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Modules

Driver records

Driver Registry

Module Overview

Purpose

The Driver Registry module is used for central recording of all important information about drivers in the company. It enables systematic management of data about driving licenses, medical examinations, training, and other mandatory documents with automatic deadline monitoring.

Key Features

  • Recording of driving licenses with validity and license categories
  • Management of international driving licenses and driver cards
  • Tracking driver training and professional competence
  • Monitoring medical examination validity with automatic calculation of next dates
  • OHS (Occupational Health and Safety) training records (optional)
  • Driver insurance management (optional)
  • Forklift operator training
  • Automatic email alerts for upcoming expirations
  • Integration with system users and GPS module
  • Data export to Excel

Target Group

The module is intended for:

  • Managers and logistics supervisors responsible for drivers
  • HR departments managing employee data
  • System administrators
  • Drivers themselves who check their data

Setup and Configuration

Module Settings

You can configure the Driver Registry module in Settings → Modules → Driver Registry. After opening settings, you have access to the following sections:

Basic Settings

  • Days in advance for alert: Enter how many days before document expiration an email alert should be sent. Recommended value is 14-30 days depending on document type and company's internal processes.
  • Enable OHS: Check to activate the OHS training section for drivers. If you don't need this feature, leave unchecked.
  • Enable insurance: Check to activate the driver insurance section. Use if you record liability or accident insurance for drivers.

Expiration Alerts

In this section, you define which users will receive automatic email notifications about upcoming driver document expirations.

User Rights

The Driver Registry module uses the following access right levels:

  • No access: User has no access to the module at all. Suitable for regular employees who are not drivers.
  • View own data: User can only view their own driver record, cannot edit it. Suitable for drivers who check their data.
  • Edit own data: User can read and edit their own driver record. Suitable for drivers who enter their own data.
  • View all records: User can view all driver records in the system but cannot edit them. Suitable for management oversight.
  • Edit all records: User can read, edit, and add new driver records. Suitable for HR personnel and managers.
  • Full management: User has full access including deleting records. Suitable for module administrators.

Expiration Notification Settings

In each user's profile, there is a setting Driver Registry expiration notifications. Check this option for users who should receive email alerts about upcoming expirations.

  • Administrator / HR Personnel: Full management + expiration notifications enabled
  • Transport Manager: Edit all records + expiration notifications enabled
  • Department Head: View all records
  • Driver: Edit own data or View own data
  • Other employees: No access

User Interface

Main Screen

After opening the Driver Registry module, the main screen displays divided into several sections:

Needs Immediate Attention

This section displays alerts for upcoming document and license expirations. It is divided into two parts:

  • Expiring in coming days: Shows documents expiring within the period set in configuration (typically 14-30 days)
  • Already expired: Shows documents that have already expired and require immediate attention

In this section, you will find expiration information for the following items:

  • Driving license validity
  • International driving license validity
  • Driver card validity
  • Professional competence
  • Medical examination
  • OHS training (if enabled)
  • Insurance (if enabled)
  • Forklift training

At the top of the section is an information box showing who receives email expiration alerts.

Filter

The Filter section allows filtering drivers by specific criteria:

  • License category: Select a specific driving license category (AM, A1, A2, A, B1, B, C1, C, D1, D, BE, C1E, CE, D1E, DE, T, Forklift)

You can expand or collapse the filter by clicking the plus/minus icons in the top right corner of the section. When the filter is active, the section title is marked in red and bold.

Buttons in the filter section:

  • Search: Applies selected filters
  • Clear: Clears all filters and displays all records

Driver Table

The main table displays an overview of all drivers including their basic data and license categories. The table contains the following columns:

  • Driver ID
  • Last name and first name
  • Date of birth
  • Driving license number
  • Driving license validity
  • License categories (AM, A1, A2, A, B1, B, C1, C, D1, D, BE, C1E, CE, D1E, DE, T)
  • International driving license and its validity
  • Driver card and its validity
  • Driving license restrictions
  • Driver training and its validity
  • Professional competence and its validity
  • Medical examination, periodicity, and next examination date
  • Attending physician
  • Forklift and training validity
  • Action icons for record management

You navigate in the module in the following ways:

  • Clicking on driver name in the table opens the edit form
  • Clicking on driver ID in the table opens the edit form
  • Clicking on driver name in the expiration alert section opens the edit form
  • Using icons in the last table column (eye for view, pencil for edit, cross for delete)

Buttons and Actions

In the top right corner above the table, the following buttons are available:

  • Add driver: Opens form for creating a new driver record (available for users with Edit all records permission and above)
  • Deleted: Displays trash with deleted records that can be restored within 14 days (available for users with Full management permission)

Above the table on the right are DataTables buttons:

  • Export to Excel: Exports entire table to Excel file (works only in Chrome browser)
  • Show columns: Allows hiding or showing individual table columns as needed

On the right above the table is the Search field, which allows quick searching in the table without using the filter.

Basic Operations

Creating a Driver Record

To create a new driver record, follow these steps:

  1. Click the Add driver button in the top right corner above the table
  2. An edit form divided into several sections will open
  3. In the Basic data section, fill in:
    • Last name, first name: Select driver from system user list or enter custom name for external drivers. If you select a user, the record automatically links to their user account.
    • Date of birth: Required field. Enter driver's date of birth.
    • License number: Enter driving license number
    • License validity: Enter driving license validity date
    • License restrictions: Fill in any restrictions noted on driving license (e.g., glasses, automatic transmission)
    • International license: Check if driver has international driving license
    • International license validity: Enter international license validity date
    • License scan: Upload scanned driving license. After upload, a file link appears.
    • Driver card: Check if driver has tachograph driver card
    • Driver card number: Enter driver card number
    • Driver card valid until: Enter driver card validity date
  4. In the License categories section, check all driving license categories the driver holds:
    • Category AM (mopeds)
    • Category A1 (light motorcycles up to 125 cc)
    • Category A2 (motorcycles up to 35 kW)
    • Category A (motorcycles)
    • Category B1 (tricycles, quadricycles)
    • Category B (passenger cars)
    • Category C1 (light trucks up to 7.5 t)
    • Category C (trucks)
    • Category D1 (buses up to 17 seats)
    • Category D (buses)
    • Category B+E (passenger car with trailer)
    • Category C1+E (light trucks with trailer)
    • Category C+E (trucks with trailer)
    • Category D1+E (buses up to 17 seats with trailer)
    • Category D+E (buses with trailer)
    • Category T (tractors)
    • Forklift
  5. In the Training, medical examinations section, fill in:
    • Driver training: Check if driver completed driver training
    • Driver training until: Enter training validity date
    • Professional competence: Check if driver has professional competence
    • Professional competence until: Enter professional competence validity date
    • Forklift training until: Enter forklift operator training validity date
    • Medical examination: Enter last medical examination date
    • Periodicity (years): Choose medical examination periodicity in years (0-6 years). After entering date and periodicity, next examination date is automatically calculated.
    • Next medical examination: This field automatically fills based on last examination date and periodicity. You can manually adjust it.
    • Attending physician: Enter physician name and contact

    For drivers in the Czech Republic, specific rules apply for medical examinations:

    • Category B: at age 65, 68, then every 2 years (if driving is not specified as type of work in employment contract)
    • Categories C, D, E: up to 50 years once every 2 years, from 50 years once a year
    • Employees by work category and age: every 1-6 years
  6. If OHS is enabled in settings, fill in the OHS section:
    • OHS (Date): Enter last OHS training date
    • Periodicity (years): Choose OHS training periodicity in years (0-6 years)
    • OHS (Date) next: Automatically calculated based on date and periodicity
  7. If Insurance is enabled in settings, fill in the Insurance section:
    • Insurance: Enter insurance period (from-to)
    • Insurance paid on: Enter premium payment date
    • Note: Free text for insurance notes
  8. If you have GPS location module enabled, fill in the GPS ID cards section:
    • RFID/iButton/Tacho ID card 1: Enter card ID for driver identification in GPS system
    • RFID/iButton/Tacho ID card 2: Enter second card ID if driver uses multiple cards
  9. In the Note field, you can enter any additional driver information
  10. Click the Save button

Important notes for record creation:

  • Fields marked with asterisk are required
  • When selecting a user from dropdown list, driver record automatically links to user account
  • For external drivers (outside the system), enter name manually
  • When changing date or periodicity for medical examination or OHS, next examination/training date is automatically recalculated

Editing a Record

To edit an existing driver record, follow these steps:

  1. Find the driver you want to edit in the table
  2. Click the pencil icon in the last column or click on driver name
  3. Edit form opens with all filled data
  4. Edit required data in the form
  5. Click the Save button

Editing restrictions:

  • Users with Edit own data permission can only edit their own record
  • Users with View all records permission can only view records, cannot edit them
  • Users with Edit all records permission and above can edit all records

Deleting a Record

Deleting a driver record is available only for users with Full management permission:

  1. Find the driver you want to delete in the table
  2. Click the cross icon in the last column
  3. A dialog appears with confirmation: "Delete? Do you really want to delete this record?"
  4. Click Yes to confirm or No to cancel
  5. After confirmation, record is moved to trash

Important information about deletion:

  • Deleted record is not permanently removed but stored in trash for 14 days
  • During this time, record can be restored by clicking Deleted button and then restoring the record
  • After 14 days, record is permanently deleted

Searching

The Driver Registry module offers two ways to search records:

Quick search allows finding drivers by any text in the table:

  1. Click in the Search field in top right corner above table
  2. Start typing search text (name, license number, date, etc.)
  3. Table automatically filters showing only rows matching your search
  4. To show all records, delete text from search field

Filtering by License Categories

Filter allows displaying only drivers with specific driving license category:

  1. Expand Filter section by clicking plus icon in top right corner
  2. In License category dropdown, select desired license category
  3. Click Search button
  4. Table shows only drivers with selected license category
  5. To clear filter, click Clear button

Tip: Combine quick search with filter for even more precise results. For example, filter drivers with category C and then use quick search to find specific name.

Advanced Features

Data Export

Excel data export allows downloading complete driver table including all columns for further processing:

  1. Above table, click Excel button
  2. XLSX file containing all visible records downloads automatically
  3. File can be opened in Microsoft Excel, LibreOffice Calc, or other spreadsheet editor

Important notes about export:

  • Excel export works only in Google Chrome browser
  • Only records visible in table are exported (active filters and search apply)
  • Only visible columns are exported (those not hidden using Show columns feature)

Column Display

Show columns feature allows customizing table according to your needs by hiding unnecessary columns:

  1. Above table, click Show columns button
  2. Dropdown menu appears with list of all available columns
  3. Click column name to hide or show it
  4. Checked columns are visible, unchecked are hidden
  5. Settings automatically save for your user

Usage examples:

  • If your drivers don't use international driving licenses, hide "International license" and "International license validity" columns
  • For quick overview of license categories, hide all columns except name and license categories
  • Before Excel export, show only columns you want to export

Deadline Monitoring

System automatically monitors all important document and driver license validity dates. Monitoring works on two levels:

Main Page Display

On module main page is Needs Immediate Attention section showing:

  • Upcoming expiration: Documents expiring in coming days (according to days set in configuration)
  • Already expired: Documents that have expired and require immediate resolution

For each document type (driving license, professional competence, etc.), list of affected drivers is shown. Clicking driver name opens their edit form for data update.

Email Alerts

System automatically sends email notifications about upcoming expirations:

  • Alert is sent exactly the number of days in advance as set in module configuration
  • Alert is sent only once for each expiration
  • Emails are sent to addresses of users who have notifications enabled in profile
  • If driver is linked to user account, notification is also sent to their email

Email notification content:

  • Driver name and ID
  • Expiration subject (e.g., "Driving license validity")
  • How many days until expiration
  • Expiration date
  • Link to eIntranet system

Medical Examination and OHS Periodicity

For medical examinations and OHS training, periodicity can be set to automate calculation of next dates:

Setting Periodicity

  1. Open driver edit form
  2. In Training, medical examinations section, enter last examination date in Medical examination field
  3. In Periodicity (years) dropdown, select interval between examinations (0-6 years)
  4. Next medical examination field automatically fills with calculated date
  5. Follow same procedure for OHS training in OHS section (if enabled)

Automatic Calculation

System automatically calculates next examination/training date by adding periodicity to last examination date:

  • Periodicity 0 years = examination does not repeat
  • Periodicity 1 year = next examination exactly in one year
  • Periodicity 2 years = next examination in 2 years
  • etc. up to 6 years

Calculated date can be manually adjusted if specific conditions need to be considered.

Integration with eIntranet Users

Driver record can be linked to user account in eIntranet system. This linking provides several benefits:

Linking Benefits

  • Automatic name filling: When selecting user, full name is automatically transferred
  • Driver notifications: Driver receives email alerts about upcoming document expirations
  • GPS tracking: Linking allows viewing GPS trips of specific driver
  • Own access: Driver can view or edit their own record (according to access rights)
  1. When creating or editing driver record, click in Last name, first name field
  2. In dropdown list, select user from system (displayed as "First name Last name [ID]")
  3. Click Save button
  4. Record is now linked to user account

Drivers Outside System

For external drivers or drivers without eIntranet user account:

  1. In Last name, first name field, start typing driver's own name
  2. Entered name saves without linking to user account
  3. Such driver will not receive email notifications and will not have access to their record

Integration

Connected Modules

Users Module

Driver Registry is closely linked to Users module:

  • When creating driver record, existing system user can be selected
  • Linking enables sending notifications directly to driver
  • Driver can have access to their own record
  • In user profile settings, expiration notifications can be enabled

GPS Location Module

If you have GPS location module activated, Driver Registry offers integration through ID cards:

  • In driver record, RFID/iButton/Tacho ID card can be entered
  • This ID identifies driver in GPS system during trips
  • System automatically assigns trips to specific driver based on card ID
  • Enables tracking who and when drove specific vehicle

Files Module

Driver Registry uses Files module for document storage:

  • You can upload driving license scan
  • Files are securely stored and encrypted
  • Scans can be accessed directly from edit form
  • All common file formats are supported (PDF, JPG, PNG, etc.)

Data Flows

Importing Drivers from System Users

Data flow from Users module to Driver Registry:

  1. When creating or editing driver record, select user from dropdown list
  2. System automatically transfers user's first and last name
  3. User ID is saved for record linking
  4. Driver can subsequently access their record

Data Export to Excel

Data flow from Driver Registry to external systems:

  1. Click Excel button above table
  2. System generates XLSX file containing all visible records
  3. File can be opened in spreadsheet editor
  4. Data can be further processed, analyzed, or imported into other systems

Email Notifications About Upcoming Expirations

Automatic data flow for alerts:

  1. System regularly checks validity date of all documents
  2. When document approaches expiration (according to set days), notification is created
  3. Email is sent to all users with notifications enabled
  4. If driver is linked to user, they also receive notification
  5. Notification contains driver name, document type, and expiration date

Dependencies

Email Notifications

For email alerts to work properly, these conditions must be met:

  • Email server (SMTP) must be correctly configured in system
  • Users who should receive notifications must have correct email address in profile
  • Number of days in advance for alert must be set in module settings
  • Users must have notifications enabled in profile ("Driver Registry expiration notifications" setting)
  • Cron job for expiration checking must be running (automatic notification triggering)

GPS Integration

For GPS location integration, these conditions must be met:

  • GPS location module must be activated in system
  • RFID/iButton/Tacho ID card must be filled in driver record
  • GPS devices in vehicles must support driver identification via cards
  • Card IDs in GPS system must match IDs entered in driver registry

User Integration

For full utilization of user integration:

  • Driver must have user account created in eIntranet system
  • Corresponding user must be selected when creating driver record
  • User must have access rights to Driver Registry module set
  • For notifications, user must have correct email address filled in
--- Last update date: 2025-11-11