Compliance & Licensing Matrix
Fleet compliance made simple
Vehicle & Driver Matrix gives transport managers one place to track every vehicle and driver obligation — MOT, tax, inspections, CPC, tachographs, licences, tyres, and more. Built for real operators running mixed fleets across multiple depots.
Your compliance data is only as good as the people reviewing it. Are your managers actually managing — or just saying done? Find out why this matters →
| Registration | Type | MOT | Road Tax | Inspection | Status |
|---|---|---|---|---|---|
| YX73 ABC | HGV | ✓ Valid | ✓ Valid | ⚠ 12 days | Due soon |
| BN22 DEF | HGV | ✓ Valid | ✓ Valid | ✓ Valid | Compliant |
| KL71 GHJ | Van | ✗ Expired | ✓ Valid | ✓ Valid | VOR |
| MX20 PQR | Trailer | ✓ Valid | — | ✓ Valid | Compliant |
| Name | Licence | CPC | Tacho card | Online check | Status |
|---|---|---|---|---|---|
| J. Hartley | ✓ Valid | ✓ Valid | ⚠ 28 days | ✓ Done | Review |
| S. Patel | ✓ Valid | ⚠ 45 days | ✓ Valid | ✓ Done | Review |
| M. O'Brien | ✓ Valid | ✓ Valid | ✓ Valid | ✓ Done | Compliant |
The dashboard gives you an instant read on every vehicle and driver — what's compliant, what's expiring, and what needs action today. Real-time, multi-user, and available from any browser.
Most transport managers are still relying on spreadsheets, calendar reminders, and tribal knowledge. It works — until it doesn't. One missed MOT, one expired CPC, one untracked agency driver, and you're exposed to DVSA prohibition, O-licence risk, or worse.
A static spreadsheet is already out of date. It doesn't flag that a driver's CPC expires in three weeks, or that an inspection is overdue.
Temporary and agency drivers are the hardest to track. Their licences, declarations, and eye checks rarely get the same scrutiny as permanent staff.
When the Traffic Commissioner asks for records, you need them instantly. Searching through filing cabinets or multiple systems is not a good look.
MOT today, tax next week, three licence renewals next month. Without a live view it's easy to let something slip — especially across multiple sites.
Driver apps that auto-submit data look impressive. But the Traffic Commissioner requires genuine, continuous and effective management — not a system that ticks boxes without a responsible person actively checking, reviewing, and signing off. Can you prove your manager was in control, not just cc'd?
See how we approach this differently →Built from scratch for small and medium fleets operating HGVs, vans, and trailers across multiple depots. Not enterprise software adapted for smaller teams — purpose-built from the ground up, with ISO 27001 compliant security.
MOT, road tax, inspections, tacho calibration, LOLER, Ministry Plate, laden brake test, and EBPMS — every check for every vehicle in a colour-coded grid. ISO-week inspection scheduling with early/late variance tracking built in.
MOT · Tax · Inspection · Tacho · LOLER · Ministry PlateLicence expiry, categories, DVLA online check dates, eye tests, health declarations, and penalty points — all tracked with configurable amber and red thresholds. Licence numbers stored AES-256 encrypted.
Licence · Categories · Points · DVLA checks · EncryptedDriver Certificate of Professional Competence, tachograph card renewal, and medical/eyesight checks — three of the most common compliance failures — all tracked with automatic warnings before expiry.
CPC · Tacho card · Medical · EyesightA single screen showing everything expiring or expired across all vehicles and drivers, with a full history. Email alerts notify you before renewals fall due. Every action on every record is written to a timestamped audit trail.
Colour-coded urgency · Email alerts · Audit logUpload MOT certificates, licence copies, health declarations, and insurance documents against each record. Field-level AES-256 encryption protects sensitive personal data, with role-gated decryption — built to satisfy GDPR without extra tools.
Per-record uploads · AES-256 encryption · GDPR readyGenerate clean vehicle front sheets, driver compliance reports, and depot summaries for audits, management meetings, or your own records — one click, no formatting.
Vehicle · Driver · Depot reportsManage vehicles and drivers across many sites from one account. Depot managers see their own depot; fleet managers see everything. Role-based access control, internal messaging between users, and a full permission audit trail.
Depot isolation · Role-based access · Internal messagingRecord tyre condition per depot with a structured digital form. Amber and red ratings flag vehicles for inspection before they become a safety issue. Missing check alerts keep the process on track across all sites.
Condition scoring · Depot-level · Missing check alertsLog driver infringements, accidents, and behaviour incidents with a configurable points system — Minor, Serious, and Critical severity multipliers. Track patterns over time and produce the records DVSA expects when they call. An in-house driver points system is also recognised by insurers as evidence of active risk management.
Infringement log · Accident points · Behaviour scoring · Insurer-recognisedRecord fuel usage per vehicle and track hire vehicles as a distinct category alongside your owned fleet. Missing mileage reporting identifies gaps in records before a DVSA inspection reveals them.
Fuel log · Hire vehicle tracking · Missing mileageAdd custom fields to any vehicle or driver record without touching code — your compliance needs are unique. Agency driver management tracks inductions, declarations, and safe-systems-of-work alongside your permanent workforce.
Custom fields · Agency drivers · Inductions · SSOWVan and car drivers fall outside tachograph rules but still need hours monitored under Working Time Directive legislation. A dedicated hours diary for every non-HGV driver keeps your entire workforce covered — not just your HGV drivers.
WTD compliance · Van drivers · Hours diaryUnlike conventional fleet tools where you refresh to see changes, the Matrix uses persistent WebSocket connections — every change is pushed instantly to every open browser simultaneously. Presence, messages, audit log and maintenance mode all run live on the same connection. If connectivity drops, an offline cache keeps working and syncs on reconnect.
WebSockets · Live push · Offline cache · Multi-userBuilt from real-world transport operations — so it handles the complex, high-risk scenarios that generic software misses entirely.
Agency and temporary drivers are your highest legal risk — yet most fleet software treats them as an afterthought. Vehicle & Driver Matrix tracks them as a distinct category with their own induction records, safe-systems-of-work declarations, attendance calendar, and full compliance checks. You always know who's driving your vehicles, whether they're on the payroll or not.
Infringements, accidents, and behaviour incidents are weighted with Minor, Serious, and Critical severity multipliers, building a running risk score per driver. Insurance companies actively look for an in-house driver points system — it demonstrates proactive risk management, which can influence your premiums and your position when a claim is disputed.
Having a documented, configurable, auditable driver risk system shows your insurer that high-risk drivers are identified and managed before incidents occur. When it comes to renewal negotiations or defending a claim, the difference between "we have a system" and "here is the documented evidence" is significant.
Driving licence numbers are encrypted at field level — not just at the database level. Only users with the right permission can decrypt and view them. Combined with a full audit log of every access, you have evidence of data governance if you ever need it.
Add your own fields to any vehicle or driver record without a development team. Whether it's a client reference, a specific certificate, or an internal categorisation, you can track it alongside everything else.
Most systems log when a vehicle goes off-road. Ours also splits the days between lease provider fault and operator fault — critical for accountability and cost recovery. You know not just that a vehicle was off-road, but who was responsible for each day it stayed there.
Inspections are scheduled and tracked by ISO week number, matching how the DVSA thinks about them. Early and late inspection variance is flagged automatically — so you can see at a glance whether your inspection programme is running on time, without manually counting days.
Van and car drivers fall outside tachograph rules but still need hours monitored under Working Time Directive legislation. Most fleet tools ignore this entirely. Vehicle & Driver Matrix includes a dedicated hours diary for non-HGV drivers — keeping your entire workforce covered.
Communicate between depot managers and fleet administrators within the platform — no switching to email or a separate chat tool. Combine this with the email alerts system and nothing falls through the cracks because someone missed a notification.
Every deployment is tailored to the organisation using it — your logo, your background imagery, your company name throughout the interface. This isn't a generic SaaS product with your name bolted on — we rebuild the look and feel around your brand from the ground up.
Most fleet software is built as a conventional request-response web app: the browser asks, the server answers, you refresh to see changes. Vehicle & Driver Matrix uses persistent WebSocket connections — every browser that has the app open holds a live, always-on pipe to the server. When anyone saves a record, the server instantly pushes that change to every other open browser simultaneously. No polling. No refresh. Changes appear live across all depots the moment they happen. The same live connection also carries presence (who's logged in right now), the audit log, internal messages, maintenance mode, and forced logouts — meaning the entire platform behaves as a single live system, not a collection of pages. If a connection drops, the app continues working from a local offline cache and syncs automatically on reconnect.
Every feature in Vehicle & Driver Matrix exists because a regulator, insurer, or legal obligation requires it. This table shows exactly who benefits from each module and why it matters to them.
Requirements under the Goods Vehicles (Licensing of Operators) Act 1995 and DVSA Guide to Maintaining Roadworthiness 2025. Operators must maintain accurate, retrievable records at all times. DVSA inspectors can visit without notice — records must be produced immediately.
The Senior Traffic Commissioner's Statutory Document No. 3 (March 2025) requires transport managers to exercise "genuine, continuous and effective management". Licences have been revoked where the transport manager was found to be a figurehead rather than actively in control.
Insurers assess fleet risk on the strength of your management systems. A documented, auditable driver risk management process demonstrates proactive risk reduction — which matters at renewal and when defending claims.
Day-to-day tools that make the job manageable — saving time, preventing things slipping, and giving your team the information they need without chasing paperwork across multiple systems or sites.
"We went from chasing renewal dates across 30 depots on spreadsheets to having everything — vehicles, drivers, tyres, incidents — visible in one place. The alerts mean nothing gets missed. It's not just a compliance tool, it's how we run the fleet."
Flat monthly subscription — customise your package to suit. Add as many vehicles and drivers as you need.
All plans include a free trial. No credit card required to start.
We'll walk you through the app on a 30-minute call — no commitment, no sales pressure. Just the platform, working live, with your questions answered.
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