For transport & logistics

Fleet compliance software for transport & logistics

Driver file and fleet in one overview: Driver CPC, licences, MOT, tachograph calibration and the undertakings on your O-licence. Certly tracks the dates, counts the training hours and emails you in good time — before DVSA does it for you.

What a transport operator has to track

• Driver CPC — Not really a date but 35 periodic training hours per five years. Watch only the DQC's expiry date and you discover in the final year that four course days are still open — exactly when every calendar is full.
• Driving licences and entitlements — HGV entitlements come with medical requirements as renewal approaches. The medical takes time to arrange, so you start well ahead — or the driver stands still.
• MOT and the HGV annual test — Cars and vans from year three, then annually — renewable up to a month (minus a day) early without losing the date. HGVs and trailers run on the annual test at an ATF.
• Tachograph calibration and downloads — Two rhythms per vehicle: the two-yearly calibration, plus the rolling download clock — vehicle unit at least every 90 days, driver cards at least every 28.
• O-licence undertakings — Safety inspections at your stated intervals, records kept 15 months, changes notified. Few lines in your overview, big consequences when one slips.

Where it goes wrong in practice

Two owners, one date. The driver assumes the office is watching it; the office assumes the driver knows his own paperwork. With driver cards and tachograph calibrations that's almost the default — two chances for nobody to do it.

The copy that ages. Test dates in a spreadsheet are a snapshot. After an early MOT or a retest your file no longer matches reality — and the month-minus-a-day early-renewal window only helps if you actually see the date coming.

The vehicle outside the rhythm. The trailer that goes out twice a year, the van that mostly sits in the yard. What you don't see daily lives in nobody's head — and an expired test doesn't care whether the vehicle was busy.

Downtime costs the most. A driver who can't drive or a vehicle prohibited at the roadside costs you a day's production plus the planning behind it — almost always more than a year of tooling. And every prohibition feeds your OCRS score, which decides how often you get stopped next.

Watching the wrong quantity. Driver CPC has a date on the card, so the date is what goes in everyone's list. But the obligation is the 35 hours — the date is just the moment the bill is drawn up. A reminder at ninety days arrives neatly on time and is still too late if 28 hours are open.

How it works with Certly

• Reminders at 90, 60 and 30 days per document, with escalation at 14 and 7 days — also to the transport manager.
• Driver CPC hours counter — log each course day and see per driver how many of the 35 hours still stand open, so training spreads over five years instead of cramming into the last.
• Inspections on intervals — safety inspections at your stated weeks, tachograph calibration every two years, download clocks on day intervals: after each event Certly rolls the next date forward.
• Drivers submit their own renewals — a link, a photo of the new card, done. In English, Polish or Romanian, no login needed. You approve.
• The whole fleet in one dashboard — vehicles, trailers and drivers side by side, with an evidence pack as a PDF when DVSA, an auditor or a customer asks.
• An annual planner with a cost estimate — every renewal for the coming twelve months in one view, including the course days still to book.

Start without retyping anything

Already keep it in a spreadsheet? It goes in, in one upload. If you don't, grab the free training matrix template — it has a vehicles tab for MOT, calibration and insurance dates, and you can import that same file later.

Frequently asked questions