Fleet keeps every date that matters across your vehicles and plant in one list, counts services down by reading, stores your fleet paperwork, and sends one reminder email each morning.
This is part of Fleet Management, an add-on to WasteBolt.
Key Dates
Each asset tracks the key dates that apply to its type:
| Key date | When you mark it done, the next date suggested is… |
|---|---|
| MOT / PSV | 12 months on |
| Road tax | 12 months on |
| Insurance | 12 months on (or follows the fleet insurance policy) |
| Tacho calibration | 24 months on |
| LOLER | 6 or 12 months on, as set on the asset |
| Safety inspection | Your inspection interval in weeks |
Fleet → Key Dates (admins only) shows them across the fleet, grouped into Overdue, Due in the next 30 days, Later and Not set yet, with the fleet insurance policy and services at the top.
Use Mark done when one is completed. WasteBolt suggests the next due date and adds an entry to the asset’s history.
Tip: Set your safety inspection interval once in Fleet settings to match your operator licence. A vehicle with its own interval keeps it.
Services
Services count down by reading, not by date: km or miles for vehicles, hours for plant. On each asset, set the service interval and the reading at the last service.
- Due soon starts 1,500 km, 1,000 miles or 50 hours before the service.
- Update reading to keep the countdown accurate. Readings can only go up.
- Mark serviced when it’s done, which resets the countdown.
Events: The Asset’s History
Fleet → Events is the history of your fleet: services, repairs, inspections, renewals, breakdowns or damage, and anything else. Use Record event on an asset to add the date, reading, what was done, who did it, and up to 5 photos.
Admins can also, in the same step:
- Reset the service countdown
- Renew a key date, with its next due date
- Mark defects fixed that the work dealt with
Drivers can record events, but can’t change key dates or the service schedule.
Read a job sheet with Fleety
Photograph a service, repair or inspection sheet (up to 5 photos) and use Read job sheet. Fleety fills in the date, who did it, the reading, the work done and any parts fitted, and suggests the event type. It never changes key dates. Check it, then save. 1 Bolt credit, only if it works.
Documents
Fleet → Documents (admins only; drivers can’t see it) holds your fleet paperwork as PDFs or photos up to 10 MB:
- Insurance
- V5C logbook
- Operator licence
- Certificates, such as MOT and LOLER
- Service and inspection records
- Finance and hire agreements
- Warranties
Each document has a title, type, reference number, notes and an optional expiry date, and applies either to the whole fleet or to specific assets. Filter by machine, type, or Expired or expiring soon.
Ask Fleety
Upload a document and use Ask Fleety. Fleety reads the title, type, reference and expiry date, picks out up to 8 key points, and ticks the vehicles the document lists by registration. Check it, then save. 1 Bolt credit, only if it works.
Reminder Emails
Turn reminders on in Fleet settings → Email reminders. They’re off until an admin switches them on.
You get one email each morning listing everything that has reached a reminder. You don’t get a separate email for each item.
| Setting | Options |
|---|---|
| Remind me | 30 days before, 14 days before, 7 days before, on the day (default: 30, 7 and on the day). Optionally, again when it goes overdue. |
| What to include | Key dates, the fleet insurance policy, services, documents with an expiry date, missed checks |
| Who gets them | Any of your admins, plus up to 10 other email addresses |
- Each reminder is sent once. If you change a due date, its reminders start again.
- Anything already overdue when you switch reminders on is included once.
- Services are reminded once when due soon and once when overdue.
- Missed checks get one line each morning for the day before. Weekly checklists are reported on Mondays.
Send test email shows you the email without counting as a reminder.
In the app, the same items show as badges in the menu (checks due, key dates to watch, open defects) and on the admin dashboard.
Frequently Asked Questions
Can drivers see key dates?
No. Key Dates, Documents and Fleet settings are for admins. Drivers see their machines, checks, defects and events.
Is the operator licence a key date?
No. Add your operator licence under Documents with its expiry date, and it’s included in the reminder email.
Does Fleet keep parts stock?
No. Part numbers are kept in event and asset notes. Fleety can read them from job sheets, or from photos of parts on an asset note.