FleetOptix, in full

What FleetOptix covers

• –Vehicle registers for UK operator-licensed fleets
• –Multi-depot organisations, from a single depot upwards
• –Driver licence, CPC and medical record tracking
• –Digital vehicle checks and defect reporting
• –Scheduling, calendar and maintenance records
• –Incident reporting and cross-depot compliance reporting

What it doesn't cover

• –A full telematics or live GPS tracking platform
• –Route planning or optimisation software

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

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

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

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

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

01

One record entered once — it's already on the dashboard, the schedule and the report, with nothing copied between systems

02

A live, all-fleet view so problems surface the day they happen, not days later

03

Digital vehicle checks and defect reports, submitted and searchable in seconds

04

MOT, service and licence renewal dates tracked automatically, with alerts before they lapse

05

Schedules built once, with bulk shift and run patterns instead of a spreadsheet rebuilt every week

06

Role-based access, so sensitive driver records stay need-to-know rather than open to the whole team

07

Vehicle check and incident records structured around the evidence DVSA inspectors ask for

08

One licence covers every vehicle, every module and every member of staff — no per-vehicle or per-seat maths

Price

£2,499 / licence / year

Pricing model

One licence per company, billed annually

everything included

What's included

All 8 platform modules, unlimited vehicles, drivers and schedule records, product updates, secure cloud storage, and email support

Free trial

Not currently offered

every plan starts with a live demonstration instead

Set-up fee

None published

the annual licence fee is the only fee described on this site

Discount for educational or non-profit organisations

Not currently published

ask us directly

01

Kick-off

We walk through the rollout plan together, so your team knows exactly what to expect and when.

02

Discovery

We look at your fleet, your current records and your processes, so the platform is set up to match how you actually work.

03

Configure

We set up your vehicles, drivers, roles and permissions, so the platform is ready to use from day one.

04

Train & deploy

We train your team, run final readiness checks, and support you through your first weeks live.

Getting started

Kick-off, discovery, configuration, and training and deployment

see the four-step rollout above

Training cost

Included as part of onboarding

Data export while active

Customer organisations can export their records at any time in a standard format

Formal end-of-contract data export commitment

Not currently published as a separate contractual guarantee

export while your account is active is the supported route

Assistance understanding data structure on exit

Not currently published

ask us directly

Support channel

Email

Support cost

Included at no extra charge for as long as your licence is active

Guaranteed response time

Not currently published

our Terms describe response times as a target, not a guaranteed service level

Phone support

Not currently offered

Named account manager

Not currently offered

Support available to third parties (e.g. Traffic Commissioners)

Not currently published

ask us directly

Access

Web browser

no application to install

Supported browsers

Not currently published

ask us directly

Designed for mobile devices

Not currently published on this site

ask us directly

Customisation

Drag-and-drop form builder for walkaround checks and defect reports; no broader system-wide customisation currently published

Public API

Not currently offered

Data import tools

Not currently published

ask us directly

Data protection basis

UK GDPR and Data Protection Act 2018

FleetOptix acts as processor, Customer as controller, under a data processing agreement

Encryption in transit

Yes

Access control

Role-based access control, with regular review of access permissions

Two-factor authentication / SSO

Not currently offered

ISO 27001

Not currently held

Cyber Essentials / Cyber Essentials Plus

Not currently held

Published penetration-testing frequency

Not currently published

Published uptime SLA

Not currently published

our Terms explicitly do not guarantee uninterrupted or error-free operation

Data hosting location

Not explicitly published

appropriate safeguards apply to any international transfer, per our Privacy Policy

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.