Every document is linked to its asset or employee with an expiry date, an advance alert, and an attached digital copy — so an expired registration or inspection is never discovered at a checkpoint.
Registration, insurance, periodic inspection, operating card, equipment license, and safety inspection — each with its own reminder ladder.
Valid, expiring within 30 days, and expired — the same rule on every screen and report.
A new issue with its dates, number, and attachment, while previous copies remain in the document’s history.
A digital copy linked to the asset, or a link to a file already uploaded to it.
What expires this month and what has already expired, with an alert counter in the sidebar.
Tracking registrations, insurance, and inspections on a side spreadsheet always ends the same way: a document expires silently, a violation surfaces after its time, and the original copy is nowhere to be found at the urgent moment. This service ties every document to its asset with an expiry date and an attached digital copy, sweeps the entire register daily to warn before expiry with time enough to renew, and makes renewal itself an action that accumulates past versions in the document's history instead of erasing them.
A document is registered tied to its vehicle or machine, with its type from a system-managed type list, its number, issuing authority, and both issue and expiry dates. Its digital copy is attached either by direct upload into the asset's files or by linking a file already uploaded there. So a vehicle's document is found exactly where you would look for it: on the vehicle's own record, not in an email folder or a desk drawer.
A document's state is computed automatically from its date: active, expiring soon when thirty days or fewer remain, or expired. The same rule shows everywhere: the statistics cards on the documents board count the active, the nearly expired, and the actually expired; the filters display each slice on its own alongside search. A manager opens the board and reads the full compliance position at a glance.
A scheduled job sweeps all documents every day, spots whatever expires within thirty days, and creates an alert naming the document, its asset, and the days remaining — escalating its severity when seven days or fewer remain, and sending it by email to company management. Each document carries a per-day deduplication key so the alert inbox never drowns in the same message, and the alert names the asset by its readable internal number, never a system identifier.
Renewing a document is a dedicated action, not free editing: before saving the new dates, number, and attachment, the system snapshots the expiring version's data and appends it to the document's history, so versions accumulate over the years and stay readable whenever needed. Sensitive fields such as the identifier and creation date are protected from modification through the interface, and the documents of a retired unit remain readable within its history.
Attach the document, its type, and its expiry date
To the relevant asset or employee
Advance notification to the responsible person
Upload the new copy while the trail remains
No promises built on numbers we don’t know about your company. What follows is the structural difference of wiring this module into the rest of the platform.
There is no automated link to government agencies that reads document status; dates are entered and tracked.
We tailor the demo to your operation, starting with the module that blocks your team today.
