Driving
Compliance software for driving recruitment agencies.
Your client holds an operator licence. The driver you send them is evidence on it, and they will be asked to produce yours.
14 days free access · no card needed
A driving desk is the only one where your client's own licence depends on the worker you supplied. An operator running goods or passenger vehicles gives undertakings about who drives them, and an agency driver turning up without the right entitlement is the operator's problem at a public inquiry, not just yours.
That changes the commercial position. Clients audit driving agencies more closely than almost any other sector, they ask for evidence per driver rather than per agency, and they ask at short notice — usually because somebody else is asking them.
The file
What a driving file has to hold
- Driving licence, with the categories actually held
- Driver CPC [qualification](/glossary/qualification) card and expiry
- Digital tachograph card
- Right to work, and any time limit on it
- Medical fitness evidence where the client requires it
- Induction and client-specific briefing records
AgencyOptix records each of these as a dated item with its own expiry. It does not carry out the check.
The problem
What makes driving compliance hard
Entitlement that is not one date
A driving licence is a set of categories with different expiry behaviour, sitting alongside a Driver CPC on its own cycle and a tachograph card on another. One of them lapsing stops the driver working, and watching only the licence expiry misses most of the ways that happens.
Your client's licence is on the line
An operator has to show that drivers were entitled to drive what they were put in. When they are asked, they come to you — and the answer has to be a dated record of what you saw rather than a recollection that the driver seemed fine.
Placed today, checked when
Driving work is filled at short notice, often overnight, by whoever is available. The pressure to place first and verify afterwards is highest in exactly the sector where verifying afterwards is least defensible.
Endorsements accumulate silently
A licence checked at registration can gather endorsements, restrictions or a disqualification without anything reaching the agency. A driver who was compliant when you took them on may not be compliant on the day you send them out.
The answer
How AgencyOptix helps
Entitlement that is not one date
Licence categories, CPC and card expiry sit on one candidate record, each with its own date, so the record goes stale on whichever runs out first rather than on the one somebody happened to watch.
Candidate recordsPlaced today, checked when
The compliance position of a candidate is visible at the point of placing them, so a desk filling a shift at six in the morning can see what is missing before the booking rather than after it.
Compliance dashboardYour client's licence is on the line
Right to work evidence is recorded as what was seen, by whom and on what date, with any time limit tracked — which is the form a client's auditor asks for it in.
Right to work checksEndorsements accumulate silently
Every record carries a re-check date rather than only a check date, so entitlement is something the system asks about again instead of a box ticked at registration.
DBS & screening
Who it is for
The people doing this job
Driving consultants
Filling shifts against a clock, needing to know what is missing before they confirm a booking.
assignmentCompliance managers
Answering operator audits per driver, usually at short notice.
compliance fileBranch managers
Accountable for a desk that places into an industry where the client's own licence is exposed.
Drivers on your books
Holding several documents on different cycles, and often unaware which one is about to lapse.
worker
Questions
What driving desks ask
- Does AgencyOptix check licences with the DVLA?
- No. It does not carry out any check. It records the check you made — what you saw, who saw it and on what date — and tracks when it needs doing again. Licence checking itself stays with whatever service or process you already use.
- Can it track Driver CPC separately from the licence?
- Yes. Each document on a candidate record carries its own expiry, so a CPC on one cycle and a licence on another are watched independently rather than collapsed into a single date.
- Our clients audit us per driver. Can we produce that?
- Candidate records and the audit trail are built to be produced, so what was checked, by whom and when comes out as a record rather than being assembled from a folder and somebody's memory.
- Does it handle drivers' hours or tachograph analysis?
- No. AgencyOptix holds the candidate's documents and the placement record. Drivers' hours analysis belongs to the operator and their tachograph package, not to the agency supplying the driver.
- Does it run payroll for drivers?
- No. Timesheets are captured and approved in AgencyOptix, but payroll processing, invoicing and umbrella arrangements sit outside it.
Keep reading
One file per worker, and the dates watched for you
Candidates, clients, placements and the compliance behind them, for driving desks.
14 days free access · no card needed