Driver license
You enter the date
One per driver, with the number and the expiry printed on it. Licenses renew on their own cycle, so there is no default period to trust.
For drivers and small fleets
Driver license expiration tracking for small fleets
Keep each driver's license, commercial driver license, medical card and vehicle insurance in one list with an expiry date. LeaveCalc emails the driver and the dispatcher at 60, 30 and 7 days, and shows any driver who should hold a document and has none on file. It tracks dates and sends reminders, in the same tool as your drivers' time off.
Free for up to 3 people, with a 14-day Pro trial. No card. Licenses and certificates are included in every plan.
LeaveCalcTodayCalendarCredentials3RequestsPeople
4types in the drivers and fleet pack, from driver license to vehicle insurance
2people emailed for every item: the driver and the dispatcher
Missingflag for any driver in a department with no document on file
$0for up to 3 people, with every feature included except SAML single sign-on
What a fleet tracks
The documents that keep a driver legal to roll
One click adds the Drivers and fleet pack. Rename anything, change a renewal period or add your own types. Each record holds a number, the issue and expiry dates, an optional link to the document and notes.
Commercial driver license
You enter the date
For drivers who need a commercial class. Track it as its own record so a lapsed CDL is never hidden behind a valid basic license.
Medical card
Starts at 24 months
The medical certificate carried by many commercial drivers. Enter the date on it, and the reminder brings the next exam round.
Vehicle insurance
Starts at 12 months
For a driver's own vehicle, or any policy tied to a person. The renewal date shows up before the policy lapses.
Endorsements and permits
Add your own type
Tanker, hazmat or any endorsement your routes need, as a type of its own with its own date.
Driving record check
Add your own type
The date of your last record check on each driver, so the next one is scheduled instead of remembered.
The renewal periods are common starting points, not requirements. Driver rules differ by country, state and province, so confirm yours and use the dates printed on the documents.
Reminders
Dispatch hears about it before the driver is on a route
A lapsed license or medical card is easier to deal with a month out than on the morning of a run. The days are yours to change for each type.
60 days before
ExpiringFirst email to the driver and to the dispatcher. Time to book the exam or the licensing office visit.
30 days before
ExpiringSecond reminder. It also appears in the Monday summary and in the daily Slack or Teams post for the office.
7 days before
ExpiringFinal reminder. The dispatcher can see who has not renewed before the routes for next week are built.
On the day it expires
ExpiredA notice goes out. The record turns red and stays at the top of the list until it is renewed.
Default days are 60, 30 and 7. A medical exam needs an appointment, so give it an earlier first reminder: up to five days per type, from 1 to 365. If a reminder day was missed, the nearest one is sent once, never several.
To the driver30 days before
Your Medical card expires on Oct 31, 2026
Hi Elena, your Medical card expires in 30 days, on Oct 31, 2026. Please book the exam and give Ray in dispatch the new card once you have it.
View my licensesTo the dispatcherOne email a day
3 driver documents need attention
- Marcus DayMedical cardExpired
- Elena VossDriver licenseIn 7 days
- Sam OkoyeCommercial driver licenseIn 30 days
Required by department
What each kind of driver should have on file
Linehaul, Local delivery, Dispatch and Yard can each be a department with its own required documents. Anyone in it without a current record shows as Missing, from the day they are added.
Long-haul drivers
Linehaul
- Commercial driver license
- Medical card
- Driver license
Local delivery drivers
Vans and box trucks
- Driver license
- Medical card
- Vehicle insurance
Couriers using their own car
Own-vehicle drivers
- Driver license
- Vehicle insurance
Yard and shunt drivers
Moving trailers on site
- Driver license
- Medical card
Dispatch and fleet supervisors
Office-based
- Driver license
Office and accounts
Back office
- Nothing required, so nothing shows as Missing
Required for the department, Missing when absentAdded per person when the job needs it
Example only. Which documents a driver needs depends on the vehicle, the cargo, the route and where you operate. Mark what you actually require.
Missing, not just expiring
Catch the driver who was never on the list
A date can only expire if someone entered it. Mark Medical card as required for Linehaul, and any driver there without a current record shows as Missing from the day they are added, before they are given a route.
- A new driver is Missing for each required document until a record exists
- Required for nobody, everyone or chosen departments, set on each type
- Drivers who have left or are deactivated drop out of the counts and the reminders, and their records stay on file
Medical cardCertificate, default validity 24 months
RequiredRequired for LinehaulReminders 90, 30, 7
Sam OkoyeLinehaul
Expires in 5 monthsDevi NairLinehaul
Expires in 34 daysJon FerrisLinehaul, started Sep 28
Missing AddExpires in 2 yearsWhat the rule says
The 24 month medical examination rule
For drivers covered by the federal motor carrier safety regulations, this is the rule that most medical card questions come back to, quoted from the official text.
49 CFR 391.45(b), Code of Federal Regulations
Among the people who must be medically examined and certified as physically qualified to operate a commercial motor vehicle: any driver who has not been medically examined and certified during the preceding 24 months, unless another paragraph of the same section applies. Other paragraphs of the section add cases that need an earlier exam.
Read 49 CFR 391.45 on govinfo.govThis is the 2023 edition of the regulation as published by the US Government Publishing Office. Whether it applies to a given driver depends on the vehicle and the work, and states, provinces and other countries have their own rules. LeaveCalc stores the date on the card you enter and does not decide who needs one.
Honest limits
Dates and reminders, not DMV checks or fleet management
LeaveCalc is a date keeper for people. It is not a fleet system.
Per person, not per vehicle: LeaveCalc tracks credentials that belong to a driver. Use Vehicle insurance for a driver's own vehicle or a policy tied to a person, and keep registrations, inspections and maintenance in your fleet system.
What LeaveCalc does not do
No DMV lookups, no driving records, no telematics, no advice.
LeaveCalc does not look up a license with a motor vehicle agency, pull driving records, run background checks, read telematics or log hours of service. It stores no documents: no scans of licenses or medical cards, only an optional link to where the file lives. There is no e-signature.
It does not know which documents your routes require or how long they last. The renewal periods in the pack are common starting points that you can edit.
Basic and commercial licenses
Track each as its own type.
A driver can hold a basic license and a commercial one. Each is its own type with its own number and date, so a lapse in one is never hidden by the other, and the matrix shows both side by side.
How status is decided
Expired, expiring, valid, no expiry and missing, worked out every day.
Status is calculated each day in your company time zone. A record is Expired when its date has passed and Expiring from the reminder window until the date, which is the largest reminder day of the type, at least 30 and 60 by default. Later dates are Valid, and a record marked Does not expire shows No expiry.
Missing means an active person in the type's required department has no current record.
Not legal or compliance advice
LeaveCalc keeps dates and sends reminders. It does not tell you which licenses, medical cards or insurance your drivers need, whether one is valid, or what a regulator or insurer requires. Confirm your obligations with the issuing body or an adviser.
One tool
Routes, time off and driver documents together
The drivers you track documents for are the drivers you schedule. LeaveCalc shows who is away this week next to the licenses and medical cards about to lapse, in one Monday summary.
- Dispatchers see only their own department's time off and documents
- Drivers open their own records in the employee portal, read only
- One people list for leave and documents, imported once
Monday summaryRedline Freight, week of Oct 5
Out this week
Sam Okoye, Mon Oct 5 to Fri Oct 9, PTO
Bri Cole, Wed Oct 7, Sick
Licenses and certificates
1 expiredExpired
3 expiring in 30 daysExpiring
Marcus Day, Elena Voss, Sam Okoye
Pricing
Flat price for the whole fleet, documents included
Every plan has every feature except SAML single sign-on, which is for Business and Enterprise. You pay only when your team grows.
Free
$0per month
For teams up to 3 people
Pro
$15per month
For teams of 4 to 25 people, 14-day free trial
Business
$69per month
For teams of 26 to 100 people, 14-day free trial
Enterprise
$149per month
For teams of more than 100 people, no seat limit
No card for Free or the 14-day trial. Cancel any time, with a 30-day money-back guarantee on paid plans. Paying yearly costs ten months for twelve, and Business and Enterprise can pay a year by invoice. Licenses and certificates are not an add-on and not priced per item.
Start freeFAQ
Driver license tracking, answered plainly
Add each driver, then add their license with its number and the expiry date printed on it. LeaveCalc shows which are expired, which expire soon and which drivers have no record, and emails the driver and the dispatcher at 60, 30 and 7 days. The Drivers and fleet pack adds the usual types in one click.
Yes. A Commercial driver license and a Medical card are separate types, so each has its own number, its own date and its own reminders. Required types can be set for a department such as Linehaul, and a new driver without a record shows as Missing.
For drivers covered by the federal motor carrier safety rules, 49 CFR 391.45(b) lists a driver who has not been medically examined and certified in the preceding 24 months among those who must be examined, and other paragraphs add cases that need an earlier exam. Whether it applies to a driver depends on the vehicle and the work, and states, provinces and other countries differ. Always enter the date on the card itself.
The Drivers and fleet pack has four types: Driver license, Commercial driver license, Medical card and Vehicle insurance. You can add endorsements, record checks or any other document with a date.
The driver, if they have an email on file, and the owner and managers who look after them, such as the dispatcher. Managers get one grouped email a day, not one per item. A manager limited to one department sees and hears about that department only.
Not as vehicles. LeaveCalc keeps credentials per person, so it tracks documents that belong to a driver, such as their license, medical card or own-vehicle insurance. Registrations, inspections and maintenance belong in your fleet system.
No. LeaveCalc stores the dates and numbers you enter and reminds people. It does not look up a license with a motor vehicle agency, pull driving records, read telematics or log hours of service.
The free certification tracker Excel template works for a small fleet: list the document types, log each driver's dates and a matrix shows who is current. A spreadsheet cannot send reminders. LeaveCalc is free for up to 3 people if you want the emails. It does not make a fleet compliant.
Also see
Stop finding out on the morning of a run.
Free for up to 3 people, no card. Add the drivers pack, add your team and let the reminders do the chasing.