Document Management
Fleet documents and expiries, under control
Licences, permits, fitness certificates, insurance and trip paperwork keep trucks legal and loads moving. Gonyeti stores them against the right asset and reminds the right people before they expire.
Why document control matters in transport
A truck that is mechanically perfect can still be stopped at a roadblock or border because a document has lapsed. With dozens of units, each carrying several documents with different expiry dates, a spreadsheet is not enough.
Gonyeti attaches documents to horses, trailers and vehicles, drivers and trips, and tracks expiry dates automatically.
The problem
Common document problems
Expiries discovered too late
Renewals start after the document has already lapsed.
Papers in filing cabinets
Copies are hard to find when a border official or customer asks.
Trailer documents overlooked
Trailer fitness and licences are forgotten because attention is on the horse.
One person knows
Renewal knowledge sits with one administrator.
How Gonyeti solves it
Documents on the asset, reminders in stages
Each fitness certificate or document is recorded with issue and expiry dates against the horse, trailer, vehicle or employee. Reminder dates are set in stages ahead of expiry and sent to the configured recipients.
Supporting files are uploaded to the record. Trip documents are stored on the trip, so delivery paperwork is available when invoicing or handling a query.
- Documents for horses, trailers, vehicles, drivers and trips
- Issue and expiry dates with reminder stages
- Reminder recipients per document
- File uploads and folders
Capabilities
Document management capabilities
- Fitness certificates
- Fitness and roadworthiness records with issue and expiry dates.
- Staged reminders
- Several reminder points before expiry, each with its own status.
- Recipients
- Choose who is notified for each document.
- Asset documents
- Horse, trailer and vehicle documents and images.
- Trip documents
- Delivery notes, manifests and other trip paperwork on the trip.
- General reminders
- Reminders for any recurring obligation, not only vehicle documents.
Typical workflow
Document lifecycle
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01
Record
Capture the document with issue and expiry dates and upload the file.
-
02
Remind
Gonyeti sends staged reminders ahead of expiry.
-
03
Renew
The renewed document is recorded and the cycle resets.
Why it matters
Benefits
Fewer stopped trucks
Renewals happen before expiry.
Paperwork on hand
Documents are retrievable from the record.
Shared responsibility
Reminders go to the right people, not one inbox.
Audit-ready
A history of documents per asset.
Related Gonyeti modules
Fleet Management
Horses, trailers and vehicles with their fuel, tyres, drivers, documents and costs.
Learn moreDriver Management
Licences, passports, allowances, trips and incidents for every driver.
Learn moreMaintenance Management
Service schedules, inspections and repair history for every unit.
Learn moreTrip Management
Plan, authorise and close every trip with its freight, costs and profit.
Learn moreFAQs
Frequently asked questions
How many reminders are sent before a document expires?
Can trailers have their own documents?
Can documents be attached to trips?
See Gonyeti running on a transport operation like yours.
Book a working session with the Gonyeti team. We will walk through trips, fleet, workshop, fuel and tyres using scenarios from your operation.