Maintenance and compliance

Two modules keep your fleet and workforce road-legal: Maintenance (vehicle service) and Compliance (documents and credentials that expire). Both have a company-wide module page for triage plus a per-record tab on each vehicle or employee.

Vehicle maintenance

Open Vehicles → Maintenance in the sidebar for the company-wide view, or a vehicle's Maintenance tab for just that vehicle.

Recording service

1. Click + Add maintenance.
2. Pick the vehicle and the type — Oil change, Tire rotation, Brake service, Inspection, Registration renewal, Insurance renewal, Lift maintenance, Preventive maintenance, Repair, or Other.
3. Record the service date, vendor, cost, and notes.
4. Set what's next: a Next due date, a Next due mileage, and/or Next due engine hours.

Staying ahead of due work

The maintenance table computes an effective status from date, mileage, and engine hours — the Next due mileage column shows the target, the current odometer, and how many miles are left (or over). Use the Alerts filter to triage: Overdue (effective) or Due soon. You can also filter by Facility, Vehicle, Type, and Stored status (Scheduled, Completed, Overdue, Canceled), search, and set a service-date range.

Each row's Open in vehicle action jumps to that vehicle's Maintenance tab.

Compliance

Open Employees → Compliance in the sidebar. Compliance tracks anything with an expiration — driver licenses, physicals, drug tests, vehicle registrations, insurance — for both Drivers and Vehicles.

The compliance catalog

Record types come from a managed catalog (standard items plus any custom types set up for your company), so everyone files documents under the same names — there's no free-text "other" type to fragment your records.

Adding a record

1. From the Compliance page (or a driver's/vehicle's Compliance tab), click add.
2. Choose the Record type, Issue date, and Expiration date — or check This item has no expiration for items that genuinely never expire.
3. Set Remind within (days before expiration) — drivers and admins get a reminder that many days ahead (0–365).
4. Attach the document (Choose file — PDF, image, or Word, max 10 MB) and add Notes.

Triage

Summary cards at the top of the page filter by status with one click: Expired, Expiring soon, Active, No expiration, Archived. The table shows the Entity, Kind (Driver/Vehicle), Type, Issued, Expires, Status, and a File link, with filters for entity, status, facility, and record type.

Tip: Make expiration triage a weekly habit — open Compliance, click the Expiring soon card, and chase the items before they become Expired.

Related: shift inspections

Daily pre/post-shift vehicle inspections that drivers complete in the app are configured separately under Inspections — see Inspections.