Documents You Can Record

The following information can be stored in each driver’s profile:

  • Insurance number and expiry date

  • Driving licence number and expiry date

  • Passenger transport driver licence (PCO licence) number and expiry date

  • Passenger transport vehicle licence (PHV licence) number and expiry date

For the clearest records, enter both the document number and its expiry date.

Adding or Updating an Expiry Date as an Administrator

To manage a driver’s documents:

  1. Sign in to the Administrator panel.

  2. Go to Users → Drivers.

  3. Find the required driver.

  4. Select Edit.

  5. Open the Other tab.

  6. Enter or update the relevant document number.

  7. Select the document’s expiry date.

  8. Save the driver profile.

The updated document information will appear on the driver’s profile.

How Expiry Warnings Work

EasyTaxiOffice uses colours to identify documents approaching or reaching their expiry date:

  • Normal text: The document expires in more than seven days.

  • Yellow: The document expires within the next seven days.

  • Red: The document expires today or has already expired.

The warning period is currently set to seven days.

Example

If a driving licence expires on 15 September:

  • It will appear normally before 8 September.

  • It will appear yellow from 8 September.

  • It will appear red on 15 September and remain red after that date.

Administrator Expiry Warnings

When an approved driver has a document that expires within seven days, an exclamation icon appears beside the Users section in the Administrator menu.

Hover over or select the icon to see:

  • The driver’s name

  • The type of document approaching expiry

The tooltip identifies the affected documents but does not display their exact expiry dates. Open the driver’s profile to view the dates.

Warnings are displayed only to administrators who have permission to view driver accounts.

Fleet administrators see warnings only for drivers assigned to their fleet.

Viewing Expiry Dates in the Drivers List

Document information can also be displayed in the Drivers list.

The insurance, driving licence, PCO licence and PHV licence columns may be hidden by default. Use the table’s column visibility controls to display the required columns.

When displayed, the document number and its colour-coded expiry date appear together.

Driver Expiry Warnings

Drivers can see expiry warnings in their own accounts.

When one of their documents is approaching expiry, an exclamation icon appears beside Account in the Driver panel. The warning identifies which document needs attention.

Drivers can open Account to see the document number and colour-coded expiry date.

Allowing Drivers to Update Their Documents

Administrators can control whether drivers are allowed to edit their own document information.

Go to:

Settings → Users → Drivers → Edit Profile

The available settings include:

  • Show edit profile button in driver account

  • Allow driver to edit insurance number

  • Allow driver to edit driving licence number

  • Allow driver to edit PCO licence number

  • Allow driver to edit PHV licence number

Each document setting controls both the document number and its expiry date.

If editing is permitted, the driver can:

  1. Open Account.

  2. Select Edit.

  3. Update the document number or expiry date.

  4. Save the changes.

When a driver updates an expiry date, their own warning refreshes immediately. The warning displayed to administrators may take some time to refresh.

Important Information About Expired Documents

Document expiry warnings are informational only.

EasyTaxiOffice does not automatically:

  • Change the driver’s account status

  • Make the driver unavailable

  • Prevent the driver from signing in

  • Prevent bookings from being assigned to the driver

  • Prevent the driver from accepting or completing jobs

  • Send an email, SMS or push notification about the expiry

Administrators remain responsible for reviewing the warnings, verifying renewed documents and deciding whether a driver should remain active.

If a driver should no longer receive work, the administrator must update the driver’s status or availability manually.

Uploaded Document Files

Administrators can upload files to a driver’s profile. However, uploaded files are separate from the document number and expiry-date fields.

EasyTaxiOffice does not automatically:

  • Identify the type of uploaded document

  • Read an expiry date from the file

  • Connect an uploaded file to a particular expiry field

  • Verify that the document is valid

After uploading a renewed document, update the appropriate expiry date manually.

Recommended Document Management Process

For effective document monitoring:

  1. Enter both the document number and expiry date.

  2. Review the expiry warning icon regularly.

  3. Contact the driver before the document expires.

  4. Obtain and verify the renewed document.

  5. Update the expiry date in the driver’s profile.

  6. Upload a copy of the document if required for your records.

  7. Change the driver’s status or availability if the renewed document has not been provided.

This process helps keep driver records accurate while ensuring that operational decisions remain under the administrator’s control.