Vehicle and driver papers with reminders
Keep each vehicle's registration, insurance, pollution certificate, fitness, permit and road tax. Keep each driver's and helper's licence, badge, medical and police verification, with their end dates. You are reminded before they lapse, and a run does not start with a lapsed paper unless the office writes a reason.
PLANSEvery plan
The problem it solves
- The fitness certificate lapsed last month and the bus kept running.
- A driver's licence expires and nobody finds out until a traffic stop.
- Police verification of helpers on school buses is in a file nobody opens.
- Papers are in a spreadsheet that one person updates when they remember.
How it works
- Record each vehicle paper under Transport > Maintenance > Vehicle Documents. Give the vehicle, the type, the start and end dates, the reference number and a copy.
- Record each driver's and helper's papers under Driver Documents: the person, the kind, the number, Valid Until and a scan.
- Before a vehicle paper ends, the person responsible for it gets a reminder. Before a driver paper ends, the transport office gets a to-do: 30 days ahead to start with.
- When you renew, add the new paper. Only the latest of each type counts.
- On the day, a run whose vehicle, driver or helper has a lapsed paper does not start. The run lists the problems in red.
- The transport office can change the vehicle or the person, or write a reason in Allowed Despite to let it go. The reason is kept in the run's history.
Everything it does
Vehicle papers
- Ready types: Registration Certificate (RC), Insurance, Pollution Under Control (PUC), Fitness Certificate, Permit, Road Tax
- Kept as the vehicle's contracts: start and end dates, reference, vendor, cost and a copy
- Any other contract type can count the same way: tick Compliance Document on the type
- Only the latest paper of each type counts
Driver and helper papers
- Kinds: Driving Licence, Badge / PSV Licence, Medical Fitness, Police Verification, Other
- Number, valid from, Valid Until, a copy of the document and a note
- Filters: Expired, Expiring in 30 Days; group by person or document
- A paper without Valid Until never lapses
- Drivers and helpers can see only their own papers
Reminders
- Driver papers: a to-do for one person of the transport office, Warn Before Documents Expire days ahead (30), with the end date as deadline
- No to-do for a paper already renewed
- Vehicle papers: Fleet's own contract renewal reminder to the person responsible for the contract
What a lapsed paper stops
- A run with that vehicle, driver or helper does not start
- The vehicle is not offered for vehicle bookings or as a replacement on that day
- The person is not offered as the driver of a booking on that day
- Allowed Despite: only the transport office can write it; the run starts and its history records the problems and the reason
Who uses it
Transport officeRecords papers and renewals, gets the to-dos, and decides whether a run may go with a reason.
Transport in-charge or fleet managerChecks Expired and Expiring in 30 Days each month.
Driver and helperSee their own papers; cannot let a run go with a lapsed paper.
Where you use it
- Web: Transport > Maintenance > Vehicle Documents and Driver Documents
- Web: the run shows its problems in red, with the Allowed Despite field for the office
- Settings: the Entity's Transport tab, group Vehicle and Driver Papers
- Not sent to drivers: reminders go to the office, not to the driver's phone
- Not checked online: papers are typed in; there is no lookup on the government's vehicle or licence records
What you control
Settings
- Warn Before Documents Expire (days): 30
- Compliance Document: on for the six ready types; tick it on any other contract type
Approvals
- None. Letting a run go with a lapsed paper is the transport office's written reason, not an approval chain
Notifications
- A to-do for the transport office before a driver or helper paper ends
- Fleet's renewal reminder before a vehicle paper ends
- The run's history records every start allowed despite a problem, with who wrote the reason
Questions
Can a run go out with a lapsed paper in an emergency?
Yes. The transport office writes a reason in Allowed Despite, for example insurance renewed and copy awaited. The run starts and the reason stays in its history.Can a driver override it?
No. Only the transport office can write the reason.What happens when we renew a licence?
Add a new row with the new Valid Until. Only the latest of each kind counts, so the old row no longer stops anything.Can we add our own paper types, such as a speed governor certificate?
For vehicles, yes: add a contract type and tick Compliance Document. For drivers, use the kind Other with a note.Is this in the Starter plan?
Yes. Vehicle and driver papers, reminders and the check before a run are in every plan.Related features
DAILY RUNSDaily runs planned by themselvesEvery route gets its run for today and the coming days by itself: vehicle, crew, stops, times and that day's riders. The driver starts it, each stop records the delay, and the run ends or is cancelled.BREAKDOWN AND REPLACEMENT VEHICLEBreakdowns and replacement vehiclesWhen a vehicle breaks down on a run, the driver reports it from the Crew app. A job card takes the vehicle off the road and the office is alerted at once. The office picks a replacement from vehicles that are free, with valid papers and enough seats, and riders are told of the change.VEHICLE BOOKINGVehicle booking with approvalAnyone with a login asks for a vehicle from the back office, a web page or the Rider app. The request goes through your approval chain, the office assigns a free vehicle and driver, and the trip records the odometer.MAINTENANCEService plans and job cardsPlan each service by kilometres, days or engine hours, whichever comes first, and see what is due soon or overdue. Every repair is a job card with parts, labour, vendor, cost and downtime, and the vehicle stays off the road while it is open.WITH SMARTMY HRMSDrivers from SmartMy HRMS, trips as attendanceWith SmartMy HRMS, employees become riders in one pick. A run whose driver or helper is on approved leave is flagged, with a to-do for the transport office. Starting and ending a run or a booking trip counts as the crew's attendance.
See your own routes on the map.
Send us your stops and routes and we will show you a demo with them.