RTMS Compliance Software That Keeps Your Fleet Audit-Ready Between Audits.
SynchPlus ONE is fleet compliance software for South African road freight, logistics, bus and staff-transport operators. One register for vehicles, trailers, plant and driver documents, expiry alerts that reach the right person on WhatsApp before anything lapses, and an evidence pack your RTMS auditor can actually work through.
The Audit Isn't the Problem. The Eleven Months in Between Are.
If your contracts depend on RTMS certification, the risk isn't audit day. It's the quiet weeks when a document lapses and nobody notices until the audit — or an incident — tells you afterwards.
Expiries Lapse Quietly
A roadworthy expires on a Friday. A driver’s PDP lapses. A medical certificate runs out. A service interval slips past unnoticed. Each one is a finding waiting to happen — and a contract at risk.
Evidence Lives in Three Shared Drives
Licence discs in a folder, service records in the workshop, driver documents in HR’s inbox. Preparing for an audit means a week of assembling folders instead of running the fleet.
Driver Medicals Are a POPIA Exposure
Health information is special personal information under POPIA. Most operators hold driver medicals in a shared drive with no consent record, no retention rule and no access log.
Your Tracker Doesn’t Know
Telematics knows where the truck is. It doesn’t know its roadworthy expires on Friday, that its last service was skipped, or that today’s driver has an expired PDP.
The Records an RTMS Auditor Scores You Against — Mapped to Where They Live
SynchPlus ONE holds the vehicle, driver, maintenance, records and internal-review evidence, and warns you before it goes stale.
| Area | What the auditor wants to see | Where it lives in SynchPlus ONE |
|---|---|---|
| Nominated vehicle inventory | Every vehicle, trailer and item of plant with ownership, category and status | Vehicle & asset register |
| Vehicle fitness | Current roadworthy certificates, licence discs, operating licences and inspection records | Documents with automated expiry escalation |
| Maintenance | Preventative service schedules followed, and repairs recorded with evidence | Preventative maintenance + reactive job cards |
| Pre-trip checks | Proof that vehicles were inspected before they went out | DVIR pre-trip / post-trip inspections with photos |
| Driver documents | Valid licences, PDPs and medical certificates for every driver | Driver document wallet under POPIA controls |
| Records & documentation | Documents that are versioned, attributable and retrievable | Version-controlled document storage + audit trail |
| Internal review | Evidence that you check yourself between audits, with sign-off | Recurring self-audit workflows with sign-off |
| Audit day | Everything above, in one place | One-click audit evidence pack export |
Straight about scope: SynchPlus ONE does not do loading control or mass verification — those stay with your weighbridge and load-planning process. It holds the vehicle, driver, maintenance, records and review evidence. No software is “RTMS-certified”; operators are. We support operators working to SANS 1395.
Fleet Compliance and Fleet Operations on One Record
Every vehicle, trailer and driver lives in one register alongside its documents, services, inspections and responsible owner.
Vehicle & Trailer Register
Cars, trucks, vans, buses and trailers in one register — VIN, registration, fuel type, tare weight, odometer history, ownership, category and status. Plant and equipment sit in the same register.
Expiry Alerts & Escalation
Licence-disc, roadworthy, operating licence, operator card, PDP, insurance and inspection due-dates raise reminders by email, SMS, WhatsApp and in-app — escalated to a supervisor if left unactioned.
DVIR Inspections
Custom inspection templates per vehicle type. Pre-trip, post-trip and routine checks with per-item results and photo evidence, moving from draft to submitted to reviewed with sign-off.
Maintenance & Job Cards
Preventative maintenance schedules and reactive job cards and work orders, with evidence and cost captured against the vehicle. Service intervals by kilometre or date.
Driver Document Wallet
Licence number, type, PDP and medical certificate expiry tracked per driver. Status active, expired, suspended or revoked. Held under POPIA-appropriate access controls.
Pre-Dispatch Compliance Gate
Licence disc, insurance and roadworthiness are checked before a trip is dispatched. A non-compliant vehicle can be blocked from leaving the yard.
Self-Audit Workflows
Recurring internal review workflows with evidence attached and sign-off recorded — proof that you check yourself between external audits.
Audit Evidence Pack
One structured export your auditor can work through, replacing the scramble through folders, inboxes and filing cabinets.
Fleet TCO & Cost per km
Fuel, maintenance, labour, insurance, depreciation, tolls and fines rolled into per-vehicle lifetime cost and cost per kilometre — so compliance data also pays for itself.
Prepare for One Audit Without Failing Another Law
Driver medical certificates contain health information, which POPIA classes as special personal information. Keeping them in a shared drive with no access control is a risk most operators don’t realise they are carrying.
SynchPlus ONE encrypts personal information at rest, limits access by role — so the workshop sees vehicles and HR sees drivers — and keeps a complete audit trail of every change and every access.
Your Tracker Knows Where. We Know Whether.
SynchPlus ONE is not a GPS tracker, and doesn’t try to be. It works alongside the tracking platform you already run, and adds what tracking was never designed to prove: that the vehicle was fit, serviced and driven by a licensed driver on every trip.
On the Enterprise tier, telematics integration brings odometer and trip data in automatically, alongside API and webhook access.
From Spreadsheets to Audit-Ready in Four Steps
Load Your Register
We capture your vehicles, trailers, drivers and current documents — onboarding and configuration are included.
Assign Owners
Every vehicle and driver gets a responsible person, so every alert lands with someone who can act on it.
Run the Fleet
Inspections, services and job cards are captured on mobile as work happens, with photos and sign-off.
Export the Evidence
When the auditor arrives, export the evidence pack instead of building folders for a week.
Not sure where you stand? A mock compliance gap assessment is included with onboarding, so you see the gaps before your auditor does.
Start With the Register. Grow Into Compliance.
Register
For operators moving off spreadsheets
- Asset register: vehicles, trailers, plant, equipment
- Document storage with version control
- Automated expiry alerts
- WhatsApp and email notifications
- Mobile capture & standard reports
Compliance
For RTMS operators
- Everything in Register
- Preventative maintenance & job cards
- Inspection and checklist capture
- Driver documents with POPIA controls
- Self-audit workflows & audit evidence pack
- Cost tracking per asset & dashboards
Enterprise
For multi-site and integrated fleets
- Everything in Compliance
- Multi-site and multi-entity
- Telematics integration
- API, webhooks & SSO
- Named account manager & uptime SLA
Spreadsheets Can't Warn You. Trackers Can't Prove It.
| Capability | Spreadsheets & Shared Drives | Telematics Platform | SynchPlus ONE |
|---|---|---|---|
| One register for vehicles, plant & drivers | Several files | Vehicles only | One register |
| Expiry alerts with escalation | Calendar reminders, if any | Limited | Email, SMS, WhatsApp, in-app |
| Driver medicals under POPIA | Unsecured | Not held | Encrypted, role-controlled, logged |
| Maintenance & job cards with evidence | Workshop paper | Service reminders | PM schedules + job cards |
| Pre-trip inspections with photos | Paper checklists | Varies | Mobile DVIR with sign-off |
| Audit evidence pack | Assembled by hand | Not included | One-click export |
| On-premise option | n/a | Cloud-only (most) | On your servers or our cloud |
Asset-Heavy Fleets That Are Audited on Their Records
Road Freight & Logistics
Long-distance, cross-border and regional carriers whose customer contracts depend on RTMS certification and documented maintenance.
Bus, Coach & Staff Transport
Intercity coaches, commuter buses and mine-crew shuttles — driver PDPs, pre-trip checks and preventative maintenance on every vehicle.
Own-Account Distribution
Brand owners running their own delivery trucks. Add route planning and proof of delivery from last-mile delivery on the same platform.
Mining Haulage & Waste Fleets
Tippers, side-tippers and compactors with in-house workshops. See mining contractors and waste collection.
Built in South Africa. Runs in any country — on your servers or our cloud. Want the detail first? Read our RTMS compliance checklist.
RTMS & Fleet Compliance FAQ
Common questions from transport and fleet managers.
No — and no software is. RTMS certification is held by transport operators, not by software. The SANS 1395 standard specifies requirements, not tools. SynchPlus ONE supports operators working to SANS 1395 by holding the vehicle, driver, maintenance, records and internal-review evidence your RTMS auditor asks for, and warning you before any of it goes stale.
No. SynchPlus ONE complements the tracking platform you already run. Telematics tells you where a vehicle is; SynchPlus ONE proves its roadworthy was current, its service happened on schedule and its driver's licence, PDP and medical were valid. Telematics integration is available on the Enterprise tier.
Health information is special personal information under POPIA. SynchPlus ONE stores driver documents under role-based access control with encryption of personal information at rest and an audit trail of who accessed what, so preparing for an RTMS audit doesn't create exposure under another law.
The person responsible for that vehicle or driver. Licence-disc, roadworthy, operating licence, PDP, medical, insurance and inspection due-dates raise reminders by email, SMS, WhatsApp and in-app, and escalate to a supervisor if left unactioned — because the people who need them are usually in a yard, not at a desk.
A structured export of your vehicle register, fitness documents, maintenance and inspection history, driver documents, and internal self-audit records with sign-offs — organised so your auditor can work through it without a tour of your filing cabinet. It is included in the Compliance and Enterprise tiers.
Yes. Passenger operators carry the same burden: vehicle fitness, driver licences and PDPs, pre-trip inspections and preventative maintenance. SynchPlus ONE handles those for buses, coaches, mine-crew shuttles and staff transport as well as for trucks and trailers.
Yes. The asset register, document expiry tracking, inspections, maintenance and cost tracking work for any fleet in any country, on your servers or our cloud. The RTMS and POPIA framing is the South African layer on top.
Related Modules and Solutions
Stop Finding Out at the Audit
Book a demo and see your own vehicles, drivers and expiry dates in one register — then run a pilot on your own data.