Compliance Monitoring: Setting Reminders That Work

How to Build a Simple Yet Effective System for Transport Operators

In road transport, compliance isn’t just about doing the right things — it’s about doing them at the right time.Licence checks, maintenance inspections, CPC deadlines, tachograph downloads… even one missed date can put your Operator Licence at risk.

The key to staying on top of it all? A reminder system that’s consistent, reliable, and easy to use — whether you're a large fleet operator or a one-person business on a restricted licence.

In this post, you’ll learn how to create a powerful compliance monitoring system that prevents missed deadlines and builds trust with the DVSA and Traffic Commissioners.

Contents

1. Why Monitoring Dates Matters for Compliance

2. What Needs to Be Tracked (and Why)

3. Common Compliance Deadlines and Cycles

4. Paper, Digital, or Hybrid Reminder Systems?

5. Step-by-Step: How to Set Up a Compliance Reminder Calendar

6. Tools You Can Use (Free and Paid Options)

7. Colour-Coding, Prioritising, and Notifications

8. Building a Shared Compliance Calendar for Your Team

9. Integrating Reminders Into Driver Management

10. Using Fleet Compliance Software for Automation

11. Monitoring External Providers (e.g. maintenance garages)

12. What DVSA and the Traffic Commissioner Expect

13. Common Mistakes (And How to Avoid Them)

14. Final Thoughts: Be the Operator Who Never Misses a Date

1. Why Monitoring Dates Matters for Compliance

Your Operator Licence requires proactive management. That includes:

• Scheduling regular checks

• Completing paperwork on time

• Addressing issues without delay

If you forget a tachograph download, skip a PMI, or miss a CPC deadline, it’s not just an admin slip — it’s a potential breach of your undertakings.

And if you’re ever called to a Public Inquiry, one of the first questions will be:

“What systems do you have in place to ensure your compliance tasks are carried out on time?”

2. What Needs to Be Tracked (and Why)

Here’s what every operator should monitor with reminders:

Task	Frequency
Driver licence checks	Every 3 to 6 months (risk-based)
Driver CPC expiry	Every 5 years, monitor annually
Tachograph card downloads	Every 28 days
Vehicle unit downloads	Every 90 days
PMIs (safety inspections)	Typically every 6 or 8 weeks
MOTs	Annual
Insurance renewals	Annual
Maintenance contracts	Review annually
Training reviews	Annual or after incidents
Defect book reviews	Weekly or monthly
O-Licence details (e.g. Transport Manager)	Immediate upon changes

Missing any of the above can flag you as a non-compliant operator — even if your vehicles are in perfect condition.

3. Common Compliance Deadlines and Cycles

Every task has its own rhythm. To stay on top of them:

• Create a master calendar

• Use colour coding by urgency

• Set reminders before the due date (e.g. 7, 14, 30 days)

Examples:

• PMI schedule: Every 6 weeks

• Licence checks: Every 12 weeks for low-risk drivers

• CPC check-in: 12, 6, and 3 months before expiry

• Vehicle unit download: Every 3 months — set alert for every 2 months

4. Paper, Digital, or Hybrid Reminder Systems?

System Type	Best For	Pros	Cons
Paper Wall Calendar	Very small fleets	Visual, simple	Easy to miss, no alerts
Spreadsheet Tracker	Small to medium fleets	Flexible, printable	Needs manual updating
Digital Calendar (Google/Outlook)	All fleet sizes	Sends alerts, repeatable	Needs setup & user access
Compliance Software (FleetCheck, Convey)	Growing fleets	Automated alerts, audit-ready	Subscription cost, training needed

5. Step-by-Step: How to Set Up a Compliance Reminder Calendar

Step 1: List All Compliance Tasks

Include checks, renewals, downloads, training, audits.

Step 2: Assign Frequency

Use DVSA guidance or your maintenance contract.

Step 3: Choose Your Platform

Spreadsheet, Google Calendar, or compliance app.

Step 4: Input Tasks with Due Dates

Set recurring reminders where possible.

Step 5: Add Early Warnings

e.g. Set a CPC expiry reminder 6 months ahead.

Step 6: Share With Relevant Team Members

Give access to managers, admin, or drivers (as needed).

6. Tools You Can Use (Free and Paid Options)

✅ Free Tools

• Google Calendar

• Microsoft Outlook

• Trello or Asana (task boards)

• Excel or Google Sheets

• Evernote or Notion

💼 Paid Tools

• FleetCheck

• TruTac

• Convey

• TMS (Transport Management Systems)

• Driver app suites with alert integrations

Each has pros/cons depending on your fleet size and tech confidence.

7. Colour-Coding, Prioritising, and Notifications

Use simple colour coding in spreadsheets or apps:

• Green: Task completed

• Amber: Due soon (within 14 days)

• Red: Overdue

• Blue: Recurring task not yet due

Set email or pop-up alerts:

• 1 week before

• 1 day before

• Repeat until completed

This creates a fail-safe system for time-sensitive tasks.

8. Building a Shared Compliance Calendar for Your Team

Create a shared calendar on:

• Google Workspace

• Microsoft 365/Outlook

• Fleet software dashboard

Include:

• Maintenance due dates

• Licence check cycles

• Tacho downloads

• Upcoming CPC training sessions

• Monthly audit reminders

Assign ownership: “Who does what by when?”

9. Integrating Reminders Into Driver Management

For full coverage, extend your system to:

✅ Driver compliance files – add expiry dates for licences, CPC cards, tacho cards

✅ HR systems – link reminders to induction, probation, or disciplinary stages

✅ Driver apps – some platforms allow push alerts or logbook reminders

✅ Transport Manager dashboards – pull data from fleet tools into one view

Consistency = confidence when DVSA inspects.

10. Using Fleet Compliance Software for Automation

Platforms like FleetCheck, Convey, and TruTac allow:

• Auto-reminders by SMS or email

• Custom checklists by vehicle or driver

• Escalation of missed tasks

• Auto-upload of scanned documents

• Full audit logs

This is ideal if you're managing:

• More than 5–10 drivers

• Multi-depot or remote teams

• Frequent vehicle or licence checks

• Public Inquiry risk exposure

11. Monitoring External Providers (e.g. Maintenance Garages)

You may outsource maintenance or training, but you remain responsible.

✅ Add reminders for:

• PMI appointments

• Repair bookings

• Certificate returns

• Training provider confirmations

• Contract reviews

Chase documents before the DVSA does.

12. What DVSA and the Traffic Commissioner Expect

Inspectors want to see:

• A proactive reminder system in place

• Evidence of regular reviews and follow-up

• Missed deadlines addressed quickly

• Records showing who completed tasks and when

You should be able to say:

“We use a calendar and task system that flags all key compliance tasks and provides automatic alerts.”

And then show them proof.

13. Common Mistakes (And How to Avoid Them)

❌ Only setting reminders in one person’s diary

✅ Use shared systems or multiple access points

❌ Ignoring overdue alerts

✅ Schedule a weekly compliance review meeting

❌ Forgetting part-time or agency drivers

✅ Include all personnel in the reminder system

❌ Not linking documents to reminders

✅ Keep scanned or digital evidence accessible in your system

14. Final Thoughts: Be the Operator Who Never Misses a Date

There’s no magic to compliance — it’s about systems, habits, and visibility.

With a reminder system in place, you’ll:

✅ Avoid unnecessary enforcement

✅ Maintain a clean Operator Compliance Risk Score (OCRS)

✅ Keep drivers and vehicles safe

✅ Impress the DVSA when they knock

✅ Sleep better at night

Whether you use paper, digital, or full fleet software — what matters is that you use something.