Documents
Vehicle and asset documents — registration certificates, insurance policies, inspection reports, lease agreements, warranties, permits — live in one vault with expiry dates attached. The vault makes sure no document expires unnoticed, and gives you a quick view of everything approaching its deadline in one place.
Who it's for
The fleet manager and organization administrator manage the vault in full — they add, confirm, download and delete documents of any type and owner. A driver has narrow access scoped to their own mobile-app flow: they can add only a photo tied to a vehicle (e.g. as part of a delivery or an inspection) — they don't see the general vault.
Uploading and downloading
Adding a file is a two-step operation: first you create the document's metadata (type, owner — a vehicle or an asset, an optional expiry date) and get a one-time, short-lived upload link that the browser uses to push the file straight to storage — the file itself never passes through the API. Once the upload lands, you confirm it; the system checks the file and marks it available (or quarantines it if the scan flags a problem). Downloading works the same way — the download link is valid only briefly and is minted on demand. Document types include registration, insurance, inspection, lease, warranty, permit, manual and photo.
Expiry and alerts
For documents with an expiry date, the vault shows a separate "expiring" view, with a switchable window of 30, 60 or 90 days — the list shows the file name, type, expiry date and days remaining. A document that has expired or is expiring within the chosen window generates a "document expiring" notification that, by default, reaches the fleet manager and the organization administrator — the default routing can be overridden in alert rules.
In the background
Every day the system scans every document in the organization's vault, and for each one that falls within the alert window (30 days by default) or has already expired, it raises an expiry alert — whether or not anyone happens to have the "expiring" view open.