Rikols

Recall Management Workflow

Master the complete recall lifecycle

Transform chaotic recall management into a smooth, systematic process that keeps your fleet safe and compliant.

Every recall follows a clear path: Discovery → Assessment → Action → Completion. Rikols guides you through each step with tools and tracking.

The Complete Recall Lifecycle

Visual Workflow Overview

Discovery → Needs Attention → In Progress → Repaired → Archived

Rikols finds recalls for your vehicles automatically - no manual checking required

New recalls appear with "Needs Attention" status - these require your immediate review

Update status to "In Progress" when you schedule or begin repairs

Mark as "Repaired" with completion date and any relevant notes

Completed recalls automatically archive for compliance record-keeping

Managing "Needs Attention" Recalls

Your Priority Action Items

When you see recalls with "Needs Attention" status:

Understand the issue

  • Read recall description and safety risk
  • Check affected vehicle information
  • Review recommended remedy actions
  • Note any completion deadlines

Let AI guide your focus

  • Critical (90-100): Stop vehicle use immediately
  • High (70-89): Schedule repair within 2 weeks
  • Medium (50-69): Include in next maintenance cycle
  • Low (<50): Address when convenient

Coordinate with your team

  • Consider vehicle usage and importance
  • Check repair shop availability
  • Plan for vehicle downtime
  • Coordinate with vehicle operators

Keep everyone informed

  • Drivers receive automatic SMS notifications
  • Department managers see dashboard updates
  • Schedule repair appointments
  • Document your action plan

"In Progress" Status Management

Update Status When You Begin Work

Open the recall details panel by clicking on any recall row

Select "In Progress" from the status dropdown

Set expected completion date so your team knows the timeline

Document repair shop, work order number, or other relevant details

Changes appear instantly on dashboard and activity feed

Track Progress with Notes

Keep your team informed throughout the repair process:

  • Work order numbers and repair shop information
  • Parts availability and ordering status
  • Expected completion dates and any delays
  • Communication with drivers about vehicle status

Completing Recalls

Marking Recalls as Repaired

Always include the actual completion date and brief repair summary - this creates a complete audit trail for compliance reporting.

Required Information for Completion:

  • Actual completion date - when repair was finished
  • Brief repair summary - what was done to fix the issue
  • Any relevant documentation - upload repair receipts or photos

Optional but Helpful:

  • Upload documents - repair receipts, before/after photos
  • Repair costs - for budget tracking and analysis
  • Repair shop information - for future reference

Document Management

Upload Supporting Documents

Enhance your recall records with documentation:

Supported File Types:

  • PDF files - repair receipts, work orders, compliance documents
  • Images - before/after photos, damage documentation
  • Spreadsheets - cost analysis, parts lists

Upload Process:

  1. Click the document icon in any recall detail panel
  2. Drag files or browse to select documents
  3. Add descriptions for each document
  4. Save automatically - files attach to the recall record

View and Manage Documents

  • Preview documents directly in Rikols without downloading
  • Organize by type - sort by repair receipts, photos, compliance docs
  • Download originals when you need to share or print
  • Delete outdated documents to keep records clean

Timeline and Progress Tracking

Recall Timeline View

See the complete history of every recall:

  • Discovery date - when Rikols first found the recall
  • Status changes - complete audit trail of all updates
  • Team actions - who did what and when
  • Document uploads - when supporting files were added
  • Completion details - final resolution and sign-off

Progress Milestones

Track key milestones for each recall:

  • Discovered - Recall identified for your vehicle
  • Reviewed - Team member assessed the recall
  • Scheduled - Repair appointment made
  • In Repair - Vehicle at repair facility
  • Completed - Repair finished and documented
  • Archived - Recall closed in system

Visual Status Indicators

Color Coding System

Learn to read your dashboard at a glance:

Red Indicators:

  • Recalls needing immediate attention
  • Overdue repairs or critical safety issues
  • Failed operations requiring intervention

Yellow Indicators:

  • Recalls in progress
  • Repairs scheduled but not yet started
  • Pending actions or waiting for parts

Green Indicators:

  • Completed repairs and successful operations
  • Vehicles back in safe service
  • Goals met or exceeded

Gray Indicators:

  • Archived recalls and historical data
  • Inactive vehicles or closed cases
  • Background information

Progress Bars and Metrics

  • Completion percentage - visual progress toward repair goals
  • Department performance - how each team is performing
  • Time remaining - days until target completion dates
  • Success rates - percentage of on-time completions

Workflow Optimization Tips

Speed Up Your Process

  • Use bulk actions - update multiple recalls with similar status
  • Set up filters - create saved views for common workflows
  • Use keyboard shortcuts - navigate faster with hotkeys
  • Mobile updates - update statuses from repair shops or field locations

Focus Strategies

  • Priority-first approach - always handle critical recalls before others
  • Department rotation - balance attention across all departments
  • Time blocking - dedicate specific hours to recall management
  • Batch processing - group similar recalls for efficient handling

Performance Tracking

  • Weekly review meetings - use dashboard metrics to guide discussions
  • Goal setting - establish completion rate targets for departments
  • Trend analysis - identify patterns and improvement opportunities
  • Celebration moments - recognize team achievements shown in metrics

Emergency Recall Procedures

Critical Safety Recalls

When AI marks recalls as Critical (90-100 importance):

IMMEDIATE ACTION REQUIRED - These recalls indicate serious safety risks that could result in accidents or injuries.

Emergency Response Steps:

  1. Stop vehicle use - immediately remove from service if safety-critical
  2. Contact drivers - reach out directly for urgent recalls
  3. Escalate internally - notify management and safety officers
  4. Priority scheduling - get repair appointments ASAP
  5. Document actions - record all steps taken for liability protection

Compliance and Audit Trail

Perfect Record Keeping

Rikols automatically creates compliance documentation:

  • Complete timeline of discovery, notification, and repair
  • Team member accountability - who handled each step
  • Document storage - all receipts and photos in one place
  • Status verification - proof of repair completion

Audit Readiness

Your Rikols data provides everything auditors need:

  • Systematic process - consistent recall handling procedures
  • Time stamps - precise timing of all actions
  • Responsible parties - clear ownership and accountability
  • Supporting documentation - receipts, photos, and compliance records

With this workflow, you'll handle recalls systematically, efficiently, and with complete confidence. Your fleet's safety just got professional-grade management!