Damages
Record and track vehicle damages here – from the initial report through repair to forwarding to a workshop, insurer or assessor.
Live preview — real view with sample data
M40 · Damages
| Occurred | Vehicle | Reported by | Severity | Status | Provider | Est. cost | Description |
|---|---|---|---|---|---|---|---|
| 08/06/2026 | HH-IJ 5510 | Roth Handel | Reviewed | In progress | Defect reported | Item 4 | Re-check |
| 19/06/2026 | M-AB 1024 | Meyer GmbH | Open | Done | Handover ok | Entry 5 | Routine checked |
| 30/06/2026 | M-CD 2087 | Kraus Logistik | In progress | Reviewed | Re-check | Record 6 | Service due |
| 11/07/2026 | B-EF 3391 | Bauer & Co. | Done | Open | Routine checked | Item 7 | Defect reported |
| 22/07/2026 | K-GH 4408 | Wolf Spedition | Reviewed | In progress | Service due | Entry 8 | Handover ok |
Not a screenshot: the same interface you get in production.
What you do here
Use “Report damage” to create a case: vehicle, time of occurrence, damage location, description, severity (Minor, Major, Total loss) and fault. Attach photos and documents directly. Use the board or “Set status” to move the case from Reported through In repair to Closed.
Other party & insurance
If a third party was involved, set fault to “Third-party fault” and record the other party, their plate, insurer and claim number – and, in case of a hit-and-run or personal injury, the police reference. For insurance, choose the coverage type (liability, partial/fully comprehensive, own damage or third-party settlement) and enter the deductible and reimbursed amount; the system computes the net own share and the variance to the estimate. Record any recovery against the driver under regress.
Forward to a provider
Use “Forward to provider” to e-mail the damage to a workshop, contractor, insurer or assessor; you fill in the subject and message yourself. The forwarding history shows each send as Queued, Sent or Failed.
Tips
The board by status is the fastest way in; the list offers tabs (Open, Overdue, In repair, Closed) and filters by status, severity, fault, damage location and vehicle. Set a date under “Follow-up / deadline” on every open case – the “Overdue” tab and the red marker show you what is slipping. Drivers see only their own damages and can report and upload photos; editing, forwarding and closing are reserved for admins and dispatchers, deleting and archiving for admins only. Every damage needs a vehicle, so the vehicle module must be active.
Legal requirements
Notify the insurer of the claim without undue delay (§ 30 VVG, an obligation under the AKB) – record this under “Reported to insurer at”. For accidents involving third parties (hit-and-run, personal injury) document the police reference; without it, settlement is often blocked (§ 142 StGB as background). As the vehicle keeper you are responsible for keeping vehicles roadworthy and operationally safe (keeper liability § 7 StVG, § 31 (2) StVZO): after every repair, set “Repair completed at” and choose the person who confirmed fitness for service under “Released by” (§ 29 StVZO, DGUV V70). Repair invoices and expert reports are accounting records and must be kept for eight years (§ 147 AO since the Fourth Bureaucracy Relief Act, previously ten); claims generally lapse after three years (§ 195 BGB). Use “Archived at” to mark the end of the retention period without losing any evidence.
Data protection
Damage reports contain personal data – description, the other party and witnesses, plus photos that often show third-party plates and people (Art. 6(1)(f) GDPR). Record only what you genuinely need for processing, insurance and evidence, and share data only with the responsible workshop, insurer or assessor – the external partner sees only a curated subset of fields in the portal. Drivers see only their own damages; the staff directory provides only name and role for the release, no contact details. Once the retention period has expired, archived files must be deleted.
What's inside
- Damages
- Damage
- Edit damage
- Report damage
- Set status
- Set severity
- Approve estimate
- Assign provider
- Mark as forwarded
- Close damage
- Archive damage
- Forward to provider
- Add photo/attachment
Fits together with
Other blocks from the same area.
Assets & Equipment
The register of every asset and device – machines, technical installations, tools, IT – with photo, QR label, location, owner, check-out, maintenance/inspection dates and value.
M08Articles & products
The register of all articles and products – with image, SKU, category, variants, price, stock and supplier.
M09Tasks
Tasks are the "who does what by when" across all areas – as a kanban board by status or as a list.
M10Surveys
With Surveys you build your own questionnaires with pages, media and branching, decide how anonymous responses are and how participants get in, and distribute them internally or by link. Responses form a history; thresholds raise alerts.