Skip to content

Driver Document Expiry Tracker

Example prompt: "Every Monday at 8am, scan our driver register for any licence, CPC, driver card, DBS or medical falling due in the next 90 days. Draft a reminder email to the driver, and escalate anything inside 14 days in #compliance on Slack."

The Problem

A driver without a valid CPC, photocard licence, or digital driver card on a Monday morning cannot legally drive, and the run they were supposed to cover has to be re-allocated before the depot opens. The transport manager keeps the dates in a "driver matrix" tab with conditional formatting going red, but the colour does not write the renewal email. The case that bites is rarely the one already red — it is the one going amber two months out that no-one nudged the driver about, and is now eight weeks closer to a Monday morning stand-down.

How GloriaMundo Solves It

We build a workflow that runs every Monday at 8am. An integration step reads the Driver Register tab and the dates for licence, Driver CPC (DQC card), digital driver card, DBS, medical (D4), and right-to-work share code. A code step computes days-to-expiry for each document on each driver. A conditional step routes by band — a polite Gmail draft to the driver at 90 days, a manager nudge at 60, a compliance flag at 30, an operations-planning alert at 14, and an urgent stand-down message at 0 or expired. Every nudge is logged to the Document Reminders Log tab with a (driver_id, document_type, week_start_date) idempotency key so a Monday-morning manual replay never sends the same driver two emails. Glass Box preview shows the driver emails and the Slack escalations before anything reaches a driver or the compliance lead.

Example Workflow Steps

  1. Trigger (scheduled): Every Monday at 8am.
  2. Step 1 (integration): Read the 'Driver Register' tab of the compliance Google Sheet — driver_id, name, email, licence_expiry, cpc_expiry, driver_card_expiry, dbs_expiry, medical_expiry, rtw_expiry.
  3. Step 2 (code): For each driver and each document type, compute days_to_expiry as expiry_date − today. Skip drivers marked inactive.
  4. Step 3 (code, gate): For each (driver_id, document_type) where days_to_expiry ≤ 90, dedupe on (driver_id, document_type, week_start_date = this Monday) against the 'Document Reminders Log' tab. A row already at status 'Sent' or 'Escalated' halts; a provisional row resumes; no row allocates a fresh reminder_id and writes a provisional row before drafting.
  5. Step 4 (conditional): Route by band — 60-90, 30-60, 14-30, 0-14, or expired.
  6. Step 5 (llm + integration): For 60-90 — compose a polite Gmail to the driver naming the document and the expiry date, with a link to the renewal portal where relevant (gov.uk for licences and CPCs, the operator's compliance email for driver cards and DBS). Save as draft, persist gmail_draft_link to the provisional row.
  7. Step 6 (integration): For 30-60 — post a one-line nudge to the manager in #fleet on Slack referencing the driver and the document, and CC the manager on the driver draft.
  8. Step 7 (integration): For 14-30 — flag the case in #compliance on Slack with the driver's name, the document, the expiry date, and a link to the row in the Driver Register.
  9. Step 8 (integration): For 0-14 — post a higher-priority alert in #compliance tagging the operations planner so the driver can be pulled from the rota in good time.
  10. Step 9 (integration): For expired — post an urgent stand-down message in #compliance and update the Driver Register row's status to 'Stood down — document expired' for the operations planner to action.
  11. Step 10 (integration): Flip the provisional Document Reminders Log row's status from 'Allocating' to 'Sent' (for bands that send a driver email) or 'Escalated' (for bands that go straight to Slack).

Integrations Used

  • Google Sheets — the Driver Register and the Document Reminders Log
  • Gmail — the per-driver renewal reminders
  • Slack — the manager nudges, the compliance flags, and the urgent stand-down alerts

Who This Is For

Transport managers and compliance leads running 10 to 100 drivers under an O-licence, where the consequence of missing an expiry is a vehicle parked on Monday morning, a customer's run uncovered, and an OCRS hit on the operator's record at the next DVSA audit.

Time & Cost Saved

A compliance lead checking the driver matrix by hand and writing the morning's reminders for a 30-driver fleet typically spends 90 minutes every Monday, and the manager finds out about the inside-30-day cases on Friday afternoon when there is no time to act. This workflow turns it into a 15-minute review of the queue of drafts before the 9am operations meeting, and the inside-14-day band is in front of the planner four working days earlier than it used to be.