Documents and Academy

It is simply a split between two document categories, so you can keep training and knowledge material (Academy) separate from other general documents. It does not change how documents are visible in the mobile app.

Vehicle documents live on the Documents tab of that vehicle — for example the registration certificate or insurance papers. Personal documents are linked to an individual driver, such as a driving licence or certificate. Only that driver sees them in the mobile app under "My Documents". General documents are uploaded through the Documents menu; they are visible to all drivers, split into the categories Academy (training and knowledge material) and General.

Yes. With the batch upload you drag a whole set of files into the dashboard in one go. Each file is automatically matched to the right vehicle based on the license plate in the file name. You review the suggested matches, choose the document type and confirm. There is also a check page that shows, per vehicle, which documents are present and which are still missing; you can also download the present documents there as an Excel list.

Yes. On every vehicle document, such as an insurance certificate, green card or permit, you enter an expiry date: when uploading (in bulk upload for all files at once) or afterwards on documents that are already there. Expired and almost expired documents turn red or orange. On the dashboard you see the counts in an overview card and the full list is under "Check documents per vehicle", which you can also export to Excel. Drivers see a small orange marker on the vehicle's documents in the app when something has expired; it does not stop them, but they know something needs replacing.

Yes. Go to Settings → Features → "Docs: per vehicle" (Check documents per vehicle). On the "Uploaded documents" card the Excel button downloads a list of every document present per licence plate, including document type, file name, expiry date and upload date. On the same page you pick a document type and click "Run check" to see which vehicles are missing that type or have it twice, and which documents are expiring. Click a vehicle in the results to open it directly; every list exports to Excel with one click.

Visibility is controlled per document type, not per individual document. Go to Master Data → General → Document Types and open the document type (for example "Lease contract" or "Invoice") with the pencil icon. Tick the "Hide from Drivers" checkbox and save. All vehicle documents of that type disappear from the mobile app immediately; they remain visible in the dashboard. Want to make the documents visible to drivers again? Open the same document type, untick the checkbox and save. This too applies immediately to all existing and new documents of that type. For a new document type the checkbox is off by default, so documents are visible until you hide the type. Note: this checkbox only affects documents attached to a vehicle. A driver's personal documents and the general documents from the Documents menu are always shown. Managing master data requires the Fleet Admin role.