Fleet compliance for facilities management and field service teams
Your vans are spread across contracts, regions and depots, and your engineers are on the road all day. VCT checks every van's MOT and tax overnight, puts the daily walkaround check on each driver's phone, and gives you the records a client asks for, depot by depot.
Vans everywhere, office in one place
A facilities business might run cleaning teams in one city, security patrols in another, and lift, HVAC or fire engineers covering a whole region. The vans follow the contracts. Some park at a client site, some at a depot, and some go home with the engineer every night.
That spread makes the basics slow to check:
- Which vans have an MOT or tax running out this month, and at which depot
- Whether the engineer did a walkaround check before setting off
- Who is fixing the defect reported on Tuesday, and whether it's done
- Which pool van is free on Thursday, and who had it last
- What to send when a client asks for vehicle safety records
A spreadsheet for each region, plus what one supervisor remembers, is hard to keep up to date once the fleet grows past a few dozen vans.
Every van, filtered by depot
The fleet table lists every vehicle with its MOT, tax, status, driver and depot. Filter it to one depot or one problem, change a driver or status in the row, and export what you see.
- Road tax checked with DVLA and the MOT checked with DVSA every night, or on demand
- Filter by MOT, tax, status, driver or depot
- The Action centre lists what needs action across every site, worst first
- Reminder emails before an MOT or tax runs out, with a Due soon window of 30 days
- Bring your existing list in by CSV, with a preview of every change before it's saved
Walkaround checks on the phone, defects in the office
Engineers open VCT in their phone's browser, see the van they have today and tap through the checklist: green, amber or red. Anything red or amber goes straight to the office with the engineer's note.
- Edit the checklist to add items specific to your vans, such as a roof rack
- Each red or amber item becomes work with an owner in the work queue
- A defect only clears when a later check marks the same item green
- Critical items stay at the top until they're dealt with
DVSA's guidance on van daily walkaround checks asks drivers to check the van before each journey. More on the walkaround check app page.
Pool vans booked between teams
When a van moves between the cleaning team and the maintenance team, or from one contract to another, the bookings timeline shows who has it and when.
- Drag across the days you need, or click an empty slot to book
- Clashes are caught, with an override that records the reason
- Long-term assignments for vans that stay with one engineer
- Filter by depot, and export to a spreadsheet or calendar file
- Engineers can take a different van or hand one back from their phone
Up and running from the spreadsheet you have
- Import your vans. Upload a CSV with registrations, drivers and depots. VCT shows what will change before anything is saved.
- VCT checks them overnight. Road tax with DVLA and the MOT with DVSA for every van, then again every night after that.
- Engineers start their checks. They sign in on their phone's browser and do the walkaround each day.
- The office works the list. The Action centre and work queue show what needs doing, and the weekly round-up goes to admins and managers on the day you choose.
- You send the evidence. When a client asks, build a compliance pack PDF for the depot and period they want.
Vehicle safety records for each contract
When a client or their auditor asks for vehicle safety records, choose a period and a depot. VCT builds a PDF with road-legal status, every inspection, every defect and how fast it was fixed, MOT tests, services and costs. The same pack works for an insurer's renewal.
- A calendar feed puts every MOT, tax, booked MOT and insurance date in Outlook, Google or Apple Calendar
- Service records and costs on each vehicle
- Admins run everything; managers see the Action centre, fleet, drivers and work queue; drivers only see their own vehicle
- Your data is stored in the EU, and you can export everything at any time
One price per van, everything included
Every vehicle costs the rate for your fleet's size: £3.50 per vehicle a month for 10 to 24 vehicles, £3.25 for 25 to 49, £3.00 for 50 to 99, £2.75 for 100 to 149 and £2.50 for 150 to 200. The minimum is 10 vehicles (£35 a month). Prices exclude VAT, you pay monthly and there's no contract. For more than 200 vehicles, get in touch.
For example, 30 vans across three depots cost 30 × £3.25 = £97.50 a month. A fleet of 60 vans costs 60 × £3.00 = £180 a month.
If prices go up, existing customers keep the price they signed up at. There's no free trial, so try the live demo with one of your own vans instead. Moving from spreadsheets? Read VCT vs spreadsheets, or see how the nightly checks work on the fleet MOT and tax reminders page.
Facilities management fleet FAQs
Can we split the fleet by depot?
Yes. Each vehicle has a depot. You can filter the fleet table and the bookings timeline by depot, and build a compliance pack for one depot and period.
Do engineers need to download an app?
No. VCT runs in the phone's web browser. Engineers sign in once and the check opens straight away; there's nothing to install from an app store.
What happens when an engineer reports a defect?
Anything marked red or amber goes straight to the work queue with the engineer's note. You give it an owner and track it to done. The defect only clears when a later check marks the same item green.
Can we import our current vehicle list?
Yes. Upload a CSV and VCT shows which vehicles are new, what changes on existing ones and which rows have a problem, before anything is saved.
Can we include staff cars as well as vans?
Yes. Staff cars used for work sit next to company vans, with business insurance expiry tracked and MOT and tax checked every night. Drivers can add their own car from their phone.
How much does it cost?
£3.50 per vehicle a month, falling to £2.50 per vehicle for bigger fleets (minimum £35 a month), ex VAT. For example, 30 vans cost 30 × £3.25 = £97.50 a month. Monthly, with no contract.
See it with one of your own vehicles
Enter a registration and your email on the homepage. We'll send you a link to a demo of VCT with your vehicle looked up live with DVLA and DVSA.