--- title: LiteTMS reminders: an expiring inspection shows up in the order description: Enter an expiry date once on a vehicle, trailer, employee or contractor record. LiteTMS shows it on the dashboard and in the order when you assign the truck. slug: reminders-deadlines-in-orders locale: en date: 2026-10-26 updated: 2026-10-26 category: product-updates tags: reminders, deadlines, inspections, documents, drivers, orders cover: https://cdn.litetms.eu/blog/2026/10/reminders-deadlines-in-orders-blog-cover.jpg cover_web: https://cdn.litetms.eu/blog/2026/10/reminders-deadlines-in-orders-blog-web.webp cover_thumb: https://cdn.litetms.eu/blog/2026/10/reminders-deadlines-in-orders-blog-thumb.webp cover_alt: Illustrative LiteTMS graphic with the Polish headline "Przegląd wygasa? Zlecenie już wie." (The inspection is expiring? The order already knows.): order ORD-2026-00163 with a "Terminy: 2" (Deadlines: 2) chip and the open crew deadlines panel (vehicle PO 7315K, technical inspection expires 20.11.2026; driver Marek Nowak, medical certificate expires 12.11.2026, before this order ends), next to an Upcoming reminders tile saying "Pozostało 25 dni" (25 days left) and yellow sticky notes with dates. Sample data. author: LiteTMS Team draft: false --- Deadlines in LiteTMS start on the records. You enter the expiry date of an inspection, an insurance policy, a medical certificate or a contract once, on the vehicle, trailer, employee or contractor record, and set how many days ahead it should come up. From that day it shows on the dashboard and on the Reminders page, and, more usefully, in the order itself: when you assign the truck, in the header on every tab, in Operations, in the orders list, in the calendar and on the map. Anything that lives on no record goes into Reminders, and LiteTMS sends it as an in-app notification, an email, a text message or a push notification in LiteTMS Mobile. The film is narrated in Polish, with Polish captions. ## Sticky notes work until one falls off A transport company runs on more dates than anyone can hold in their head. The tractor has its inspection, insurance and tachograph calibration, the trailer has its own inspection, the driver has a licence and a medical certificate, and the customer contract ends at the end of the month. Every date falls on a different day, and usually one person keeps track of them: in a phone calendar, in a spreadsheet or on sticky notes around the monitor. That works for as long as someone remembers to look. The trouble starts when a deadline lands in the middle of the work: the truck is already planned for a trip, and nobody noticed that its inspection runs out a week after it comes back. In LiteTMS that date does not sit on its own. It travels with the truck into the order. ## You enter the date once, on the record Deadlines come from the records you keep anyway: - **Vehicles:** documents (technical inspection, third-party and comprehensive insurance, tachograph calibration, road permit, ADR certificate or a document with your own name), cards, equipment with an expiry date, service, and the end of financing such as a lease. - **Trailers:** technical inspection, insurance, ATP certificate, ADR certificate and road permit, plus equipment, service and financing. - **Employees:** driving licence, medical certificate, work permit, ID card, passport, and cards such as fuel or toll cards. - **Contractors:** documents such as a transport licence or a carrier's liability (OCP) policy, and the contract end date. On every item you set how many days before the date LiteTMS should bring it up, from 0 to 365. The tractor's inspection can show up a month ahead and a fuel card a week ahead. Service can be scheduled by date or by mileage; mileage reminders need odometer data from connected GPS. A document or a piece of equipment can also be marked **Required**. That matters for orders, as you will see below. ## When a deadline gets close, the dashboard shows it From the day you set on the document, the deadline appears on the dashboard under **Upcoming Reminders** with a label such as "25 days left", its source (vehicle, trailer, employee, contractor) and a category such as Documents or Service. Once the date passes it moves to **Critical Alerts** as "2 days overdue". The dashboard calendar shows the same deadlines day by day, and a click opens the record at the section where you renew the document. ## In the order, the deadline travels with the truck The dashboard is something you have to go and look at. The order is already in front of you, so that is where LiteTMS shows the crew's deadlines. **When you assign.** As you assign a vehicle, a trailer and a driver to an order, LiteTMS checks their required documents and equipment as of the leg date. If something will already have run out by then, the assignment is blocked and you pick another truck, trailer or driver. If it runs out shortly after that date, within its own reminder window, you get a warning, for example that the technical inspection is still valid on the day of the leg but expires a week later. You can then choose **Assign anyway** and book the inspection for after the trip. **On every tab.** Once the crew is assigned, a **Deadlines: 2** chip appears in the order header next to the status. It stays there on every tab: red when something runs out before the order ends, amber when it runs out shortly after. A click opens the **Crew deadlines** panel: vehicle, trailer, driver and carrier, each with its documents, cards, equipment and service dates. Whatever lapses during the job is marked "Before this order ends". From the panel you can go straight to the record and renew the document, if you have access to that record. The panel lists every dated deadline of the crew, not only the required ones. In the film's example the assignment warns about the tractor's required inspection, and the panel adds the driver's medical certificate, which runs out before unloading. **In Operations.** On the **Operations** tab, every crew row shows small deadline markers for its driver, vehicle and trailer under the vehicle line, each starting with the plate or the name. A carrier on a subcontracted leg gets its own. **In the list, the calendar and on the map.** The same marker sits in the **Deadlines** column of the orders list, on the order's bar in the **Order Calendar** and on the order card in the **Orders Map**. In the order preview, the crew deadlines panel is the first card. An order shows the deadlines that run out before it ends, plus those LiteTMS will start reminding you about before it ends, based on the days set on each document. It does so for as long as the order is open. Renew the document on its record and the deadline drops off the order. ## Reminders: every deadline in one place, plus your own The **Reminders** page has four tabs. **Deadlines & Alerts** collects the dates from vehicle, trailer, employee and contractor records, each with a link back to its record. **Calendar** shows a month grid or a list of your reminders, those shared with you and the record deadlines, and you can drag your own reminder to another day. **My Reminders** and **Shared with me** hold the things someone added by hand. Your own reminders cover everything that lives on no record: booking the inspection, calling the leasing company, ordering vignettes. You give it a name, a date and a time and decide who sees it: only you, chosen people, roles or the whole company. Then you choose **Only in the calendar** or **Send a reminder**: an in-app notification, an email, a text message or a push notification in LiteTMS Mobile. You set when it starts (on the day, one day, two days, a week before or a number you choose), at what time and how often: **Once**, **Every day until the date** or **Every day until done**. The last one keeps reminding after the date, for up to 30 days, until someone marks it done. Before you save, the **What will happen** card spells out who will see the reminder, what LiteTMS will send and when, and who will miss a message. A text message reaches only people with a phone number in their profile, an email only people with an address, and a push notification only people signed in to LiteTMS Mobile. Emails and texts to other people need an administrator's permission. ## What it costs Deadlines on records, on the dashboard, in orders and on the Reminders page are part of LiteTMS and need no separate module. In-app and push notifications cost nothing extra. Emails and text messages sent by reminders are added to the company's bill per message, and the form says so when you pick those channels. A short summary is on the [features page](/en/features#maintenance-reminders). [Join the onboarding list](/en/#waitlist), then start with the deadlines of one truck and one driver and assign them to your next order. ## FAQ ### Does LiteTMS send a text message when an inspection is about to expire? LiteTMS shows record deadlines on the dashboard, on the Reminders page and in orders, but it does not send them by itself. If you want a text message, an email or a push notification, add a reminder on the Reminders page and choose the channel. ### Will LiteTMS stop me assigning a truck with an expired inspection? Yes, if the inspection is marked as required on the vehicle record and will no longer be valid on the leg date. If it expires shortly after that date, LiteTMS shows a warning with an Assign anyway button. ### When does a deadline appear on the dashboard? As many days before the expiry date as you set on the document. With 30 days, an inspection due on 20 November shows up in Upcoming Reminders on 21 October. ### Does an order keep showing deadlines after it is finished? No. The Deadlines chip and the markers in Operations, the orders list, the calendar and the map show while the order is open. Completed, cancelled and finalised orders do not show them. ### Can I add a reminder from ChatGPT or Claude? Yes, once the company turns on the module that connects LiteTMS to AI apps. Each person connects their own account and can then ask about drivers' documents and deadlines, and add, move or delete their own reminders. The [LiteTMS MCP server post](/en/blog/mcp-server-claude-chatgpt) has the details.