Note: This guidance is aimed at fleet managers or admin users who manage driving licence checks globally. If you are instead an employee/driver who needs guidance on how to carry out your own check, you can find a relevant help article here.
Driving licence checks are part of the keeper liability obligations for businesses, so carrying them out regularly is essential for fleet management. We will show you how to carry out a driving licence check via CARSYNC Auto-Ident in just a few steps.
1. Log in
First, log in to our CARSYNC portal. To do this, use the e-mail address you selected for registration and the personal password as your individual access data.
2. Create missing driver for licence check
In order to be able to carry out the Auto-Ident driving licence check, the missing driver must first be created in the CARSYNC system. Here you will find detailed instructions on how to create a new driver in the system. If the driver has not yet been added to the driver's licence check when it is created, you have the option in the Control Panel under the tab "Driver's licence check" to add them to the driver's licence check later using the green button "Add missing driver".
In the next step, the pop-up window "Add missing driver" appears, in which you create a link to your driver for whom a driving licence check is desired via e-mail address. In the drop-down menu, you can choose whether the driver's licence check should take place manually or via Auto-Ident. Select the option "Auto-Ident" here.
Now the driver appears in the Control Panel with the indication "Driving licence check - Auto-Ident", as long as the driving licence has not yet been verified, "No active driving licence" is indicated under Control Status.
3. Switch to the CARSYNC App
Now the switch to the CARSYNC App takes place. Every employee can also log into the CARSYNC App (Apple Appstore, Android Playstore) via their login access to the CARSYNC Eco-Portal. Here you first select between "Personal" or "Fleet". Then select the "Driver's licence check" area from the menu items.
When the Auto-Ident procedure is carried out, the following information is recorded:
Driving licence metadata (number, date of issue, valid until, issuing authority, driving licence classes incl. meta information).
Control procedure
Result of the check
Date and time of the check
The collected data is analysed and matched using artificial intelligence. If there are any problems, the check is forwarded to a member of staff who checks the driving licence manually. At the end of the process, the driver is notified whether the check was successful.
First, the current control status "No active driving licence" is displayed. Here you click on "Enter and check driving licence". Then, in the next step, the CARSYNC Privacy Policy by our partner IDnow appears, which you must accept in order to continue. Click on "Start identification".
You will now be asked to scan the front and back of your driving licence using your smartphone. To do this, hold the front and back of the document up to the camera.
If the front and back have been scanned successfully, you must verify yourself by taking a video selfie. To do this, position your face within the displayed frame and press "I'm ready". Wait a few seconds while the 3D FaceMap is uploaded in encrypted form. You will now receive a confirmation that your verification data has been successfully transmitted.
Your control status will initially appear as "In Process" - the editing process may take a few minutes. Once the process is complete, a green tick appears with the status message "Valid".
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If the driving licence could not be verified, an "invalid check" appears in the check history. Here you can see the date and time of the check.
For the fleet manager, the information that the driving licence has been classified as invalid also appears in the Contro Panel.
Escalation system
In order to meet the legal requirements for driving licence checks, CARSYNC has implemented a so-called escalation system. This informs the employee in good time before the next driving licence check is due, based on the set check interval.
The following escalation levels have been implemented:
14 days before the due date, the employee is informed for the first time by e-mail or push notification that the driving licence check is due soon.
7 days before the due date, the employee receives a further reminder.
1 day before the due date, the employee receives the final request to carry out the check. This also contains the information that the driver may no longer use company vehicles with immediate effect.
In addition, the fleet management is informed about overdue driver's licence checks by means of weekly status reports by e-mail.
Documentation and export of driving licence checks
Each driving licence check is automatically saved, regardless of the interval. The checks can be exported via the "Check history" tab in CSV format.