Vehicle Daily Check
Frequently asked questions
How daily checks, fleet coverage, pricing and licensing proof work — for drivers, fleet operators and councils.
Drivers
- How do I complete a daily check?
- From My checks (Home), tap Check to start today’s inspection. Add your vehicle first if you have not. Work through the guided sections, optionally add photos, then submit. Most drivers finish in a few minutes once they know the flow.
- What happens if I miss a check?
- Missed expected days show in your history and in your fleet’s Compliance view if you are covered. Days before you joined a fleet, or while you were not a member, are not counted as missed. You’ll also see a clear “check missing” status when today’s walkaround is still outstanding.
- How does fleet coverage work for drivers?
- When your operator covers you, daily checks are included under the company plan — you do not need a personal subscription for those covered checks. Use My checks for your inspections; your admin manages the fleet under Fleet.
- What if my fleet subscription ends or billing fails?
- You usually stay a member of the fleet, but company-covered checks stop until your admin sorts Billing. Ask them to resubscribe or fix payment. You can start a personal plan if you need to keep checking while the fleet is paused.
- How do I change my card, get invoices, or cancel a personal plan?
- If you pay for a personal plan, open Plans / Billing → Manage billing. That opens the Stripe customer portal — update or replace your card, download invoices and receipts, remove a payment method when allowed, or cancel so the plan does not renew after the current period. Card payments are handled by Stripe; we do not store your full card number.
- What happens when I leave a fleet?
- You leave the company and work independently — type LEAVE to confirm. Company-covered checks stop and a seat frees up; your personal account, vehicle and history stay. We do not start a personal plan for you — choose Plans if you still need checks. If you had a personal plan paused while covered, renewals can resume after you leave. To join again, ask for a new invite.
- Can I switch to another fleet?
- Yes, but only one fleet at a time. Leave your current fleet in Settings (type LEAVE to confirm), or ask your admin to remove you, then accept the new operator’s invite. Another fleet cannot add you while you are still a member elsewhere.
- Can I start my own fleet as an independent driver?
- Yes — if you are not already a member of another fleet. Leave your current company first if you belong to one, then start a fleet trial from Settings or the fleet signup page. Joining someone else’s fleet does not make you admin — only creating a fleet or being transferred admin does.
- Do taxi and PHV drivers need a daily vehicle check?
- Your council usually expects a walkaround before you go out. A clear daily record means you can show the check was done if an officer, operator or insurer asks.
- Can I show this to a licensing officer?
- Yes. Open that date, download the PDF (sections, mileage, declaration, timestamp) and share it when they ask — or show the record on your phone during a spot check.
- What are Documents for?
- Documents is where you keep MOT, insurance, licence, badge and similar expiry dates in one place. Add a date with or without a photo/PDF. Home highlights anything due soon or expired so you’re not relying on a glovebox calendar.
- What are Open issues?
- If you mark something Faulty on a check, it stays as an open issue until you resolve it with a short note (optional photo). That keeps “still broken” separate from the day’s walkaround and builds a simple past-fixes history.
- What does Road ready / Attention / Off road mean?
- Vehicle status is calculated for you — you don’t set it by hand. Off road usually means a serious open fault or an active hold. Check missing means today’s walkaround isn’t submitted. Attention means something needs a look (for example a minor issue or a document due soon). Road ready means today’s check is done and nothing serious is left open.
- What reminders and notifications do drivers get?
- You can get email reminders (and push on the mobile app when enabled) for a missing daily check, a new open issue, an issue still open after a day or two, and documents that are due or expired. The in-app notifications bell lists what still needs you — tap a row to go to the right screen. Turn delivery off anytime under Settings → Reminder notifications; the in-app list still shows outstanding work when you open the app.
Ready to try it? Start a driver free trial
Fleets
- How do I start a fleet account?
- Create a company account from the fleet signup page and start a 7-day fleet trial (no card required). Then open Drivers → Invites to email your drivers. When they accept, they appear under Drivers → Active and their checks show in Compliance. Subscribe per seat when you are ready.
- How do I invite a driver?
- In Compliance, open Drivers → Invites (the dedicated invite tab). Enter the driver’s email and send the invite. They sign in or register with that same email, then accept. When they join, they show under Drivers → Active and their daily checks appear in your fleet Compliance view.
- Can I invite someone who already belongs to another fleet?
- Not while they are still an active member elsewhere. Ask them to leave their current fleet first (or close/transfer if they are the only admin), then send a new invite from Drivers → Invites. The system will not move them automatically.
- How do seats work?
- Each covered driver uses one seat (including you if you also drive). Pending invites on Drivers → Invites also count toward seats in use. Trial fleets are limited to 3 seats. Paid self-serve plans cover up to 50 seats — usable seats follow the Stripe-confirmed quantity. Increasing seats invoices your card immediately for the remaining days in the period (prorated). Decreasing seats: no refund for the current period; invite capacity drops once billing confirms; the next renewal bills the lower count. You cannot set capacity below seats already in use. Need more than 50 seats? Email support@vehicledailycheck.com and we will help set up a larger fleet.
- Can I choose how many seats when I start paying?
- Yes. On Billing, pick seat capacity before Subscribe — checkout uses that quantity (self-serve up to 50). Later increases are done in Settings and charge a prorated amount immediately. Decreases take effect for invites on Drivers → Invites after billing confirms; the next renewal bills the lower seat count.
- What is the maximum number of seats I can buy myself?
- Self-serve checkout and seat changes cover up to 50 seats. If you need more, email support@vehicledailycheck.com with your company name and rough seat count — we will help set up a larger fleet rather than forcing a huge checkout in the app.
- What happens when my fleet trial ends?
- Covered driver checks need an active fleet subscription after the trial. Open Billing, choose how many seats you need (not just your trial size), see the monthly total, then subscribe. That way you pay for the right capacity in one checkout.
- How do I change my card, get invoices, or cancel billing?
- Card payments are handled securely by Stripe — Vehicle Daily Check does not store your full card details. After you subscribe, open Fleet Billing → Manage billing to open the Stripe customer portal. There you can update or replace your card, download invoices and receipts, remove a payment method when Stripe allows it, and cancel so the subscription does not renew after the current period. Seat count changes stay in the app (Settings / Billing); payment method and invoice tools live in Stripe.
- What happens if I cancel the fleet subscription?
- If you cancel at period end (Billing → Manage billing in the Stripe portal) or close the fleet, seat renewals stop after the current period — no further charges once that date passes. Cover continues until period end; we do not refund mid-period. If you only cancel billing, the company stays listed until you close the fleet or remove people. Closing the fleet archives the company and removes everyone now.
- What can fleet operators see?
- Fleet Admins get a Compliance view: who checked today, driver and vehicle timelines, inspection detail with photos, and PDF download. You also see calculated vehicle status (Road ready, Attention, Off road, Check missing), open faults, driver document expiries, and a Fleet Alerts list of what still needs attention. Drivers keep using the simple phone walkaround.
- What happens when a driver leaves or is removed?
- They type LEAVE to confirm when leaving themselves. Their membership ends and a seat frees up. They keep their personal account, vehicle and check history. Live Compliance visibility for that person stops. Fleet admins are notified by email and in-app. Leaving or removing someone does not delete or transfer their vehicle record. To bring a driver back, send a new invite from Drivers → Invites.
- How do I transfer admin to someone else?
- If they are not in the fleet yet, invite them from Drivers → Invites first. Once they are on Drivers → Active, open their profile → Manage access → Transfer admin to this person, and type TRANSFER to confirm. They become the fleet admin. Fleet billing stays with the organization, but the previous owner’s payment method will not be used for future renewals or seat increases. Current paid coverage continues through the existing billing period. The new admin must add their payment method and confirm billing takeover in Fleet Billing before renewals and seat increases resume.
- Who pays after I transfer admin?
- The fleet subscription stays with the company Stripe customer. After transfer, billing handoff starts: the previous owner’s card is disabled for future renewals, seat increases are blocked, and cover continues until the current period ends. The new admin opens Billing, adds their card, and confirms billing takeover — then renewals and seat increases resume on the new payment method.
- How do I close my fleet?
- In Fleet settings → Membership, choose Close fleet and type CLOSE to confirm. Your fleet subscription will not renew after the current billing period — you will not be charged for another period. Everyone is removed and the company is archived now. Your personal Vehicle Daily Check account stays. Closing does not refund the current period.
- How do I stop driving but remain admin?
- In Fleet settings → Your driving, choose Stop driving. That frees your driver seat. You keep managing the fleet and can start driving again later if a seat is available.
- What do Road ready, Attention, Off road and Check missing mean?
- These are calculated vehicle statuses on your Drivers and Vehicles lists — not labels you set by hand. Off road usually means a serious open fault or an active hold. Check missing means today’s walkaround isn’t submitted. Attention means something needs a look (for example a minor issue or a document due soon). Road ready means today’s check is done and nothing serious is left open.
- What does the Fleet Alerts bell show?
- Alerts is your fleet “needs attention” list: drivers missing today’s check, open faults, vehicles on hold, documents due or expired, waiting invites, and important updates (for example someone left). The badge counts outstanding work, not unread mail — opening a driver to look does not clear the count until the underlying problem is fixed.
- Can I see driver documents and expiries?
- Yes. Open a driver in Compliance to review their Documents board — MOT, insurance, licences and similar dates. Due-soon and expired items also surface in Fleet Alerts so you’re not chasing a spreadsheet.
Running multiple vehicles? Start a fleet free trial · Fleet guide
Pricing
- How does the 7-day free trial work?
- New driver accounts get seven days of full access: daily checks, photos and PDF export. Fleet operators get a separate 7-day fleet trial to invite drivers from Drivers → Invites and use Compliance. No paid plan is required to start. When you subscribe, remaining trial days stack before the paid period begins.
- Do I need a credit card to start?
- No. You can create an account and complete checks during the trial without entering a card. A card is only needed when you choose a paid plan in the app.
- What is included in every driver plan?
- The same product on every plan: the guided walkaround, optional photos, locked timestamps, inspection history, one-tap PDF export, Documents with expiry tracking, open issues with vehicle status, and reminder notifications (email, plus push on the mobile app). Plans only differ by how long you pay for in advance.
- How does pricing work for fleets?
- Fleets pay £4.99 per seat per month. One seat covers one driver (including you if you also drive). Pending invites use a seat. Covered drivers do not need a personal subscription while the fleet covers them. Start a 7-day fleet trial (up to 3 seats), then subscribe from Fleet Billing for the seats you need (self-serve up to 50). Need more? Email support@vehicledailycheck.com.
- Can I cancel anytime?
- Yes. Open Billing → Manage billing to use the Stripe customer portal — cancel so the plan does not renew after the current period, update your card, or download invoices. You keep access until period end. There is no mid-period refund and no long contract. Fleet close and sole-admin account deletion follow the same period-end rule for company billing.
- How do card payments and invoices work?
- Checkout and renewals are handled securely by Stripe. After you subscribe, Billing → Manage billing opens the Stripe portal where you can change or replace your card, view and download invoices/receipts, remove a payment method when allowed, and cancel renewal. We do not store your full card number in Vehicle Daily Check.
- Are prices including VAT?
- Prices shown include VAT where applicable. Checkout is handled securely by Stripe.
Licensing authorities
- What can licensing teams expect from drivers using Vehicle Daily Check?
- Drivers complete a guided daily walkaround on their phone. Each submitted check is timestamped and locked, with optional photos and a one-tap PDF export that shows sections, mileage and a signed declaration.
- Does this replace council inspection requirements?
- No. It supports the daily condition checks drivers are already expected to do. It gives them a consistent way to record those checks and show proof when an officer or operator asks for a specific date.
- Why is digital better than paper for enforcement?
- Paper pads go missing, get filled in retrospectively, or lack photos. A locked digital record with a timestamp is harder to backdate and easier for a driver to produce during a spot check.
- Can licensing officers view records in the platform?
- Drivers can share a PDF or show the record on their phone during a spot check. For authority-side viewing of licensed drivers in your area, book a demo. We set that up with your team rather than public self-signup.
Licensing team? Book a demo · Licensing guide
Start your 7-day free trial
Drivers get a guided walkaround, documents, open issues and PDF proof. Fleets invite drivers, see who checked today and what still needs attention, and pay £4.99 / seat / month. No credit card needed to start.
Works in the browser on any phone — no app store required. Councils and larger fleets can book a demo or see For fleets.