Software-supported driving license check
Most companies, regardless of industry and size, have vehicles that are used for business purposes – whether a service vehicle for tradesmen or a company car for field staff. As part of the so-called owner liability, companies are obliged to carry out regular, verifiable inspections. This applies to the driver’s license, the inspection of the vehicle itself and the instruction of the vehicle user.
Compliance to legal regulations
The administrative tasks in companies of all industries and sizes are diverse and are not reduced by laws, requirements and regulations. As part of the owner’s liability, the fleet manager must ensure at least twice a year that the vehicle user has a (valid) driving license. In addition, driver training and a UVV inspection of the vehicle in accordance with DGUV regulation 70 must be carried out annually. These 3 additional tasks must be completed on time and in an audit-compliant manner. In the worst case, non-compliance can result in the person responsible for the fleet in the company – that is, if there is no person officially appointed – the boss in case of doubt, being held liable or the professional association not being held liable in the event of impairment following an injury to an employee pays.
Software-supported driving license check
Special service offerings from service providers for handling the testing and instruction obligations can take over this work automatically and also store it in an audit-proof and data protection manner. Particularly if the relevant information about employees is already available in the company in whole or at least in part in existing applications and systems. In this case, a connection to the provider can be made via interfaces and the necessary information can be transferred automatically.
This will be demonstrated using the example of driving license checks: The employee master data is already stored in an HR system. In addition to the full name, this also includes the employee’s email address and/or mobile phone number. With the help of this data, the driver’s license control system can be filled via automated interfaces (API) and the verification process can be initiated permanently.
The driver receives requests to carry out the driving license check via the contact provided (email address or mobile phone number). There is the option of using a hologram barcode at the checkout terminal of a gas station or conveniently via video control using a smartphone, tablet or PC with a camera. Without additional installation of apps or software, the recording is transferred via web app to the service provider for review. After a successful check, this is stored in the system with a time stamp. If it is not carried out on time, an employee in the company will be informed following an individually defined escalation process.
Overall, there are several routines in the market on how driving licenses are checked. During a personal inspection by an employee of the service provider who watches the videos, there is also the possibility that further points will come to light as part of this test (such as that the driver’s license is no longer valid and must be exchanged).
It is also possible for further information about the driver’s license, such as issue or expiry date, driver’s license class and driver’s license number, to be recorded in the system by the provider.
An automated system has many advantages over a manual check of driving licenses by an employee:
- Employees do not have to be physically on site (e.g. nationwide field service)
An appointment management system must remind you of the exam dates. - Supervisors do not have to keep lists that then have to be archived.
- Appointment management can be done individually for employees (e.g. new employees).
- Escalation processes can also be mapped automatically.
For the annual mandatory driver instruction in accordance with the accident prevention regulations (UVV) of the professional associations, the same principle is used as for driving license checks. The vehicle users are stored in the service provider’s system and are requested to participate and carry out the instruction by email with a corresponding link when it is due. There are providers who have specially developed, certified and annually updated instructions. The participant can test the knowledge imparted in corresponding question sections. Here too, upon successful completion, the data with a time stamp is stored in the system in an audit-proof manner.
When it comes to driver instruction, some service providers also have the option of integrating the driver instruction into a learning management system (LMS) that the company has.
UVV vehicle check
The UVV vehicle inspection is a mandatory annual inspection of the vehicle used for business purposes and must be commissioned in addition to the TüV general inspections or vehicle inspection (usually separately). Here, all safety-relevant vehicle elements are checked according to an appropriate protocol, such as devices for securing loads, doors and flaps, etc. Here, too, the successful tests must be documented afterwards.
If vehicle-specific data is not available in the company’s HR software systems, it can still be transferred easily and automatically via interfaces from neighboring systems or databases (e.g. fleet management software) if configured accordingly.
Conclusion
If you like to handle driving license checks, driver training and UVV vehicle management in your company through a specialized service provider and thus make administration easier, use the free and non-binding software comparison. You will then receive providers that match your requirements. With expert advice upon request.