Inspection Certificates Online (ICO) allows an Approved Inspection Station (AIS) to complete an electronic inspection certificate instead of using a paper certificate.
ICO can be used for all vehicle inspection types, including:
light vehicles and light vehicle certificates of inspection (COI)
light trailers
motorbikes and motorbike COI
heavy vehicles
heavy trailers.
Benefits of ICO
ICO is a faster, cost-free alternative to paper safety certificates with more than 80% of AISs using the service.
Most of your customers will be able to transfer or renew their registration online. This means they will not need to visit a transport and motoring service centre to lodge their inspection certificate when you use ICO.
ICO meets the record-keeping requirements under the Business Rules for Approved Inspection Stations and allows you to issue safety certificates via email or print them—whichever suits your customer best.
Access ICO online through an internet browser or install the mobile app for Android and Apple iOS devices.
Before you access ICO, you'll need to read and accept the terms and conditions of use. To enroll as a user, click on enroll and accept the terms and conditions on the next screen.
Then complete all of the required fields on the enrollment screen. Then click I am not a robot and submit. The details you enter here must match the records held by TMR for your approved examiner accreditation and/or AIS nominee approval. Once you have successfully submitted your details, you will see this screen. Check your nominated email address for the activation link. Click on the link in the email to set your password. You must do this within 1 hour of receiving the email. The activation link in the email will take you to this screen where you set your ICO password. Enter your password into the new password and confirm password fields and click submit. Once you have successfully set your password, you will see this screen. Click login which will take you back to the login screen. When logging back into ICO, enter your email and password and click I accept the terms and conditions and log in. When you log into ICO for the first time, you will need to select your role. You can enroll as an approved examiner, approval holder, or both. The customer service role is for TMR staff only. Complete all the required fields on the add role screen. Then click I am not a robot and submit.
After adding the role, you will see this screen. Click login which will take you back to the login screen. You will be asked again to enter your password and accept the terms and conditions.
Adding an approval holder or approved examiner role
To add an additional role to your ICO profile, select manage profile from the top menu on the homepage. Then click add new role. If you're adding an approved examiner role, you'll need to add your accreditation number. If you're adding an approval holder role, you'll need to add the AIS approval number and customer reference number and your place of birth. These numbers are available on the approval documents issued by TMR. Once all details are added, click I am not a robot and submit.
Enabling an AIS.
If you are newly enrolled in IEO, you will see this pop-up window. Click manage AIS. If you are an existing ICO user, you will see the home screen. Click manage AIS and examiners. Whether you are newly enrolled in ICO or an existing ICO user, you'll see this screen. Select your AIS from the list. To enable your AIS, click the gray disabled button and it will turn green and say enabled. You will need to log out of ICO and log in again for this change to take effect in the system.
If you have forgotten your password or need to reset your password for the ICO system, click forgot password at the bottom of the ICO login screen. This will generate an email to your nominated email address with a link to reset your password. Once you receive the email, click on the link that is provided. This link will only be valid for one hour from when it was sent. If you do not click on the link within 1 hour, you will need to generate a new email with a new link by clicking on forgot password again. This will return you to ICO and allow you to reset your password. To reset your password anytime during the 90-day period, click manage profile and update password and enter your new password. You can also change the email address you use for your ICO account in the manage profile screen. To change your email address, select change email and then enter your new email address and your password. Click submit.
Managing AIS details
To make an approved examiner active or inactive, click manage AIS and examiners from the main menu. You will then be taken to this screen where you can select active examiners or inactive examiners. To make an approved examiner inactive at your AIS, select active examiners and click exclude next to the approved examiner's name. Approved examiners who are inactive in ICO at your AIS are listed under the inactive examiner's heading. Inactive will mean the approved examiner will be excluded and can't conduct any inspections at your AIS using ICO. To make an approved examiner active in ICO at your AIS, select inactive examiners and click include next to the approved examiner's name. To update your AIS's email address or business telephone number in ICO, click manage AIS and examiners. Select update to enter the new email address or telephone number and then click done. TMR uses this email address to contact AIS and issue renewal notices and the phone number is displayed in find an AIS.
To conduct an inspection, click vehicle inspection and you will see this screen. You will need to verify the vehicle by entering the VIN or registration plate number and chassis number depending on when the vehicle was manufactured and click verify. If the vehicle is unregistered, you can enter no rego as one word in the registration plate number field. ICO will try to verify the vehicle's details against TMR's registration system. If the vehicle details can't be verified, you can still record the inspection in ICO by clicking manual.
Once the vehicle is verified, you'll be taken to the customer and vehicle details screen. Customer details are optional, but all the relevant vehicle details fields must be completed for the vehicle you are inspecting. Once you have completed these details, click continue.
You will see the inspection details screen. You must enter the date and time that the physical inspection of the vehicle was conducted. Select the relevant reasons for rejection if the vehicle has failed the inspection. Enter the brake test results and upload a copy of the results for light vehicles, heavy vehicles, and motorcycles. You can also choose to upload additional photos to support the inspection result. Complete all questions and select pass or fail to indicate the inspection result.
After all customer, vehicle, and inspection details are entered, you must review all information to ensure it is correct. If all the information is correct, click continue. If you are an approved examiner and an approval holder and you wish to approve your own inspection, click approve now. If you are not an approval holder, select submit for approval.
If you are an approval holder and an approved examiner at your AIS has submitted an inspection for approval, you will see vehicle inspections pending approval on your home screen. To approve the inspection, click approve in the action column. You will see this screen which summarizes the inspection details. You must review all information before approving or rejecting the inspection. If the inspection details are correct, select approve. To confirm approval of the inspection, select confirm to issue the inspection certificate. If the inspection details are incorrect, select reject to return the inspection to the approved examiner for correction. The approved examiner can access rejected inspections in their home screen. Once approved, the inspection record will be complete and you will then have the option to click print certificate to provide your customer with a hard copy of the certificate. If your customer's email address was entered, the certificate will be automatically emailed to them.
Incorrect inspection certificates and reports.
To cancel an incorrect certificate, click vehicle inspections records from the main menu. Search for the inspection record by entering the inspection number or registration plate number in the search field. Click cancel for the incorrect vehicle inspection record. You'll be asked to confirm that you wish to cancel the certificate. The status will change to cancelled.
Defect inspections.
If you are inspecting a vehicle to clear a defect notice, click defect inspection from the main menu and you'll see this screen. Enter the defect notice number and either the VIN or registration plate number and chassis number and click verify. If the defect notice can be cleared using ICO, you will then be taken to this screen. Complete the required fields and click confirm and you will then have the option to click print confirmation notice and provide your customer with a hard copy of the notice. If your customer's email address was entered, the confirmation notice will be automatically emailed to them.
Managing vehicle inspection reports.
To view inspection records in ICO, click vehicle inspections records on the main menu. You will then be taken to this screen where you can search for inspection records using any of the information in the vehicle inspection records screen. If you wish to view more records, click load next 100 records. Inspection records can also be sorted by clicking on the column headings. You can also search inspection records using the VIN or chassis number using the advanced search.
Information for the AIS community
We’re seeking your support to help scheme participants confidently transition to ICO.
highlight the benefits of the ICO platform with AIS scheme participants in your network.
Inspection books
ICO does not require you to use physical inspection books. However, you can purchase inspection books to use, if:
you experience problems accessing ICO, such as internet or power outages
you’re unable to meet the vehicle verification requirements in ICO.
We don’t provide inspection certificate books for light vehicle COI (CL) or motorbike COI (CM). An approved examiner must use ICO to issue certificates of inspection for CL and CM vehicle type inspections.
What our terms mean
Unless we say otherwise, an AIS approval holder means both the AIS approval holder and their nominee(s).
An inspection certificate means a safety certificate or a COI.
ICO web portal
If you meet the ICO enrolment and user requirements, you can use ICO to issue inspection certificates. Access the ICO web portal.
While any up-to-date web browser can be used, the ICO web portal works best when using either Google Chrome or Microsoft Edge.
ICO mobile app (QLD ICO)
ICO is also available as a mobile app (called QLD ICO), which can be used on devices such as:
iPad® or Android™ tablets
iPhone® or Android™ smartphones.
To access the app, search QLD ICO in the Apple App Store or in Google Play
Depending on your mobile internet connectivity, the QLD ICO mobile app gives you the freedom to access and use ICO from your fixed AIS premises, or offsite when working from a mobile AIS.
ICO is available to all AIS approval holders and their nominees, and approved examiners associated with the AIS.
You must only enrol in ICO once. Once you have enrolled, your individual email address allows you to login to ICO if you move to another AIS. If you attempt to enrol in ICO a second time, you may be locked out of the system for a period of time.
We recommend that you save the email address [email protected] as a ‘safe sender’ through your email provider’s online account. This will ensure you receive your ICO generated reset password email and any inspection certificate emails. For more information about how to do this, please contact your email service provider.
If you start work as an approved examiner at an AIS, you cannot use ICO until your AIS approval holder has:
notified the AIS Administrator that you have started work at this AIS; and
received email notification from the AIS Administrator that you have been accredited to conduct vehicle inspections at the nominated AIS.
If you have previously enrolled as an approved examiner in ICO under a different AIS, you will be able to login to ICO under the new AIS once the above steps have been completed. You must not enrol in ICO again.
Removing access to your ICO account
You can remove access to your ICO account if you surrender your accreditation by emailing [email protected].
We may remove your access to ICO where suspected misuse or AIS or Approved Examiner non-compliance is identified.
Using ICO
When using ICO as an approval holder, you can manage your AIS, approved examiners and inspection records by:
enabling or disabling your AIS’s ability to use ICO
including or excluding an approved examiner from using ICO at your AIS
approving vehicle inspections electronically
issuing inspection certificates and inspection reports to customers via email or a printed PDF
automatically lodging inspection certificates directly with us
viewing your AIS vehicle inspection records, including inspection certificates and inspection reports
allocating re-inspections to another approved examiner if the original approved examiner is not available
updating our records if your AIS email address or business phone number changes
accessing various standard reports for inspections recorded in ICO at your AIS.
When using ICO as an approved examiner, you must have the vehicle’s vehicle identification number (VIN), or a Queensland registration number and chassis number before you can start a vehicle inspection record in ICO.
If you have these vehicle identification details, you can:
verify the vehicle you are inspecting against our records
record the vehicle inspection results electronically
submit the vehicle inspection results to the approval holder for approval (or you can approve the inspection yourself if you are also an AIS approval holder in ICO)
print and/or email inspection certificates or inspection reports to your customers
view details of the inspection certificates and inspection reports you have recorded in ICO
automatically lodge inspection certificates directly with us
You can find more about using ICO by reading the ICO procedures.
Defect inspections
You can use ICO to record defect notice inspections if the defect notice has an AIS clearance method.
As an approved examiner, you can record defect notice inspections into ICO which notify us electronically that a defect notice inspection has been completed by the AIS.
A defect notice inspection recorded in ICO means the customer doesn't need to visit a transport and motoring service centre to have the defect notice cleared.
Find an AIS
The Find an AIS webpage allows customers to search for an AIS using a suburb name or post code.
Customers can refine their search based on vehicle inspection types, whether the AIS has a mobile AIS and whether they use ICO. If the information displayed for your AIS on Find an AIS is not correct, please contact the ICO Administrator.
