Vehicles, under Team, keeps a record of each van with its compliance dates and who drives it. Drivers keeps each driver's licence details and when you last checked them.
Fieldfare reminds you before an MOT, tax, insurance, service or licence runs out, and flags any driver who needs attention.
What a vehicle record holds
Every vehicle needs a Description your staff will recognise, like White Transit. Then add the Registration, Make, Model, Year, fuel type and current mileage.
Fleet and insurance holds the details insurers and fleet policies usually ask for: registered owner, seats, engine size, gross vehicle weight, operator's licence, breakdown cover, whether it's a tipper, where it's kept overnight, tracker, any modifications, and attached plant such as a Hiab. There's room for notes too.
Compliance dates and reminders
Each vehicle has four dates under Compliance dates: MOT expiry, Road tax due, Insurance expiry and Next service due.
Each date shows in your notifications from 30 days before it's due, again at 14 and 7 days, and on the day. A date that has passed shows in red on the vehicle page. When you renew something, update the date and the reminder moves on to the next one.
Status and assigned driver
Assigned driver records who has the van, so you always know who to ask. It can be any active staff member, and the van then shows beside them on the Drivers list.
- Active: on the road and in use.
- Off road: temporarily out of use. Its reminders carry on.
- Sold: kept for your records, with no more reminders.
The vehicles list
The list shows each vehicle's registration, MOT, tax and insurance dates and status. Dates due within two weeks show in amber and dates that have passed show in red, so problems stand out. The service date is on the vehicle's own page.
Vehicle documents
Keep the paperwork with the van under Documents. Give each one a title and a category: Invoice, MOT, Tax, Insurance, Service, Receipt or Other. PDFs, images, Word, Excel, CSV and text files up to 15MB all work.
Drivers and their licences
A driver is a staff member with their licence recorded. Add them with Add driver, or tick Driver on their staff record, which does the same.
Each driver holds their Licence number, licence status (Active, Suspended or Revoked), issuing country, Licence categories, Points, issue date, Expires date, Last checked date and notes. You can add a photo of the licence under Licence image (JPG, PNG, WebP or HEIC, up to 10MB).
DVLA checks and flags
The photocard doesn't show points or bans, so check each driver's record online with the DVLA every six months and put the date in Last checked. You get a reminder 90 days before a licence expires, then at 30 and 7 days and on the day.
The status column shows the most serious flag on each driver. Hover over it to see them all.
- Red: the licence is revoked or expired, or the driver has 9 or more points.
- Amber: the licence is suspended or expires within 90 days, a check is overdue (six months after Last checked), or the driver has 6 to 8 points.
- Grey: no expiry date has been added, or the staff member is paused.
Vans on the phone
Staff don't see vehicles unless you give their role Vehicles access. With it, they find Vehicles under More on the app, with each van's MOT, tax and insurance dates. Roles that can edit vehicles can add and update them on the phone too, even without signal. Driver and licence details are only on the web.
Key workflows
Add a van
Team › Vehicles › Add vehicle
- Select Add vehicle.
- Add a Description, then the Registration, Make, Model and Year.
- Add the MOT expiry date and select Add vehicle.
Add the other dates and a driver
Team › Vehicles › Vehicle
- Open the van and select Edit.
- Under Compliance dates, add Road tax due, Insurance expiry and Next service due.
- Choose the Assigned driver and select Save changes.
Add a driver
Team › Vehicles › Drivers
- Select Drivers, then Add driver.
- Choose the Staff member and select Add driver.
- Open the driver, fill in their licence details and select Save changes.
Record a DVLA check
Team › Vehicles › Drivers
- Check the driver's record on gov.uk.
- Open the driver and set Last checked to today.
- Update Points if they've changed, then select Save changes.
Questions
Who gets the reminders?
They show in the notifications of owners and admins. They clear once you update the date.
Does an off-road van still get reminders?
Yes, so nothing lapses while it's off the road. Set it to Sold to stop them.
Does the assigned driver have to be on the Drivers list?
No. Any active staff member can be assigned a van. Add them as a driver too if you want to keep their licence details.
What happens if I remove someone from drivers?
Remove from drivers takes them off the list and unticks Driver on their staff record. Their staff record stays as it is.
Can staff see vehicles on the app?
Only if you give their role Vehicles access in role permissions. It's off for staff and subcontractors to begin with.