How Velocerta works
Velocerta operates a structured six-phase compliance workflow, from fleet setup through to resolved cases with a complete audit record. Every step is designed with auditability and human oversight as core principles.
Fleet setup and onboarding
Vehicles are registered on the Velocerta platform and associated with the correct organisation, licence category and responsible team. In the current pilot platform, vehicles can be imported via structured CSV upload or added individually.
Each vehicle record holds the registration, licence reference, responsible organisation and any additional metadata required for compliance monitoring. Vehicle records are version-controlled so historical states are always accessible.
- Bulk CSV import for existing vehicle registers
- Manual entry for individual vehicles
- Organisation and category assignment
- Licence reference and expiry recording
Scheduled compliance checks
The platform runs compliance checks against connected data providers on a configurable schedule. Each check queries the provider with the vehicle's registration mark and records the full response, including the result, the timestamp and the provider reference.
Check schedules can be configured per organisation or per fleet category. The platform maintains a complete history of every check result, not just the current state.
- Configurable check frequency per organisation or fleet
- Full response recording, result, timestamp, provider reference
- Historical check results preserved in accordance with the approved data-retention policy
- Failed checks are recorded and can trigger alerts
Change detection and alert generation
After each check, the platform compares the result against the vehicle's previous known state. Only meaningful transitions, such as a change from a found result to a not-found result, generate an alert. This reduces noise and ensures alerts represent genuine compliance events requiring attention.
- State-transition logic: only meaningful changes generate alerts
- Alert severity classification
- Alert deduplication to prevent repeated notifications for the same event
- Relevant provider observations, technical outcomes and compliance results are recorded against each alert
Notification and assignment
When an alert is generated, the platform routes a notification to the appropriate team or individual based on configured notification rules. Notifications are sent by email in the current pilot platform, with additional channels planned.
Notification rules can be configured by organisation, fleet category or alert type. Escalation rules ensure that unreviewed alerts are escalated to a senior reviewer after a configurable period.
- Email notifications to configured recipients
- Configurable notification routing by organisation and alert type
- Escalation rules for unreviewed alerts (planned)
- All notifications are logged in the audit trail
Human review and case management
A responsible member of staff receives the notification and reviews the alert in the Velocerta platform. The reviewer can see the full check history for the vehicle, the provider's response and any previous compliance events.
Where further investigation is needed, the reviewer opens a compliance case. Cases can be assigned to specific team members, have evidence attached, and carry a status that reflects the current stage of the investigation.
- Full check and alert history visible to the reviewer
- Case creation from an alert with one action
- Case assignment to team members
- Evidence and document attachment
- Free-text notes and communications log
- Case status workflow (open, under review, pending, resolved)
Resolution and audit record
When a case is resolved, the authorised user records the outcome and the reasoning. The case is then closed and the full case history, including check results, alerts, notes, evidence references and decisions, is retained in the audit history.
Resolving an alert or case records the organisation's response. It does not alter the original provider result. The original check result is always preserved exactly as received.
- Outcome recording with free-text reasoning
- Case history retained in append-only audit records
- Original provider results never modified
- Audit entries written as append-only records
- Case history exportable for regulatory purposes (planned)