Track Insurance and CDL Renewals in LaneTally (Video + Steps)

1. See the big picture first (0:00)

Which paper, truck or driver of your carriers is about to expire, and is anything expired already? LaneTally keeps your loads, chat, fleet, freight invoices, driver pay and the books in one place, and Renewals is where the dates come together. After this video you can read the three numbers and every list, renew a paper, see all your carriers together, and know what the carrier owner sees. The free demo needs no sign-up and no card and uses fake data.

2. Find Renewals and read the page top (0:44)

Renewals is in the left menu, under Companies and paperwork, after Brokers. The number on it counts what is expired or coming up soon, for the carrier you picked. The carrier picker at the top decides whose renewals you see. Under the title is what the page covers: insurance, registrations, permits, inspections, CDLs and medical cards. By default you get a warning 30 days before.

3. The Information only line (1:17)

The gray line says the dates come from what you entered, so always check the real due dates with the agency. Press I understand and it shrinks to one short line. Show full text brings the whole sentence back.

4. The three numbers: Expired, Coming up, All good (1:32)

• Expired is what already ran out. When there is nothing, it says Nothing expired.
• Coming up is what runs out inside the warning time.
• All good is the rest: nothing to do yet.

Together they count everything with a date on it: the carrier papers, the driver papers, and the truck and trailer dates. A driver who is switched off, and a truck marked not in use, are left out. Under the numbers there is one list for each. The Expired list only shows up when something has run out.

5. The Coming up list, column by column (1:58)

• What is the paper or date, for example the certificate of insurance.
• Whose says if it belongs to the carrier, a driver, a truck or a trailer.
• Date is the day it runs out.
• Status counts the days. Yellow, like 13 days left, means it is inside the warning time.

In the demo, the first row is the carrier's certificate of insurance, the second is the medical card of a driver, and the third is the yearly DOT inspection of a truck. The list is sorted by date: what runs out first is on top.

6. The All good list (2:51)

Green tags mean there is plenty of time. It is sorted by date too: first the carrier papers, like the UCR registration, the IFTA license and the cargo insurance, then a driver's MVR, the registration of the truck, then the medical cards, and at the bottom the CDLs, which have the furthest dates. A red tag means expired.

7. The Edit and Driver file buttons (3:20)

• On a carrier paper, Edit shows the paper with its date. Under the file box, a small tag says that reading the file for you is Ready on launch day, so it is not working yet.
• On a driver row, Driver file opens the same driver file you know from the Fleet video.
• On a truck or trailer row, Edit shows that truck, with the yearly DOT inspection date and the registration date.

The X closes each one without saving.

8. Renew a paper: the certificate of insurance (3:58)

The first row may carry a second tag, Needs a check. It means the carrier owner or a driver sent in this paper and nobody has checked its date yet. Press Edit.

1. Check What it is, here Certificate of insurance.
2. Type the new date in Expires or due on. A hint for this paper is under it.
3. Warn me is how many days before the date you want the warning. 30 is the usual, and you can change it for this paper.
4. Replace the file is where the new paper goes, a PDF or a photo, up to 15 MB. Click the box to choose the file, or drop it on the box.
5. Add a note if you want one. The blue line says whose paper this is and who can see it.
6. Press Save changes. The message says Saved.

Delete removes the paper, and asks first.

9. The numbers and the menu count update (5:06)

Coming up is one less and All good is one more. The paper left the Coming up list and is in All good now, with its new date. The Needs a check tag is gone, because you looked at it and saved it. The number in the menu went down too. The blue note at the bottom says email and text reminders are Ready on launch day.

10. All carriers together and the Expired list (5:29)

Press the carrier picker and pick All carriers together. The number in the menu counts them all. Expired turns dark when something has run out, and the Expired list comes first, with a note that a truck, driver or company with something expired should not run until it is renewed. Whose now also names the carrier. In the demo, the first row is the CDL of a driver of Blue Line Freight, with a red tag that says how long ago it ran out, and the second is the yearly DOT inspection of a truck. A carrier's own papers, like the USDOT update, show the carrier name too.

11. Renew a truck inspection (6:17)

Press Edit on the truck row. The yearly DOT inspection is due on the date shown. After the inspection is done, type the new date and press Save changes. Expired is one less, the number in the menu goes down, and the truck is in All good now.

12. A carrier with no dates yet (6:40)

Pick a carrier that has no dates yet. All three numbers are zero, and a short line says to add papers on the carrier's page. A warning says this carrier has no insurance expiry date yet, and tells you to add the date on the carrier's page, in Carrier documents.

13. Track more things and email reminders (7:04)

The blue note at the bottom is for tracking more. To track things like UCR, IFTA, the 2290 tax, permits and the MCS-150 update, open a carrier and use Track more renewals. The MC authority itself does not expire, but the USDOT update every 2 years keeps it active. Warnings show here and on Home. Email and text reminders are marked Ready on launch day, so they are not working yet.

14. The same warnings on Home (7:32)

You see the same warnings on Home, under Needs your attention. A paper that is coming up is a row with its days left and an Open button that goes straight to that paper. A row with the My business tag is one of your own company papers. Your own company papers are not in Renewals: they are in My business, in the My documents tab. The Home video explains the whole Home page.

15. Carrier page: Carrier documents and Track more renewals (7:59)

Press Carrier. Its Carrier documents card has the same dates. The Carrier package card carries the Ready on launch day tag; for now you use Send documents. See all renewals comes back to the Renewals page. Track more renewals lists papers you may want a reminder for: press one and the form opens with that paper already picked, with the type picked and the hint under the date. The X closes it without saving. The Carriers video explains this card in full.

16. What the carrier owner sees (8:40)

The carrier owner has this page too, and it is called Papers and renewals. The number on it counts what needs attention in their company, and what expires first is on top, with the same warning of 30 days by default. Send a paper is how the owner sends you a new one: you see it with the Needs a check tag. They see the same Information only line, the same three numbers and the same lists, for their company only.

Under the first list, Your papers shows one card for each paper, with its days left and a Replace or update button. Papers without a date, like the W-9, say No expiry date. The drivers' papers, the CDL and the medical card, are in the lists and in each driver's file, and drivers send their own papers from their phone. The blue note tells the owner to open My drivers to track more things, and its line about email and text reminders is marked Ready on launch day too. On the owner's Home, a line says how many papers are expiring soon, with a button that goes straight to Papers and renewals.

17. Renewals on the phone (9:57)

On a phone, Renewals is under More, and the number next to it counts what needs attention. The title, the text under it and the Information only line are the same. The three numbers sit side by side in one row. In the lists, each row becomes a card with what it is, whose it is, the date, the status and the Edit button. Tap Edit and the paper opens full width; scroll down to see the rest of the form, and the X closes it. Tap the carrier name at the top to pick another carrier, or All carriers together, and the Expired list shows on top with each row naming its carrier.

18. Wrap-up and the free demo (11:08)

That is the whole Renewals menu. LaneTally is dispatch and accounting software, now in beta. You can open the same screens yourself in the free demo: no sign-up, no card, fake data.