Overview
With Driver License Check, you regularly verify that your drivers hold a valid driver’s license. The process has three steps:
Setup: The fleet manager sets up a check.
Submission: Drivers upload their driver’s license.
Review: The fleet manager reviews the data and approves or rejects it.
Step 1: Set up a check (fleet manager)
You have two options:
Individual drivers: Open the driver’s profile and go to the “Licenses” tab. Click “Add driver license check”.
Multiple drivers: Go to the driver list. Select “Manage compliance”, then “Add driver license check”.
When setting up the check, you define:
Document type: driver’s license, driver card, forklift license, ID card/passport or other
Interval: monthly, or every 3, 6 (default) or 12 months
Internal comment (optional)
Who enters the data: the drivers or the fleet manager
Notification: email or text message (SMS)
Step 2: Submit the driver’s license (drivers)
Open the link in the message and follow the instructions. If you have activated the Driver App, you will be redirected to the app, where you log in and complete the check.
Choose how you want to submit your data:
With AI: You agree to have your driver’s license read by AI.
Without AI: You select “I’ll enter the data manually”.
Using AI is optional. Photos of the front and back of the license are required in both cases.
With AI
Agree to AI data capture.
Take photos of the front and back of your driver’s license.
The AI checks the photo immediately and lets you know if something isn’t right:
Wrong document: for example, if an ID card was uploaded instead of a driver’s license
Poor image quality: the photo is blurry or unreadable
→ You can then try again. After 3 failed attempts, the option “Submit anyway” appears.
The AI extracts the following data from the photo:
License number
Issue date
Expiry date
Country of issue
Submit the check.
Without AI
Select “I’ll enter the data manually”.
Take photos of the front and back of your driver’s license.
Enter the data in the form yourself:
License number
Issue date
Expiry date
Country of issue
Confirm your details by ticking the checkbox.
Submit the check.
The system does not read the photos, so it cannot compare the data with the master data. The fleet manager sees the notice “Review data” and compares your details with the photos.
Good to know (applies to both options)
For the first check, the system shows the extracted data (with AI), or drivers enter their data themselves (without AI). For every check after that, drivers only submit the photos. They are not asked to enter their license data again, as it has already been recorded.
Messages are only sent Monday to Friday between 7:00 a.m. and 5:00 p.m., based on the time zone set for your account.
Drivers always receive the invitation to the Driver License Check 7 days before the due date.
Step 3: Review (fleet manager)
You can find submitted checks under Compliance → Driver License Check in the “Pending review” tab. They also appear as the task “Driver’s licenses submitted for review”. To review checks, you need the user permission “Driver license checks”.
View the data
The review window shows the photos (front and back) next to the data. The AI extracts the data from the photo, and the system compares it with the master data. You’ll see the result as a notice in the review window. During the review, you can correct the license number, country, issue date and expiry date.
What do the hints mean?
Hint | Meaning |
No hint | This is the very first check. There is no master data yet, so no comparison is possible. |
“Review data” | The driver did not agree to AI data capture. The system can’t extract any data and therefore can’t compare it with the master data. The review window shows the data stored in the system instead. Check the data yourself against the photos. |
“Data does not match” | The data extracted from the submitted photo differs from the master data already stored. |
“Data matches” | The data extracted from the submitted photo matches the master data already stored. |
Accept
The status changes to “Valid”.
The next check is due on the approval date plus the interval.
The photos are deleted.
If the approved data differs from the master data, the old driver’s license is archived and the system creates a new one with the updated data.
Reject
Select a reason: not fully visible, wrong number, expired, no hologram, blurry, wrong document or other.
Optional: add a comment of up to 120 characters.
The driver has to complete the check again.