Expiring docs/MOT: one expiry, no trip
Around 20 documents / certificates / permits can stop a truck from rolling. All with different expiry dates, different renewal processes, different responsible owners. If one expires: trip cancelled + customer lost + possible fine.
Industry case: A single cancellation = €500–2,000 customer loss + fine risk. Insurance expiry is the worst — the truck gets immobilised.
The limit of manual tracking
An Excel “expiry” column is the common solution. Two structural limits:
- Passive view. No alerts unless Excel is opened.
- Not driver-centric. Drivers learn their own licence/medical has expired through the ops centre.
Cascading reminder system
Lognari runs a tiered reminder for each document:
| Threshold | Action | Who |
|---|---|---|
| 60 days | Reminder email | Operations coordinator |
| 30 days | Mobile alert + dashboard flag | Coordinator + driver |
| 14 days | Critical alarm (SMS) | Coordinator + driver + HR |
| 7 days | ”No trip assignment” flag | Automated |
Owner mapping:
- Driver licence / medical: the driver (HR supports)
- ADR / SRC: driver + HR
- Tachograph card: driver + fleet manager
- Green Card insurance: finance + fleet manager
- MOT: fleet manager + workshop
- ATR / EORI: export manager
Impact by fleet size
| Fleet | Annual cancellation prevention | € equivalent |
|---|---|---|
| 100 trucks | 4–8 cancellations | €4,000–€16,000 + customer satisfaction |
| 300 trucks | 12–24 cancellations | €12K–€48K + lower coordination load |
| 1,000 trucks | 40+ cancellations | €40K+ + insurance-premium negotiation |
Side effect: driver retention
Pushing renewal anxiety onto the driver is one of the biggest satisfaction killers. Lognari’s coordinator-supported process removes that load → pilot fleets see retention +9%.
What’s next
If you had one trip cancelled in the last 12 months because a document expired, you need a tiered reminder system. A 30-day pilot digitalises the whole renewal chain.
Reach out via the contact section — reply within one business day.
