Keep driver licences and documents compliant

Goal

Record a driver's documents and certifications with their expiry dates, and find the drivers whose papers are expiring or have expired.

Prerequisites

• The driver already has a profile, with a licence expiry date. See the article on adding a driver.
• Your role can create driver records. Deleting a document or certification needs the driver delete permission.
• You have the document name and expiry date. A link to the file is optional.

Steps

1. Open Cars & drivers and select the Drivers tab.
2. Select View driver on the driver's row, then select Open full profile.
3. Select Compliance in the page sections.
4. In the Documents card, select Add.
5. Enter Document name, choose Document type and set Expiry date (optional). Add a web address in Document URL (optional) if the file is stored elsewhere.
6. Select Add document. A Document added successfully message confirms it.
7. For training and certificates, select Certifications in the page sections, select Add, fill in Certification name and Expiry date (optional), then select Add certification.
8. Go back to the Drivers tab. In the Document compliance tile, select the tile to filter the list to the drivers who need attention. You can also open Filters and set Compliance to Expiring within 30 days or Expired.

Expected result

Each document shows its expiry date and a status. A banner at the top of the driver page says when the licence has expired or is expiring soon, and how many documents need attention. The Document compliance tile on the Drivers tab counts drivers whose licence or documents are expiring within 30 days or already expired. A daily check also reminds the driver and your office team at 30, 14 and 7 days before expiry.

Troubleshooting

• If the Document compliance tile reads "Expiry dates only, document files not checked", dates are recorded but no document has been added. The tile counts dates, not files, so add the document records.
• If the tile shows a red exclamation mark, the count could not be loaded. Select the tile to retry.
• If the Add button is missing, your role cannot create driver records.
• If you want to attach the file itself, note that the form takes a web address only and does not upload a file.
• If the background check or drug test shows a pending status on the Compliance section, note that those two cards only display a status and the last date. This page has no button to change them.
• If a document was entered for the wrong driver, delete it from its row and add it again on the right profile. Deleting needs the driver delete permission.