Renewals

A renewal is a vehicle or driver document with an expiry date: a registration, a revenue licence, an insurance policy, an emission test, a driving licence, a medical certificate. Fleet Management keeps the dates, shows what is about to expire or has expired, and sends reminders ahead of time so a vehicle is not on the road with a lapsed document.

Amounts follow the organization's number settings.

#Before you start

• You need the Renewals row of the permission matrix: View to open the list and calendar, Create to add or renew, Edit to change one and Delete. With View (own) you see renewals you created. You must also be able to see the vehicle (Vehicles › View) or driver (Drivers › View) the renewal belongs to; others are hidden.
• An Owner or Admin sets up the renewal types and their reminder days under Fleet lists in Fleet settings. The ready-made types are Registration, Revenue licence, Insurance, Emission test, Fitness certificate, Route permit (for vehicles) and Driving licence and Medical certificate (for drivers).

#Renewal types

Each type belongs to vehicles or to drivers, so a driving licence cannot be recorded against a vehicle. A type has:

• Reminder days: up to six whole days before expiry (1 to 365) on which a reminder is sent. Leave it empty to use the organization default in Fleet settings, which starts as 30, 14 and 7. The ready-made types were saved with the default of that moment, so changing the default later does not change them; edit their reminder days under Fleet lists instead.
• Insurance fields: when on, the renewal form also asks for the policy number, cover, premium and excess. The ready-made Insurance type has them on.

An archived type is no longer offered on the form but stays on renewals already recorded.

#The Renewals list

Open Fleet Management › Renewals.

Three drop-downs filter the list by status, type and applies to (vehicles, drivers or both). Add renewal (with Renewals › Create) and Calendar are in the toolbar. With business units, the Filters drawer also has a Business unit filter: vehicle renewals follow the vehicle's unit, and driver renewals are always listed. Each row has Edit (with Renewals › Edit) and Renew (needs both Create and Edit, and is not shown once the renewal has been renewed).

#Statuses

#Add a renewal

1. Select Add renewal. From a vehicle or driver profile, open its Renewals tab and select Add renewal to start with that vehicle or driver chosen.
2. Complete the fields below and save. A toast says "Renewal added".

A type that does not suit the vehicle or driver is refused: "This renewal type does not apply to a vehicle." (or "driver").

#The cost becomes a vehicle cost

A renewal for a vehicle with a cost above zero posts that cost on the vehicle automatically, dated the Issued on date (today if empty). It is placed in the Insurance category for a type with insurance fields and Registration & licences for any other type. It appears in Costs as a locked cost from Renewal, and follows the renewal when you edit it. Clearing the cost removes it. A driver renewal posts no cost.

#Edit a renewal

Select Edit on a row (or on its vehicle's or driver's profile). The vehicle or driver cannot be changed. A toast says "Renewal updated successfully". Changing the expiry date starts the reminders again for the new date. You can add files and remove attached files (the bin icon, after confirming "Remove this file?").

#Renew

When a document is renewed, record the new one with Renew so the history is kept.

1. Select Renew on the current renewal.
2. The form opens for the same vehicle or driver and type, with the earlier details filled in. Issued on starts as the old expiry date and Expires on as one year later. Change anything that differs.
3. Save. A toast says "Renewal recorded".

The old renewal becomes Renewed, the new one is Valid (or whatever its dates say), and the two are linked. A renewal that has already been renewed cannot be renewed again: "This renewal has already been renewed."

#The calendar

Select Calendar on the list. It shows one month at a time, Monday to Sunday, with every renewal that expires in that month on its expiry day, each with its status colour, type and vehicle or driver. The arrows move to the previous or next month, and List returns to the list. Select an entry to edit it (with Renewals › Edit), otherwise to open the vehicle or driver. With nothing expiring the month says "No renewals expire this month."

#Reminders

Reminders are sent by the nightly run to:

• the Fleet managers chosen in Fleet settings,
• the manager of the vehicle (the Fleet manager field on the vehicle), for a vehicle renewal, and
• the driver, for a driver renewal, when the driver is linked to a login.

Only active members of your organization receive them; a member whose access has been deactivated gets nothing.

How they work:

• A reminder goes out once the days left are at or below a reminder day, for example on the 30th day before expiry. Each reminder day is sent once. A renewal added late, say 5 days before expiry with reminders at 30, 14 and 7, gets one reminder (not three), covering all the days it has already passed.
• When the document has expired, one more "expired" reminder is sent. After that, no further reminders.
• A renewal that has been renewed gets no reminders.
• A renewal of a sold or disposed vehicle, or of an inactive driver, gets no reminders.
• Changing the expiry date starts the reminders again.

The message reads like "Insurance for Truck 12 expires in 14 days (2 Nov 2026)." and opens the vehicle or driver. You choose how you receive it (in the app, by email) under Settings › Notifications, event "A vehicle or driver document is due for renewal". See Preferences.

#The nightly run

Every night at 02:00 Fleet Management does three things for each organization: it refreshes each vehicle's current driver from its assignments, recalculates the state of every service and sends the service message for newly due services, and sends the renewal reminders above. Running it twice in a day sends nothing twice. If something goes wrong for one organization, the run carries on for the others.

#Errors you may see

#Current limitations

• A renewal cannot be deleted from the screens.
• The driver's licence expiry on the driver record is a separate field and does not create a renewal or a reminder; record the licence as a renewal if you want reminders.
• Reminders are sent once a day by the nightly run, not at the moment a date passes.
• Driver renewals are not filtered by business unit.