Compliance Tasks

Managing compliance tasks for document expiry, vehicle documentation, RTA sync, and audit exceptions through assignment and escalation.

Overview

Compliance tasks ensure the business stays legally and operationally compliant. These are background tasks that must be completed on time to avoid fines, license revocations, or vehicle impoundment. The Compliance Tasks module provides a centralized inbox for tracking, assigning, and completing these obligations.

Compliance Tasks

Task Types

Task Type	Description	Typical Frequency	Consequence of Missing
`document_expiry`	Customer or driver ID/license approaching expiry	Per document expiry date	Cannot create new reservations
`vehicle_registration_expiry`	Vehicle registration renewal due	Annual	Vehicle cannot be legally driven
`vehicle_insurance_expiry`	Vehicle insurance policy renewal due	Annual	Vehicle must be taken off-road
`vehicle_inspection_due`	Periodic vehicle inspection (e.g., annual RTA test)	Annual	Vehicle cannot be rented
`rta_sync_failure`	Automated RTA data sync encountered an error	As triggered	Data mismatch, potential fines
`audit_exception`	System audit flagged an anomaly	As triggered	Depends on exception severity
`license_renewal`	Driver license renewal reminder	Per license expiry	Driver cannot be assigned
`permit_expiry`	Commercial or operational permit due	Per permit cycle	Business cannot operate legally
`insurance_claim_pending`	Insurance claim requiring follow-up	Per claim	Financial loss, customer dispute
`corporate_agreement_expiry`	Corporate account agreement expiring	Per agreement term	Revenue risk

Task Inbox

The compliance task inbox provides a unified view of all pending and upcoming tasks.

Inbox Columns

Column	What It Shows
Task ID	Unique identifier
Task Type	Category of compliance task
Entity	Related entity (vehicle, customer, driver, agreement)
Entity Detail	Plate number, customer name, license number, etc.
Due Date	When the task must be completed
SLA Status	On track, warning, breached
Assigned To	Staff member responsible
Priority	Critical, High, Medium, Low
Status	Pending, In Progress, Completed, Escalated
Actions	View, Assign, Complete, Escalate

Filtering the Inbox

Filter	Options
Task type	All, document expiry, vehicle docs, RTA sync, etc.
Status	Pending, In Progress, Completed, Escalated
Priority	Critical, High, Medium, Low
Due date	Overdue, due today, due this week, due this month
Assigned to	All staff, unassigned, specific staff member
Entity type	Vehicle, Customer, Driver, Corporate

Task Lifecycle

Status	Meaning	Who Sets It
`pending`	Task created, awaiting assignment or action	System (auto-generated)
`in_progress`	Staff member actively working on it	Assigned staff
`awaiting_external`	Waiting for external entity (RTA, insurance company, customer)	Assigned staff
`completed`	Task fulfilled and verified	Assigned staff
`escalated`	Task breached SLA or requires management attention	System (auto) or staff
`cancelled`	Task no longer needed (entity removed, duplicate, etc.)	Manager only

Step-by-Step: Processing a Compliance Task

Step 1 — Review the Task

Open the task from the inbox. Review:

What the task requires.
Which entity is affected.
When it is due.
What documents or actions are needed.

Step 2 — Assign (if unassigned)

If the task is unassigned:

Click Assign.
Select a staff member from the dropdown.
The staff member receives a notification.

Step 3 — Start Work

Click Start Task. Status changes to in_progress.

Step 4 — Complete the Task

Depending on the task type:

Task Type	Completion Action
Document expiry	Verify renewed document uploaded, update expiry date
Vehicle registration	Confirm renewed registration uploaded, update system
Vehicle insurance	Confirm renewed policy uploaded, update system
Vehicle inspection	Confirm inspection certificate uploaded, update system
RTA sync failure	Resolve sync error, trigger re-sync, confirm data matches
Audit exception	Investigate, correct data or confirm as false positive
License renewal	Verify renewed license uploaded, update system
Permit expiry	Confirm renewed permit uploaded, update system

Step 5 — Upload Supporting Document

For most compliance tasks, you must upload a supporting document:

Click Upload Document.
Select the file (PDF, JPG, or PNG).
Enter the document reference number.
Enter the new expiry date.
Click Submit.

Step 6 — Mark Complete

Click Mark Complete. The system:

Updates the related entity record (e.g., vehicle insurance expiry date).
Closes the task.
Creates an audit log entry.
Schedules the next recurring task (if applicable).

Escalation Rules

Condition	Escalation Target	Timeframe
Task due in 3 days, unassigned	Compliance Manager	Immediate
Task due today, not started	Branch Manager	Immediate
Task SLA breached	Operations Director	Within 2 hours
Task involves safety or legal risk	Compliance Officer + Legal	Immediate
RTA sync failure (critical)	IT Operations + Compliance	Within 1 hour

Auto-Generated Tasks

The system automatically generates compliance tasks based on entity data:

Trigger	Task Created	Advance Notice
Document expiry date within 30 days	`document_expiry`	30 days before
Vehicle registration expiry within 60 days	`vehicle_registration_expiry`	60 days before
Vehicle insurance expiry within 60 days	`vehicle_insurance_expiry`	60 days before
Vehicle inspection due within 30 days	`vehicle_inspection_due`	30 days before
RTA sync error detected	`rta_sync_failure`	Immediate
Audit anomaly detected	`audit_exception`	Immediate
Corporate agreement expiry within 30 days	`corporate_agreement_expiry`	30 days before

Priority Rules

Priority	Criteria
`critical`	Vehicle legally cannot operate; safety risk
`high`	Vehicle cannot be rented; compliance risk
`medium`	Task approaching deadline; no immediate operational impact
`low`	Far-future task; administrative or informational

Compliance Dashboard

The compliance dashboard at Compliance → Dashboard provides a high-level view:

Metric	What It Shows
Open tasks by type	Bar chart of pending tasks by category
Overdue tasks	Count and list of tasks past due date
Upcoming deadlines	Tasks due in the next 7 days
SLA compliance rate	Percentage of tasks completed within SLA
Task completion trend	Monthly completion volume

Callouts

Vehicle compliance tasks directly affect vehicle availability. A vehicle with an expired registration, insurance, or inspection must not be rented. The system blocks reservation assignment for non-compliant vehicles.

RTA sync runs nightly. If the sync fails for a vehicle, the system creates a task and marks the vehicle's compliance status as unverified until the sync is resolved manually.

Compliance Tasks

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