Driver Licensing & Compliance

Driver Licensing & Compliance

NexusRMS tracks driving credentials, vehicle documents, and compliance requirements in one place. Automated alerts ensure your fleet stays legal and your drivers remain qualified, reducing the risk of fines or operational disruptions.

Driver Licence Model

Each crew member can have one or more driver licence records attached to their profile. These records track the credentials required to operate vehicles in your fleet.

Licence Types

• Class A — heavy goods vehicles and large rigid vehicles
• Class B — standard cars and light vans
• Class C — medium goods vehicles
• Motorcycle — two-wheeled motor vehicles
• Forklift — counterbalance and reach truck operation
• Hazmat — hazardous materials transport certification
• Other — any additional licence category not listed above

Licence Statuses

• Active — the licence is current and valid
• Expired — the licence has passed its expiry date
• Suspended — the licence has been temporarily suspended
• Revoked — the licence has been permanently revoked

Licence Record Fields

Field	Description
Licence Number	The official licence number issued by the authority
Issuing Authority	The organisation that issued the licence (e.g., DVLA)
Country	Country where the licence was issued
Issue Date	Date the licence was originally issued
Expiry Date	Date the licence expires and must be renewed

Verification Workflow

When a driver licence is added, an administrator must verify it. The system records verified_by (the admin user who checked the licence) and verified_at (the timestamp of verification). Unverified licences are flagged on the compliance dashboard.

Scanned Documents

Upload a scanned copy of the licence for reference. The file is stored securely in S3 and the URL is linked to the licence record. This allows quick visual verification without requesting the physical document.

Endorsements & Restrictions

• Endorsements — additional qualifications recorded as an array of entries, each with a type, code, and description
• Restrictions — limitations on the licence recorded in the same format (type, code, description)

Expiry Alerts

Configure how many days in advance you receive alerts for expiring licences. The default is 30 days but this can be set anywhere from 1 to 90 days in fleet settings under Compliance Alert Days.

Vehicle Compliance Overview

The getComplianceIssues() method scans all vehicles and returns a summary of every expired or expiring item across the following categories:

• MOT certificates
• Insurance policies
• Road tax
• Vehicle registration
• Driver licences assigned to vehicles

Vehicle Documents

Upload and track essential vehicle documents alongside driver licences:

• Insurance certificates
• MOT certificates
• Registration documents
• Lease agreements
• Maintenance records from external providers

Each document record includes the document type, issue date, expiry date, reminder days before expiry, and a file URL linking to the uploaded document.

Compliance Blocking

Vehicles with critical compliance issues — such as an expired MOT or lapsed insurance — are automatically flagged on the fleet dashboard. These vehicles appear with a warning indicator, alerting dispatchers to resolve the issue before assigning trips.

Best Practices

• Set compliance alerts to at least 30 days to allow time for renewals.
• Verify all driver licences promptly and keep scanned copies up to date.
• Review the compliance overview weekly to catch expiring items early.
• Upload all vehicle documents immediately upon receipt to maintain a complete record.