Licence Monitor allows you to run automatic Driving Licence Checks using Driving Monitor's secure DVLA feed from Swansea. The system automatically checks all drivers have the correct entitlement to drive - plus you get real-time alerts on any issues such as offences or licence points thresholds. DVLA are removing the paper counterpart of the UK driving licence at the end of 2014, so a digital checking system becomes a vital part of a company driver risk management strategy. Ensure you're not following a legacy paper based system.
Click to expand on each of the points below:
- Instant email/SMS alerts
The Licence Monitor module links automatically to the Task Monitor module, giving you access to all the rich features of the Tasks & Alerts already built in.
- Alerts on all licence data
Ability to setup bespoke alerts on all parameters such as points on licence, correct categories to drive, specific offences (e.g. drink driving), correct home address, photocard expiry dates etc.
- Alert future scheduling
Our system can also schedule alerts to be triggered at the correct future dates down the line. This means a driver can receive an alert 4 weeks before their photocard expires or a manager could receive an alert if a licence category was due to expire (e.g. for HGV driving).
- Total flexibility
The Task Monitor module has been continually developed since 2002 and has been built on a flexible platform. This means the system can be configured to suit your company structure and management hierarchy. Your specific settings can be modified to ensure the right people in your business are alerted to the key pieces of information at the 'right time'.
- Configure alerts at different levels
Department managers can receive alerts just about drivers within their department, but our alerts system is powerful enough to have alerts setup at branch and company level, so issues can escalate up through the management hierarchy. Managers can be setup at all levels allows your organisation to control access views
Our DVLA licence checks can build up a picture across your fleet of drivers. The powerful reporting tools allow you to spot trends and setup bespoke alerts.
- Instant reports available online
The Licence Monitor manager dashboards update in real-time allowing you to view data as soon as drivers have entered it. Reports are built on-the-fly and can be run via the secure web portal or via the automated reporting service.
- Scheduled reports
The system can be configured to send out scheduled reports at your preferred frequency (every day/week/month etc), and these can be set up to be sent automatically to your managers within the business to update on progress.
- Report future scheduling
If reports are configured to be scheduled for repeat patterns the system automatically updates the status of licences and flags any potential problems when key dates/events are triggered - showing an exception on the dynamic report.
- Configure reports at different levels
Divisional managers can receive reports just about drivers within their division, but our reports system is powerful enough to have reports setup at branch and company level, so issues can escalate up through the management hierarchy. Managers can be setup at all levels allows your organisation to control access views
- Increase productivity
Instance access to the UK DVLA database via our secure digital feed saving you valuable admin time by automating the whole process.
- Approved DVLA partner
DrivingMonitor is a member of the ADLV (the Association for Driving Licence Verification) meaning we have an approved secure private network guaranteeing your employees licence data is fully secure
- All checks covered in the UK and Ireland
Ability to check driving licences with the DVLA & DVLNI ensuring any offences/endorsements are tracked and fed back to your management dashboards.
- Get results fast
Within hours of a driver entering their licence details our checks are returned from the DVLA database giving you a full report.
- Digital eConsent
Our system does away with the need to use paper-based mandates. This means the driver consent form is completed online, reducing manual errors by the driver and saving time in processing using our unique ePass system.
- No 3rd party involved in data processing
It's important you check when looking at digital licence services that your potential supplier is not 'outsourcing' their web platform to a 3rd party. Also ensure if you are being sold a 'DVLA' service that this is not coming from another provider in the background as this will add to the number of parties in the chain accessing your employee data. The best option is to deal with a EDECs direct supplier such as DrivingMonitor.
- Ensuring the right levels of data protection
As employees and businesses become more conscious of Data Protection it's important you partner with a company that solely handles the data in a secure data centre, and that they are ISO27001 registered.
- Unprecedented Data Security
Utilising our secure 'dedicated' lines direct to the DVLA in Swansea, your data is managed with the highest levels of security. We operate to ISO 9001 & ISO 27001 levels of data security and we're also registered under the DPA with the Information Commissioner.
Automate your processes
We make the process of managing driver compliance easy. With automated routines and follow-up actions you can be confident nothing will ever be overlooked.
Drivers get reminders about Tax, Insurance & MOT - as well as alerts about their licence photocard expiry and any outstanding training to be taken. Managers get a view of the whole process with reports showing any issues for attention.
Analyse accidents and reduce risks
Our systems can help prevent accidents before they happen by giving you powerful analysis tools to spot trends and identify areas of risks.
If you have an accident management system you can also import this into Driving Monitor to allow you to cross-reference with risk assessments, DVLA data and any other areas of risks to analyse why accidents occur.
Saving you money across your fleet
With our risk-mitigation programmes you can not only cover your duty-of-care, but you can actually save money by reducing the annual accident rates across your organisation.
This can lead to a huge cost saving with reduced vehicle repair & maintenance, fewer insurance claims and overall allow you to gain a better annual insurance premium!
Why do I need to do Licence Checks?
This is a common question most employers ask. Put simply all employers have a duty-of-care under current Health & Safety legislation (see HSE guidelines Driving at Work – Managing Work-Related Road Safety) to regularly check employee licences for anyone who drives on company business at any point. Here's a few useful key facts:
- It's estimated circa 25,000 business drivers are doing so illegally
- Some employees have duplicate licences to hide the real points
- Some foreign drivers don't have the correct UK licence to drive
Read about the DVLA changes...
The DVLA are abolishing the UK licence 'paper counterpart' mid 2015 - to ensure digital checks Digital DVLA checks are done by using a company who is registered with the DVLA to use the digital EDECs service. are carried out on employees who drive for business.
This means the old method of performing a 'visual check' on a driving licence won't be possible without the counterpart.
Driving Monitor have developed the first eConsent system called 'ePass' where no paperwork is needed and your employees can simply give their consent online using our unique web-based eConsent system.
Regular checks using our automatic frequency model
We recommend our standard model of regular checks:
- 0 - 3 points on licence = annual check
- 4 - 7 points on licence = bi-annual check
- 8+ points on licence = quarterly check
Should I use a stand alone licence bureau or an integrated service?
It's a common mistake for a company to start with checking driving licences as a stand alone procedure. However it's important to consider the whole driver risk management life-cycle when deciding on a driving licence checking service. Only by cross-referencing the data gathered by the DVLA checks with other driver risk factors can you fully cover the company duty-of-care obligations (HSE's guidelines) which are:
See why companies choose an integrated licence service...
An integrated approach to licence checks
More and more companies are becoming 'data aware' meaning they see the benefit of linking datasets together such as DVLA data and driver risk management. By simply combining these sources of data into a centralised cloud system they become more valuable than their separate parts.
Typical benefits of combining DVLA data with other datasets:
- It's future-proof so there's no problem down the line when you need to link your licence checks with your risk assessments and training data
- You save money by avoiding duplication and trying to cross-reference lots of Excel spreadsheets
- You can harness the power of trend reports and see connections of DVLA offences to other driving patterns
- Your insurance company can see that you are being proactive in reducing incidents and can lower your insurance premiums
We've cut our admin costs considerably using DrivingMonitor. We used to check licences in-house but Licence Monitor is much more cost effective.
Peter Wilkinson, EHS Manager
The driver risk management life-cycle 'integrated' approach
1. Evaluate the risk
The first step in managing the risk of drivers is to evaluate each driver's exposure to risk. In the wheel diagram you can see we use RiskMonitor and TrainingMonitor, you can click the links below to explore more about each module.
In this 1st phase we use:
In the driver evaluation stage we can identify the current risk levels and also recommend appropriate 'interventions' to help reduce any areas of risk highlighted.
2. Profile the driver
The second step in managing the risk of drivers is to build up a more accurate picture of the.
In this 2nd phase we use:
In the driver profiling stage we can identify any additional risks connected with the driver and also recommend appropriate 'interventions' to help reduce any areas of risk highlighted.
3. Monitor the progress
The final step in managing the risk of drivers is to ensure there is a system in place for monitoring the on-going driver checks.
In this last phase we use:
In the driver monitoring stage we can ensure tasks are being completed by drivers and managers are alerted to any potential issues, and also ensure reports are running each week/month.
Next, take a look at how to check your Grey Fleet vehicles for employees who use their own car for work.