Fleet management software for O licence holders
Your O licence rests on undertakings you signed. Smart Strix gives each one a home — roadworthiness records, rectification evidence, documents — without enterprise pricing.
What did you actually promise when you got your O licence?
When the licence was granted, you signed undertakings — binding promises to the Traffic Commissioner. The core set: vehicles and trailers will be kept fit and serviceable; drivers will report defects in writing and defects will be recorded and rectified; there will be regular safety inspections to a stated interval; records will be kept for the required period (DVSA guidance says 15 months); and drivers' hours and licensing rules will be observed. Breach an undertaking and the licence itself is at risk — curtailment, suspension or revocation. Our O licence requirements guide covers who needs one and the restricted-versus-standard distinction; this page is about running one you already hold.
How does each undertaking map to Smart Strix?
| Undertaking | Where it lives in Smart Strix |
|---|---|
| Vehicles kept fit and serviceable | Vehicle registry with condition photos at check-out/check-in, inspection due dates and full maintenance history per vehicle |
| Written driver defect reporting and rectification | Run reports on paper or spreadsheet (free template provided), then file the report, photos and repair invoice against the vehicle so fault-to-fix is traceable |
| Regular safety inspections at stated intervals | Inspection due dates per vehicle with advance visibility, inspection sheets stored in the vehicle's document file |
| Records kept for the required period | Digital storage means the 15-month retention window is met by default — nothing shredded, nothing faded, everything searchable |
| Vehicle documents in date | MOT, insurance and V5C expiry radar with alerts before dates lapse |
| Drivers properly licensed | Driver document vault for licences, CPC and training certificates; shift clock-in/out gives a working-time record (tacho analysis stays with your specialist provider) |
Notice the honest edges in that table. Smart Strix does not generate itemised walkaround checklists in-app, and it is not a tachograph analysis service — we'd rather tell you that here than have you discover it after signing up. What it does is give every piece of paper your undertakings generate a permanent, findable home.
Why does organised evidence matter for your OCRS?
DVSA targets roadside stops and investigations using the Operator Compliance Risk Score, fed by encounter history — prohibitions, MOT failures, roadside defects. A fleet whose documents never lapse and whose defects get fixed promptly simply generates fewer negative encounters, and when DVSA does visit, producing a clean, complete maintenance file changes the tone of the conversation. How the scoring bands work, and what moves you between them, is covered in our OCRS score explained guide.
Can one platform cover compliance records and daily operations?
That's the point of Smart Strix for small operators: the compliance file and the money-making side share one system. Jobs run through a drag-and-drop dispatch board, drivers capture proof of delivery with signatures, invoices go out and chase themselves with reminder schedules, and Xero or QuickBooks export keeps the accountant happy. Because drivers already live in the app for jobs, the compliance by-products — fuel receipts, odometer photos, condition photos — get captured without a separate "compliance app" nobody opens. For operators under 3.5 tonnes wondering whether any of this applies to them, start with our tachograph guide for vans.
What does it cost an O licence holder?
Free to get started, then two plans: Starter for up to 3 drivers, and Advanced with unlimited drivers plus app-based GPS tracking — no telematics boxes, no installation days, no per-vehicle hardware contracts. Strix AI (quote pricing, drafted customer messages) is a separate add-on from £39/month ex VAT, and you can cancel anytime. Full details on the pricing page.