Overview
Fleet records expiration dates for insurance policies, vehicle registrations, and driver licenses, and Compliance items cover any other document with an expiry date. The background expiry check runs daily against Compliance items and inspection records; the dates held on vehicle and driver records are shown on those records. Fleet managers use the Compliance Expiry report to stay ahead of renewals and avoid compliance gaps.
What Fleet Tracks
Fleet monitors expiration dates in three areas:
| Record | Expiry fields tracked |
|---|---|
| Vehicle | Insurance expiry, registration expiry |
| Driver | License expiry |
| Compliance items | Any custom compliance document (see below) |
Record Insurance and Registration Expiry on a Vehicle
- Open a vehicle record under Fleet > Vehicles.
- Set Insurance Policy (policy number) and Insurance Expiry (date).
- Set Registration Expiry (date).
- Click Save.
These dates appear on the vehicle record. The daily compliance-checker background job runs against Compliance items, so a date held on the vehicle record is shown but not checked.
Record Driver License Expiry
- Open a driver record under Fleet > Drivers.
- Set License Expiry to the license expiration date.
- Set License Class and License State for context.
- Click Save.
The inspection-reminder job runs daily and covers inspection records expiring within 30 days; a license expiry held on the driver record is shown on that record.
Use Compliance Items for Other Documents
Compliance items let you track any document beyond insurance and registration — vehicle titles, permits, DOT medical cards, CDL endorsements, or custom inspection certificates.
- Go to Fleet > Compliance.
- Click New Compliance Item.
- Choose the vehicle or driver the document belongs to.
- Enter the document type, reference number, and expiration date.
- Click Save.
The compliance stats endpoint tracks upcoming expirations and the compliance-checker job processes these daily.
View Upcoming Expirations
- Go to Fleet > Reports > Compliance Expiry.
- The report shows every tracked expiry date sorted by how soon it expires.
- Filter by Vehicle, Driver, or Type to focus on a specific category.
The compliance stats view (Fleet > Compliance > Stats) shows a summary count of how many items are expiring in the next 30, 60, or 90 days.
How Alerts Work
The compliance-checker background job runs daily at 05:00 UTC. When an expiry date falls within the fixed 90/60/30/14/7-day alert windows (or has passed), it:
- Sets an item past its expiry date to Expired — the Expiring Soon bucket in the list and stats views is computed from the expiry date, not stored.
- Emits a notification to fleet managers and admins.
The alert windows are fixed at 90, 60, 30, 14 and 7 days before expiry and cannot be adjusted.
Frequently Asked Questions
Can I set different lead times for different expiry types?
No. The alert windows are fixed at 90, 60, 30, 14 and 7 days before expiry and apply to every compliance item, so per-type or per-document lead times are not available.
What happens when a compliance item expires?
The item's status changes to Expired and a notification is sent. The vehicle or driver record is not automatically blocked — enforcement is up to the fleet manager.
Is there a report I can share with my team showing everything expiring this month?
Yes. Use the Compliance Expiry report under Reports and filter by the date range you want, then export it as a CSV.