize clarity and error prevention for compliance
- Shift from passive dashboards to proactive alerting
- Turn inspection results into actionable maintenance steps
Competitive Analysis
Market Gap
Most competitors offer fragmented solutions, focusing either on either telematics or inspections and rarely connecting inspections directly to maintenance workflows.
Design Process
The system consisted of two primary experiences:
- Manager Tools (Web App): build inspection templates and monitor fleet status
- Driver App (Momentum Go): complete inspections quickly in the field
The mobile app flow was first sketched on paper. Because the sketches were highly accurate and deadlines were tight, we moved directly to high-fidelity design, saving time without compromising usability validation.
Wireframes: Manager Tools (Web)
Wireframes mapped the full experience and allowed iteration on key workflows across the platform. By focusing on structure and interaction patterns early, I was able to validate flows and refine usability before investing in visual design.
Representative wireframes defining critical user flows
Step 1: Defining the Inspection Framework
Managers begin by setting up the inspection structure. They name the form, add a description, assign it to the appropriate vehicles or locations, set the inspection schedule, and configure alert rules. This step establishes a clear framework that ensures consistency and reliability across the fleet.
Asset assignment: Target all fleet vehicles, specific locations, asset groups, or individual vehicles
Inspection schedules: Daily, weekly, monthly, and yearly schedules, each with its own scheduling interface
Alert rules: Notifications via email or SMS for events such as inspections submitted, inspections submitted with defects, missed inspections, or location alerts
Step 1 - Daily frequency with global asset assignment and alert settings
Step 1 - Monthly frequency with calendar day picker and per asset selection
Step 2: Building Checklist Items
After defining the inspection framework, managers create detailed checklist items for the inspection. They add questions, select input types, and set conditional logic to ensure each item is clear, actionable, and consistent across the fleet. The interface guides managers through these steps, providing flexibility while keeping the process simple so inspections can be tailored to different vehicles, teams, and operational needs.
Managers can preview and validate checklist items in real-time, seeing exactly how they will appear on the mobile app. This reduces errors, ensures clarity for drivers, and aligns expectations before inspections are assigned.
Number input with pass/fail threshold and auto-fail trigger settings
Dropdown list with configurable options, live preview, and fail-trigger settings
Multi tire inspection with configurable items, live preview, and pass/fail logic
Signature for DVIR sign-off with custom disclaimer
Step 3: Inspection Preview
Before publishing, managers review the full inspection exactly as drivers will see it. This final review acts as a quality check and allows forms to be saved as reusable templates.
Step 3 - Complete form preview before publishing.
Fleet Inspections Dashboard
Designed a centralized dashboard that combines key inspection metrics with streamlined navigation via quick links. Fleet managers gain instant visibility into inspection progress, compliance rates, and asset status. The Quick links provide fast access to common actions such as adding forms or viewing inspection history, improving efficiency and decision making.
Fleet Inspections Dashboard – inspection analytics, completion stats, and fleet health at a glance. Click to view full size.
Momentum Go - Mobile App
Momentum Go is a dedicated mobile app built specifically for drivers. It provides a lightweight, task-focused experience with just three tabs: Due Inspections, Completed Inspections, and Account. The goal was simple: open the app, complete the inspection, and get back to work. The flow needed to be fast enough to finish in under three minutes from any job site or parking lot.
Early Exploration
Before moving to high-fidelity designs, I mapped the entire flow through hand sketches. Key flows included:
- Login and authentication
- Text message inspection links
- Permissions prompts
- Inspection list
- Inspection details
- Submission and completion
Hand sketches - full app flow from login through inspections and account
Mobile App Mockups
A selection of mobile app mockups highlighting key user flows and core features.
Completed Inspection Report
To generate a completed inspection report, the driver or inspector must complete the inspection using the mobile app. The examples below showcase key screens from this process, including the inspection form overview, a completed inspection with detailed results, and a sample of the structured PDF report available to managers for review and compliance.
This becomes the official compliance record and the source of truth for any maintenance follow-up.
Inspection form overview — review details and start the inspection
Completed inspection — scrollable results, failed items, and captured photos
Final PDF report — structured summary for manager review and compliance records
Outcome
The Vehicle Inspections module launched platform-wide in under three months. For the first time, Momentum customers could see not just where vehicles were - but whether they were safe to operate.
Paper inspections were eliminated and completion rates increased.
Every inspection is GPS timestamped. Defects automatically generate service tasks and maintenance records.
Managers can track fleet health directly from the dashboard.