Northline Transport
Ground logistics · illustrative company
Illustrative scenario based on how teams use Foliato. Not a customer testimonial.
The problem
Every quarter, the operations lead at Northline Transport asks the company's 85 drivers for renewed licenses by email and WhatsApp. What comes back: blurry photos in a personal chat, unnamed PDFs in a supervisor's inbox, and screenshots nobody knows where to file.
Two weeks before the deadline, 20 drivers have not replied. Nobody knows which licenses expire this month. The control spreadsheet lives on one person's computer.
When an inspection comes, assembling one driver's file takes hours: three inboxes, two phones, and a shared folder with no structure.
Follow-up messages per year
85 drivers × 3 reminders × 4 renewal cycles. Add 2–3 days of admin work per cycle — and a single expired license on the road exposes the company at every inspection.
The solution
The team set up a three-piece flow in Foliato: a reusable template, a bulk send with a secure link, and a status board. No driver had to create an account.
- 01
Create the template once
License, medical certificate, ID. Mark what is required and which formats are accepted. Reuse it every quarter.
- 02
Send it to all 85
Each driver gets a secure link by email and uploads files from their phone.
- 03
Watch who is missing
The board shows each driver's status. Reminders go out on their own. Every file lands in the right folder.
Quarterly renewal · Q3 2026
Northline Transport asks you for 3 documents
- Medical certificateRequired
medical-cert-2026.pdf · uploaded 2 h ago
- PDF · JPGDriver's licenseRequired
Both sides, legible
- PDF · JPGID document
Optional
The result
The change was not subtle. The one-by-one chase disappeared and the fleet's status became visible in real time:
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Foliato expert — the setup
The full setup takes under ten minutes. Three decisions make it work:
1 · The template defines destination and format. Each item has its own destination folder — the license lands under the driver's folder — and only accepts PDF or JPG. The whole request expires after 14 days.
/Drivers/{name}/Licenses
2 · The board replaces the spreadsheet. With the template sent to all 85, the board shows who completed, who is halfway, and who never opened the link. Reminders go out automatically — nobody writes a single follow-up message:
- MGM. Grant3/3Completed
- RPR. Park2/3Partial
- JSJ. Soto0/3Sent
- LVL. Vidal3/3Completed
3 · Rejection corrects without restarting. A blurry photo comes in. Only that item is rejected, with a reason. The driver gets an email and re-uploads just that document — the rest stays intact:
Review · Driver's license
R. Park · quarterly renewal
- Driver's licenseRejected
license-photo.jpg · 2.1 MB
Frequently asked questions
Do drivers need to create an account?
No. They get a secure link by email and upload files straight from their phone. No signup, no password.
What happens when someone uploads an unreadable photo?
You reject only that item, with a reason. The driver gets an email and re-uploads just that document.
Can I reuse the checklist every quarter?
Yes. The template is saved. Each cycle you send it again to the whole fleet in a couple of clicks.
Where do the documents end up?
Each file lands automatically in the driver's folder inside your organization's project. Nothing stays in email inboxes.