How to give drivers the vehicle's papers on their phone

To give drivers the vehicle’s papers on their phone, file each document against the vehicle, record which driver has which vehicle, and give drivers a simple login to a portal that shows the papers of the truck they drive. When a driver changes trucks, only the assignment changes and the right papers follow. The office keeps one up-to-date copy of each document, and the driver can open it at a check, a border or a workshop without calling anyone.

Decide which papers belong in the cab

Start with the documents a driver may be asked for on the road: the registration certificate, the insurance certificate and the latest technical inspection report, and where relevant the certificate of conformity. Leave contracts, invoices and leasing paperwork out. Drivers do not need them, and a short list is easier to find at the roadside.

Whether a copy on a phone is accepted instead of the paper original depends on the document and the country. Treat the phone as a backup that is always with the driver, and keep originals in the vehicle where the rules require them.

Link documents to vehicles, and drivers to vehicles

File every paper against the vehicle it belongs to, with its validity dates. Then keep vehicle assignments with a start and an end date. That way the portal can show each driver the papers of the vehicles assigned to them, and a spare driver on a different truck next week sees the right set without any extra work.

Make access simple

Drivers will not remember another password. A login link sent by e-mail works on any phone browser. Make sure every driver’s e-mail address is correct in your records, and switch off access as soon as someone leaves.

Keep the papers current

A digital copy is only useful if it is the valid one. When the insurer sends a new certificate or a truck passes its inspection, file the new document straight away. Show the driver whether each paper is valid, about to expire or expired, and warn the office before anything lapses.

How Konvoi does it

Drivers sign in to the driver portal at konvoi.ai/my with a magic link sent to the e-mail address on their driver record; the link is valid for 15 minutes and there is no password. A driver known at two companies chooses the company after signing in, and a deactivated driver loses access at once.

Under their vehicles, drivers see the registration, insurance certificate, technical inspection, certificate of conformity and identification report, and can open each file. Other vehicle documents stay with the office. Each paper shows whether it is valid, expiring within 30 days or expired, with its end date, the insurer or the next inspection date. Documents reach Konvoi by upload or by e-mail to the workspace’s own address, are recognised automatically and confirmed by a person in the review inbox. Missing, expiring and expired insurance and inspections appear in the daily fleet-health e-mail for admins, as described under documents and compliance.