Manage vehicle and driver documents
Keep registration papers, licences, insurance and other documents with the vehicle or driver they belong to, with all their pages in one document, and get reminded before they expire.
Before you start#
- You need to be a Tenant Owner or Tenant Admin to add, change or delete documents. Tenant Supervisors can view them.
- Your company's plan must include documents; the Documents menu entry is hidden otherwise.
- Have the page images or files ready. One document can have many pages.
Steps#
Add a document from a vehicle or driver page#
- Open the vehicle or driver and click Add document in its documents card.
- Choose the Document type, select the files (Document files on a driver, Document file on a vehicle), and fill in Issued date and Expiry date if the document has them. The files become page 1, page 2 and so on, in the order selected.
- Click Create document. The document is linked to that vehicle or driver and saved as Pending.
- To get expiry reminders, open the document, click Edit, set Status to Verified and click Save.
Add a document from the Documents section#
- Open Documents under the Fleet section of the menu and click Upload Document.
- Choose the Document type, enter the Issued date and Expiry date, set Status (it starts as Pending; choose Verified to get expiry reminders), and select one or more files under Pages. The first file becomes the primary page.
- Optionally pick an Owner: a driver or vehicle of your company, or — None —.
- Click Save.
Change pages or the owner#
- Open the document and click Edit (Edit Document).
- Under Pages:
- Add pages: new files are added after the existing pages;
- drag a page by its handle to reorder; the top page is the Primary page;
- tick Delete on a page to remove it.
- Change the Owner if needed, then click Save.
What happens next#
- For Verified documents, expiry reminders are sent 30 days, 7 days and 1 day before the Expiry date. A daily check sends them, and saving a document also checks it at once, so a document saved already inside a window gets its reminder straight away.
- Only one reminder is sent per save: the most urgent window reached. When a document is renewed, upload the new one as a new document rather than changing the old one's expiry date.
- Reminders go to the company's Tenant Owners, Tenant Admins and Tenant Supervisors, and to the driver when the document belongs to a driver with an app login.
- On a driver, a licence document drives the licence badge on the driver's page; see Drivers. A vehicle's page shows a document banner ("Documents valid", expiring soon or expired).
Rules and limits#
- Expiry reminders are sent only for documents with status Verified and an expiry date. Documents that have already expired get no reminder.
- A document always keeps at least one page; removing every page without adding new ones is refused.
- A removed page is no longer shown but is kept on record.
- The owner must be a driver or vehicle of the same company as the document.
If something goes wrong#
| What you see | Cause | Fix |
|---|---|---|
| "This field is required." on Pages | No file selected | Select at least one file |
| "A document must have at least one page." | Every page was ticked for deletion and no new file added | Keep a page or add a file |
| "Select a valid owner." | The chosen driver or vehicle is not in the document's company | Pick an owner from your own company |
| No expiry reminder | The document is not Verified (documents added from a vehicle or driver page start as Pending), has no expiry date, or has already expired | Set the status and expiry date |