Track vehicle documents and expiry dates

Goal

Record a vehicle document with its expiry date, so 4fleet flags it before it lapses and you can renew it in time.

Prerequisites

• The vehicle is already in your fleet.
• Your role can create fleet records. Deleting a document needs the fleet delete permission.
• You have the document name and expiry date to hand. A link to the file is optional.

Steps

1. Open Cars & drivers and select the Fleet tab.
2. Select the vehicle's row to open its page.
3. Select Documents in the page sections.
4. Select Add Document. If the vehicle has none yet, select Add First Document.
5. Open Type and choose Insurance, MOT, Road Tax, Registration or Other.
6. Enter a Name, for example "Comprehensive Insurance 2027". The name is required.
7. Set Expiry Date. Leave it empty only for a document that does not expire.
8. Optional: paste a web address in File URL (Optional) and add Notes.
9. Select Save. A Document added successfully message confirms it.

Expected result

The document is listed with its expiry date and a status of Valid, Expiring Soon or Expired. Expiring Soon means 30 days or fewer remain. When any document is in one of the last two states, a banner at the top of the vehicle page names it. A daily check also sends reminders at 30, 14 and 7 days before expiry, and once it has expired. Reminders for an expired document stop 30 days after the expiry date; it stays flagged on the vehicle page. Reminders go to Owners, Admins, Managers and Ops Managers, as an in-app notification and by email or push if their notification preferences allow it.

Troubleshooting

• If you want to attach the actual file, note that this form takes a web address only and does not upload. Files can be uploaded from the Documents tab of Cars & drivers, which is a separate store that is not linked to this list.
• If the document shows no status badge, it has no expiry date. Edit it and set one.
• If the Add Document button is missing, your role cannot create fleet records.
• If you entered a wrong date, use the edit icon on the document row, correct it and select Save.
• If a document was added to the wrong vehicle, delete it from the row and add it again on the right vehicle. Deleting needs the fleet delete permission.