How do you track a driving school's fleet?
At a driving school, a car with an expired document is not just a fine risk: the lessons already booked on it must be cancelled. Fleet records must be tied directly to the booking calendar.
Short answer
- You track the fleet in a per-car register: technical inspection, insurance, servicing, mileage and the category the car is equipped for.
- Cars used for driver training have a technical inspection (ITP) every 12 months under Romanian RNTR-1 rules, more often than regular cars.
- You set alerts 30 and 7 days before each expiry, so renewals happen without pulling the car out of the schedule.
- A car with an expired document must be automatically blocked from booking until renewal.
What you track for each car
A driving school fleet's documents and deadlines
| Item | Typical deadline | If it expires |
|---|---|---|
| Technical inspection (ITP) | 12 months for training cars (RNTR-1); 6 months only for vehicles with more than 8 seats | The car may not be driven — lessons get cancelled |
| Third-party insurance (RCA) | 6 or 12 months, as chosen | A fine and plate confiscation |
| Comprehensive insurance (CASCO) | 12 months (optional, but recommended for dual-control cars) | Any damage is paid out of pocket |
| Servicing and tyres | Every 10,000–15,000 km — reached fast at 6–8 lessons a day | Breakdowns during lessons and exams |
A concrete example: a 6-car fleet
A school with 4 instructors and 6 cars (4 for category B, one car with trailer for BE and one truck for C) has at least 18 deadlines a year to track for inspection and insurance alone, plus servicing. A category-B car doing 8 lessons a day covers around 4,000 km a month, hitting the service threshold every 3 months.
Kept in Excel, these deadlines get missed at least once a year. A single expired inspection discovered on Monday morning cancels all 8 of that car's lessons for the day.
Common fleet-tracking mistakes
- Deadlines kept in the manager's head or an outdated Excel — noticed only after the document has expired.
- Fleet records separate from the calendar: the system lets you book lessons on a car that may not be driven.
- Mileage not logged after lessons — servicing happens by guesswork, too late or too often.
- All renewals left for the same month: several cars sit idle at once.
How 4driving helps
- A per-car record with inspection, insurance, servicing and mileage, with alerts ahead of every deadline.
- Alerts are tied to booking availability: a car with an expired inspection or insurance automatically disappears from the calendar.
- You see utilisation per car and can balance mileage between cars of the same category.
- Lessons affected by a downtime are visible immediately and can be moved to another car of the same category.