Features and Best Practice
-
Home
-
- Features and Best Practice
Features
Driver App
Driver Daily Walkaround Form, Rectification Report Form and Periodic Safety Check Form available on Android and IOS
Defect Reporting
Option to upload images of faults and evidence of repair, which will be directly sent to the central user
Key Documents
Easy access to documents which can be downloaded and stored for future inspections
Evidence of Compliance
Proof of daily checks at roadside inspections, faults can be easily documented during operation
Vehicle Maintenance Scheduling
Easily schedule CVRTs, planned repairs, and safety inspections with our maintenance calendar, keeping your fleet organised and fully aligned with RSA compliance requirements.
Complete History
Road Mate makes recording easier, and real time notifications which can be downloaded for filing means you have a complete history of the condition of your fleet
Best Practice Guidelines for Optimising Your Road Mate App Usage
Follow these best practice guidelines to maximise the efficiency of the Road Mate app. They apply to all three transport categories: heavy goods vehicles, passenger vehicles, and light goods vehicles.
Available Forms
Driver Daily Walkaround HGV, Passenger and LGV
-
Enable drivers to report vehicle defects directly to the central user. Photos of identified issues can be attached for visual documentation.
Defect Rectification Report – HGV, Passenger, and LGV
-
Easily document the resolution of reported defects. These forms include fields for detailing the corrective action taken, the person responsible, and up to three supporting images. Users can upload invoices or evidence in various formats including PDFs, photos, and other standard file types.
Periodic Safety Check HGV, Passenger and LGV
-
Use these forms to record scheduled maintenance and safety inspections. You can attach up to three images and upload supporting documents such as invoices or inspection reports in PDF, image, or other standard formats.
Maintenance & Compliance Calendar
-
The Road Mate Maintenance Calendar allows you to schedule CVRTs, repairs, and safety checks indefinitely, with CVRT dates automatically rolling over each year. However, in line with RSA best practice, we recommend reviewing your vehicle maintenance and safety schedule at the start of every year to ensure it remains up to date and compliant.
Compliance and Best Practices
Staying on top of Road Safety Authority (RSA) requirements is essential for any operator running more than two vehicles including trailers. The RSA recommends maintaining a 12-month safety and maintenance schedule, keeping a dedicated folder for each vehicle, and storing all records for at least two years. While these standards help ensure road safety, they can be time-consuming and difficult to manage especially for small operators juggling multiple roles.
That’s where Road Mate comes in
Road Mate was built with the operator in mind, helping you stay compliant without getting buried in paperwork. Below are some key features that support best practices while giving you the flexibility to work the way you need to.
Maintenance Calendar
Road Mate’s built-in calendar makes it easy to schedule CVRTs, planned safety inspections, and repairs for every vehicle in your fleet. You can set dates up to 12 months in advance, based on RSA guidance tailored to each vehicle’s age, usage, and category. CVRTs automatically roll over year-on-year, while other entries can be adjusted as your schedule changes. Admins receive reminder emails up to two weeks ahead of upcoming checks which are customisable to your needs.
Vehicle Records & Form Management
Each vehicle in your fleet has access to three essential forms required for compliance and record-keeping.
- Daily Walkaround Check
- Defect Rectification
- Planned Safety Inspection
Each time a form is submitted, it’s automatically linked to the selected vehicle, ensuring that no manual filing is required. Admins can access a complete, filterable history of submissions by vehicle or driver, with records stored for two years in line with RSA requirements. Every form is also emailed to the admin as a PDF backup, making it easy to maintain separate records if preferred. Plus, if you ever choose to unsubscribe, you’ll still have a full backup of all your documents, giving you complete peace of mind that your compliance records are always in your hands. Each user logs in under their own name, which is automatically recorded at the top of every form.
Built for Real-World Flexibility
We understand that not every day runs like clockwork. While RSA best practice recommends completing a daily walkaround check regardless of whether defects are found, we also recognise that operational demands can vary. Road Mate is designed to support your compliance needs efficiently:
- Forms can be completed in real-time or backdated by selecting the appropriate date in the calendar.
- All form fields are intuitive and pre-filled where possible. When logged in, your name is already populated, today’s date is auto-selected, and all inspection items are marked "OK" by default. Just update what’s needed.
Document Uploads Made Simple
Admin users can upload invoices, mechanic inspection reports, and other supporting documents including photos, PDFs, and scanned copies directly from phone or desktop. This ensures every vehicle’s record is complete, well-organised, and ready for review at any time.
Road Mate helps you strike the right balance between running your business and meeting compliance expectations. You know your vehicles are roadworthy, we help you prove it.
