Vehicles
A live register of every vehicle in your fleet.
- Vehicle profile, current driver and depot in one place
- Switch between an all-fleet view and a single vehicle's history
- Role-based visibility, so staff only see the vehicles they work with
UK fleet management & compliance software
On the road. On the record.
Plan jobs, assign drivers and keep every vehicle on the road. Your whole fleet operation, run from one place.
14 days free access · no card needed
- Company One
- Group Name
- Partners Ltd
- Provider Ltd
- Trust Group
- Northern Co
Ops — the yard on one screen
Cloud-based infrastructure for fleet operations.
Every vehicle, driver, check and job runs from one live dashboard, so your team spends less time chasing and more time moving. Cut admin, make faster calls and know what needs attention today, from any device.
Platform
One record, eight features. Log something once and it is already on the dashboard, the schedule and the report. No copying between systems, no version that is slightly out of date.
Run the whole fleet from one screen. Vehicles, schedules and the calendar share a record, so a swap shows up everywhere it matters without being typed twice.
Scheduling
Build driver and vehicle schedules without a spreadsheet.
- Drag-and-drop shift and run editing with bulk patterns
- Permission-gated editing for depot managers and team leaders
- Agency and relief drivers tracked alongside permanent schedules
Calendar
MOTs, services and licence renewals, together.
- One calendar across every depot, filterable by vehicle or type
- Upcoming MOTs and licence renewals surfaced automatically
- Event details link straight through to the vehicle or driver record
Daily checks that actually get done. Walkaround checks and defect reports captured in the cab rather than on a pad — timestamped, photographed and searchable.
Drivers
A single record for every driver on the road.
- Licence, CPC and medical expiry tracked per driver
- Infringements, training and induction history kept together
- Risk flags surfaced on the dashboard the moment they're logged
Vehicle Checks
Digital forms built for daily compliance.
- Drag-and-drop form builder for walkaround checks and defect reports
- Draft and submitted checks tracked separately, so nothing goes missing
- A searchable record library for every check ever submitted
Compliance without the spreadsheet. Licences, CPC hours and service intervals tracked against each driver and vehicle, with the alert raised before the deadline, not after.
Maintenance
Keep every vehicle compliant without the paper log book.
- MOT, service and insurance renewal dates tracked automatically
- Defects logged by whoever's driving, resolved by the workshop
- Full repair and maintenance history kept against each vehicle
Ready for the question before it is asked. Incident records and audit-grade reports built from what drivers already entered — nothing re-keyed on the day.
Incidents
Accidents and incidents, handled properly.
- Structured incident capture from first report to close-out
- Photos, statements and outcomes attached to a single record
- Trends surfaced so recurring issues don't go unnoticed
Reports
Everything a DVSA auditor or traffic commissioner asks for, ready to export.
- Compliance and incident roll-ups across every depot
- Filter by depot, date range or category in seconds
- Built from the same records drivers already enter — nothing re-keyed
Modules
One platform, one record. Each module is its own product and they all write to the same fleet, so nothing is typed twice.
Features
Go deeper on any part of it.
One page each on what the platform does, what it does not, and what goes wrong without it.
Maintenance and roadworthiness
Renewal dates, defects and repair history kept against the vehicle they belong to, rather than on a wall planner and in a folder.
Read moreDrivers and licensing
Licence, CPC and medical expiry on one record, with the flag raised before an entitlement lapses rather than after.
Read moreWalkaround checks and defects
The check is submitted from the yard, the defect reaches the workshop, and both can be found again afterwards.
Read moreScheduling and planning
Shifts, runs and renewal dates on one calendar, so the plan and the compliance diary cannot quietly drift apart.
Read moreIncidents and reporting
Incidents captured properly while the detail is fresh, and the roll-ups an auditor asks for ready to export.
Read moreWhy switch
Stop running your fleet on six different systems. The gaps that cause missed renewals, duplicate records and last-minute schedule chaos — closed.
Today, without a system
With FleetOptix
Today, without a system
MOT and licence renewals tracked in spreadsheets — until one gets missed
With FleetOptix
Renewal dates tracked automatically, with alerts before they lapse
Today, without a system
Defect and incident reports scattered across paper forms and email threads
With FleetOptix
Digital defect and incident forms, submitted and searchable in seconds
Today, without a system
No live view across depots — problems surface days later
With FleetOptix
One dashboard shows every depot's open issues, right now
Today, without a system
Schedules rebuilt from scratch in a different spreadsheet every week
With FleetOptix
Schedules built once, with bulk patterns and role-based editing
Today, without a system
Driver files, vehicle logs and maintenance records living in different systems
With FleetOptix
Every record — drivers, vehicles, maintenance — in one shared platform
How it works
From kick-off to live, in four steps. We handle the rollout so your team can focus on the fleet, not the setup.
- 01
Try for free
Start a 14-day trial with no card and no sales call. You are inside the real product, on your own tenant, in a couple of minutes.
- 02
Configure
Load your vehicles, drivers, depots and check schedules, so what you are trying is your fleet rather than a sample one.
- 03
Ask us anything
We answer while the trial is running, not after you have signed. If something is missing we will tell you it is missing.
- 04
Pay to keep it
Add a card and everything you set up stays exactly as it is. Do nothing and it closes itself on day 14 — there is nothing to cancel.
Built the right way
Built around the rules you actually answer to. Designed around the operator licence rules that govern UK fleets, and the records a DVSA examiner actually asks for.
- Built for UK transport regulation
- Designed around the standards that govern operator licences and DVSA compliance.
- DVSA-aligned recordkeeping
- Vehicle check and incident records structured around the evidence inspectors ask for.
- GDPR-conscious by design
- Role-based access keeps sensitive driver records need-to-know, not open to the whole team.
- Role-based access, built in
- From Driver to Transport Manager — permissions that match how depots are actually run.
Pricing
One license. Room to grow. One license per company, billed annually. No per-user pricing, ever — priced around the size of your operation, not your headcount.
FleetOptix License
£2,995
/ year
Includes up to 50 vehicles. £45 per additional vehicle / year after that.
Everything included
- Unlimited drivers & schedule records
- All 8 platform features included
- Product updates included
- Secure cloud storage included
- Scheduling, Calendar & Vehicle Checks
- Email support
No catch. No per-user pricing, no cut-down starter tier. Larger operation or need something custom? Get in touch.
Questions
Before you ask, the honest answers. Pricing, data retention and what happens if you leave — the questions people actually ask before signing up.
Is FleetOptix fleet management software, or compliance software?
Both, and the distinction matters less than it sounds. The day-to-day is fleet management — scheduling runs and shifts, planning maintenance, logging walkaround checks and defects, keeping driver and vehicle records in one place. What makes it a compliance platform is that every one of those actions leaves a dated, retrievable record, because the same work has to stand up to DVSA or a Traffic Commissioner later. If you are comparing it with a general fleet management system, the honest difference is that we go deeper on evidence and audit trails than on things like fuel cards and telematics hardware — see the Service Specification for exactly what is and is not included.
How long do you keep our records?
For as long as your organisation needs — FleetOptix never automatically deletes records, and retention isn't tied to whether your subscription is active. As the data controller, your organisation is responsible for setting retention periods in line with current statutory guidance. Drivers' hours and tachograph records must be kept for at least 12 months, and Working Time Directive records for at least 2 years, under DVSA requirements. Always check the latest DVSA and Traffic Commissioner guidance for your specific obligations.
Who owns the data we put into FleetOptix?
You do, outright — driver records, vehicle checks, tachograph data, everything. We process it strictly on your instructions to run the platform, never use it for our own purposes, and never sell it. Full detail is in our Privacy Policy.
Is FleetOptix GDPR compliant?
FleetOptix is built around UK GDPR principles — encryption in transit, role-based access control, and appropriate safeguards for where data is hosted. Your organisation is the data controller and remains responsible for its own compliance; we act as processor under a data processing agreement. See our Privacy Policy for the full picture.
What happens to our data if we cancel?
You can export your records at any time while your account is active — driver files, vehicle checks, compliance records, all in a standard format. We'd encourage doing that before your subscription ends. See our Terms of Service and Privacy Policy for the detail.
Can we cancel anytime?
Yes — there's no auto-renewal to cancel. We'll contact you before your Subscription Term ends to arrange renewal, and if you'd rather not continue, just decline the order — you won't be charged again. Because a Subscription Term gives full access from day one, fees already paid aren't refunded for cancelling partway through — see our Refund Policy for the full terms.
Is support included?
Yes, with an active license. Email support is included at no extra cost for as long as your subscription is active.
Resources
See all resourcesStart putting our industry experience to work.
Operations5 min read
The Christmas peak meets the worst driving weather of the year
More drops, shorter days, standing water and crosswinds — and a traffic office under pressure to make the schedule work. Where that pressure actually shows up in your records.
27 October 2026
Operations8 min read
What does fuel-efficient driving achieve? The answer is not about fuel
The theory test answer is improved road safety, which sounds like a trick until you look at the mechanism. It is the same one the Driver CPC syllabus names, and the same one that shows up in a fleet's fuel figures.
24 October 2026
Operations11 min read
Geofencing for vehicles: what it produces, and where it goes wrong
A geofence does not show you where a vehicle is — the tracker already does that. It turns a stream of positions into three timestamps. Most of the trouble comes from the fence being smaller than the error on a satellite fix, and most of the risk comes from forgetting it is personal data.
24 October 2026
See it running on your own fleet.
A live demo on your data, not a slide deck — most teams are live within a week.
Try for free