How it works
An afternoon to set up. Then it runs itself.
You put in what you already have, and the dates start doing the work. There is no implementation project to schedule.
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Put what you have in
However you keep it now: a binder, a whiteboard, a shared drive. Put the renewal dates in first, because that is what drives everything else. Documents can follow as you get to them.
Most fleets do this in an afternoon. You do not need every scan in place before it starts being useful.
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Add your drivers and trucks
Each driver gets a file scored against the documents it is required to hold. Each truck gets its own inspection clock. Trailers and dollies carry their own clocks too, and are never billed.
Anything missing is named rather than hidden, so the gaps are visible on day one instead of during a review.
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Let the dates run
An email at ninety days, again at sixty, again at thirty. Long enough to book a physical, chase a driver, or get a truck into the shop before it becomes a problem.
Drivers sign daily checks from a phone, offline if the yard has no signal. A defect stays open until somebody repairs it and signs it off.
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Hand it over when asked
One file, organised the way a reviewer expects to find it, with the original scans and the signatures behind them.
It opens on any computer. Nothing to install, no account to make, and no portal for anybody to log into.
The first week
What to expect
- How long before it is useful?
- As soon as the first renewal date is in. The alerts do not wait for a complete file.
- Do I need to scan everything first?
- No. Dates first, documents as you go. A file with dates and no scans still tells you what is about to lapse.
- What if my records are a mess?
- That is the normal starting position. Anything missing shows as a gap with a name on it, which is a work list rather than a verdict.
- Who needs an account?
- Whoever manages compliance. Drivers sign inspections from a phone without one.
Ready to stop guessing?
Pick a plan and put your first driver in. Setup takes an afternoon.