Uploading documents

DynaCargo stores documents against the entity they relate to — your profile, a specific vehicle, a specific driver, a warehouse, or a specific job. Always upload to the right entity so the right people see it and so expiry tracking can work.

How to upload

1. Open the entity (e.g. a vehicle in Fleet → Vehicles).
2. Go to the Documents tab.
3. Click Upload document.
4. Pick the document type from the list (e.g. “Vehicle registration”, “Fitness certificate”). The list is filtered to documents relevant to that entity type.
5. Choose the file from your device. Supported formats: PDF, JPG, PNG. Maximum size: 10 MB.
6. If the document type requires an expiry date, enter it.
7. Save.

What gets validated

The platform checks:

• File type and size.
• Expiry date — must be in the future for new uploads (you’ll get a warning if you upload something already expired).
• QR code — if the document type supports QR-verifiable proof (e.g. ZRA tax certificate), the platform scans it on upload. See QR verification.

Replacing an expired document

When a document expires:

1. Get the renewed version from the issuing authority.
2. Open the entity and the existing document.
3. Click Replace.
4. Upload the new file and enter the new expiry.
5. The old document is archived (not deleted — audit trail preserves it).

Where uploads appear

• The entity’s Documents tab.
• The Compliance rollup if the document type is compliance-tracked. See Compliance.
• The audit log.

Permissions

You need write access to the entity to upload documents against it. Read access lets you view but not change.