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Compliance warnings for drivers

What the RUC, WoF/CoF and rego warnings at checkout and prestart mean, and how to record an odometer reading from the mobile app.

This page explains the compliance warnings you may see when you check out a vehicle or start a prestart inspection, and how to record an odometer reading in the mobile app.

If you've been asked to photograph a vehicle's RUC label, from the vehicle screen, a Home screen card, a push notification or a prompt at checkout, see RUC label scan instead.

What you'll see at checkout and prestart

Before you check out a vehicle or start a prestart inspection, Vectis checks the vehicle's RUC (road user charges), warrant or certificate of fitness (WoF/CoF) and registration (rego) status. If everything's fine, you won't see anything extra.

If there's something to flag, you'll see a warning screen listing each issue, such as "RUC · Overrun" or "WoF · Lapsed", with a plain-English explanation underneath.

  • At checkout, the warning can cover RUC, fitness and rego.
  • At a prestart inspection, the same kind of warning can appear for a lapsed WoF/CoF or rego.
  • Checking a vehicle back in never re-checks compliance. The warning belongs at checkout, when you're about to take the vehicle away.

Acknowledging a warning

If the warning is a notice rather than a hard stop, you'll see:

Please review before continuing.

Read the warning cards, then tap I understand, continue. This records that you acknowledged the warning before going ahead. Tap Cancel to go back without checking out.

Checkout is blocked by your organisation

Some warnings can't be acknowledged. If you see:

Checkout is blocked by your organisation This vehicle cannot be checked out until the issue below is resolved.

your organisation has chosen to block checkout for that kind of issue rather than just warn, for example a RUC licence that has overrun, or a lapsed WoF/CoF or rego. There's no continue button on this screen, only Go back.

You can't take that vehicle. Contact your fleet administrator: they'll need to record a new RUC licence, a passed inspection or a renewed registration before the vehicle is available again.

Your organisation chooses whether each kind of issue blocks or warns. By default, everything warns. Administrators set this in compliance alerts.

Recording an odometer reading with a photo

You can record an odometer reading at any time from the vehicle's screen in the mobile app, for example if the recorded figure looks out of date or you've just checked it yourself.

  1. Open the vehicle

    Open the vehicle in the app and tap Record odometer.

  2. Enter the reading

    Enter the odometer value with the keypad.

  3. Photograph the dashboard

    Tap Photograph the dashboard to take a photo of the odometer. The photo is optional, but it's what makes the reading count as verified. Without a photo, the reading is still recorded, just not as verified.

  4. Save

    Tap Record reading.

You'll see Reading recorded, with the value and the vehicle. If the value looks implausible, for example lower than the last reading or a jump too large for the time since, you'll see a Held for review notice. The reading is still saved, but a fleet admin needs to accept it before it's used for RUC.

A verified reading with a photo counts most strongly for RUC and fitness checks, ahead of a plain manual entry, so it's worth the extra few seconds for the photo.

Troubleshooting

Camera unavailable when I try to photograph the odometer

Allow camera access for the app in your phone's Settings, then try again. You can still record the reading without a photo.

I acknowledged a warning but checkout still won't go ahead

If the warning is a hard block, there's nothing to acknowledge. A fleet admin needs to resolve the underlying issue first.

I'm not sure why a vehicle is flagged

Each warning card names the kind (RUC, WoF, CoF or vehicle licence) and its state, with a plain explanation underneath. If it's still unclear, check with your fleet administrator.