Compliance Management for Road Haulage
Protect your O-licence with digital compliance tools covering drivers hours, vehicle maintenance, and operator obligations.
The Challenge
Road haulage operators face the constant threat of O-licence curtailment or revocation - daily walkaround checks get rushed as drivers prioritize getting on the road, PMI schedules slip during busy periods, defect reporting is inconsistent because drivers don't want to take vehicles off the road, and driver CPC renewals are tracked on spreadsheets that nobody updates until DVSA enforce roadside. Add drivers hours infringements, tachograph analysis obligations, and the Traffic Commissioner's requirement for systematic maintenance and driver management systems, and paper-based compliance becomes impossible to maintain at Green OCRS standards. Problems surface during DVSA roadside enforcement, at Traffic Commissioner Public Inquiries following serious incidents, or when your OCRS score drops affecting insurance and customer confidence.
How Assistant Manager Solves Road Haulage Compliance
Each module is designed to address the specific challenges road haulage businesses face every day.
Checklist Management
Road haulage operators need DVSA-compliant walkaround checklists covering lights, tyres, load security, brakes, and emissions, with integrated defect reporting that makes it easier for drivers to report issues than to ignore them
The Problems
Why This Matters for Road Haulage
- Daily walkaround checks are rushed or fabricated as drivers prioritize departure times over thorough inspections, ticking boxes for lights, tyres, and load security without actually checking them
Defects go undetected until DVSA spot them at roadside checks or they cause breakdowns, and paper check sheets filled in from memory provide no defence during enforcement or Public Inquiry
- Drivers spot defects but don't report them properly because the defect reporting process involves finding forms, filling them in, and potentially being blamed for taking a vehicle off the road
Minor defects become serious safety issues, prohibition notices are issued for defects multiple drivers must have noticed, and you cannot demonstrate systematic defect reporting to the Traffic Commissioner
The Solution
How Checklist Management Helps
Mobile walkaround checklists matching DVSA requirements, one-tap defect reporting with photo evidence and location data, and automatic escalation to transport managers when defects are found
Every vehicle has a completed walkaround check before departure with timestamped GPS verification, any defect is reported instantly with photos and severity classification, and transport managers are alerted immediately to prohibition-level defects
Use Cases:
- • Daily HGV walkaround checks with photo evidence
- • One-tap defect reporting with severity classification
- • Trailer inspection and coupling checks
- • Load security and restraint verification
- • Post-delivery vehicle checks before next load
- • End-of-day vehicle securing procedures
- • Automatic defect escalation to maintenance teams
Feature Screenshot
Checklist Management
Real-World Examples
Example 1: Daily walkaround checks are rushed or fabricated as drivers prioritize departure times over thorough inspections, ticking boxes for lights, tyres, and load security without actually checking them
Real Scenario
"DVSA stop an HGV and find three tyres below legal limit and a brake light not working. The driver's walkaround check from that morning shows all items checked OK. Under interview, the driver admits he completed the form in the cab without actually walking around the vehicle because he was late."
Example 2: Drivers spot defects but don't report them properly because the defect reporting process involves finding forms, filling them in, and potentially being blamed for taking a vehicle off the road
Real Scenario
"An HGV receives a prohibition notice for worn brake pads that must have been deteriorating for weeks. Investigation reveals three drivers used the vehicle but nobody reported increased pedal travel - when asked why, drivers say they 'didn't want to cause problems' by reporting defects."
Training & Development
Road haulage operators need Driver CPC tracking that prevents expired certifications slipping through, ADR and dangerous goods qualification management where applicable, and customer-specific training for drivers delivering to sites with unique requirements
The Problems
Why This Matters for Road Haulage
- Driver CPC certification expiry dates are tracked on spreadsheets, and nobody notices until a driver is stopped by DVSA without valid CPC - at which point the prohibition affects your OCRS score
Drivers operate without valid CPC without anyone noticing, DVSA prohibitions for expired CPC damage your OCRS score, and Traffic Commissioner questions your driver management systems at Public Inquiry
- New driver induction is delivered verbally with no assessment or verification, and drivers start operating without understanding your specific vehicle defect reporting procedures or customer requirements
New drivers don't follow your procedures, leading to customer complaints, missed defect reports, and questions about driver competence when incidents occur
The Solution
How Training & Development Helps
Driver CPC certification tracking with 90-day expiry alerts, mandatory induction modules that must be completed before first shift, and training matrix showing each driver's qualifications and expiry dates
Every driver maintains valid CPC with automatic 90-day renewal reminders, new drivers complete structured induction with sign-off before operating vehicles, and transport managers have instant visibility of qualification status across the fleet
Use Cases:
- • Driver CPC certification tracking with automatic expiry alerts
- • Digital driver induction with completion verification
- • ADR and dangerous goods qualification management
- • Customer-specific delivery procedure training
- • Load security and restraint training
- • Defect reporting procedure training for new drivers
- • Digital tachograph and drivers hours training
- • Annual driver competence assessment records
Feature Screenshot
Training & Development
Real-World Examples
Example 1: Driver CPC certification expiry dates are tracked on spreadsheets, and nobody notices until a driver is stopped by DVSA without valid CPC - at which point the prohibition affects your OCRS score
Real Scenario
"DVSA stop one of your drivers and find his CPC expired three months ago. Investigation reveals your CPC tracking spreadsheet wasn't updated after his last training. The prohibition notice affects your OCRS score and is cited as evidence of inadequate systems at your next customer audit."
Example 2: New driver induction is delivered verbally with no assessment or verification, and drivers start operating without understanding your specific vehicle defect reporting procedures or customer requirements
Real Scenario
"A new driver delivers to a major customer without following their specific booking-in procedures. The customer complains and threatens to remove you from their approved haulier list. Investigation reveals the driver never completed proper induction - he was verbally told 'the customer is strict' but never shown the actual procedures."
HR Management
Road haulage operators have specific O-licence obligations for systematic driver management - six-monthly licence checks, medical certificates appropriate to vehicle class, CPC, and for international work, any additional documentation requirements
The Problems
Why This Matters for Road Haulage
- Driver licence checks are supposed to be done every six months but paper systems mean checks are missed, and you only discover when DVSA ask to see your check records during enforcement
Drivers operate with undisclosed endorsements or even suspended licences, and Traffic Commissioner views lack of systematic licence checking as fundamental failure of operator obligations
- Medical declarations and driver medicals are collected on paper and filed away, and nobody tracks when driver medicals are due until the driver mentions it or you're asked for records
Drivers operate beyond their medical certificate expiry without anyone noticing, and DVSA discover expired medicals during checks - another black mark on your OCRS score
The Solution
How HR Management Helps
Driver record management with automated six-monthly licence checking reminders, medical certificate expiry tracking, and instant access to all driver documentation from mobile devices
Every driver's licence is checked every six months with automated alerts, medical certificates are tracked with 60-day renewal reminders, and DVSA can be shown complete driver documentation at any roadside check
Use Cases:
- • Six-monthly driver licence checking with DVLA online verification
- • Medical certificate tracking with automatic expiry alerts
- • Driver endorsement and infringement tracking
- • Right-to-work verification for driver recruitment
- • Instant driver record access for DVSA roadside checks
- • Driver hours infringement management
- • Training and qualification expiry dashboard
Feature Screenshot
HR Management
Real-World Examples
Example 1: Driver licence checks are supposed to be done every six months but paper systems mean checks are missed, and you only discover when DVSA ask to see your check records during enforcement
Real Scenario
"A driver is involved in a serious accident. Investigation reveals he has 9 points on his licence from speeding offences you didn't know about because the six-monthly licence check was 14 months overdue. At Public Inquiry, the Traffic Commissioner asks how you can claim professional competence when you don't know the licensing status of your own drivers."
Example 2: Medical declarations and driver medicals are collected on paper and filed away, and nobody tracks when driver medicals are due until the driver mentions it or you're asked for records
Real Scenario
"During a DVSA encounter, an officer asks to see the driver's medical certificate. It expired four months ago. The driver knew it was due but 'kept forgetting to book the appointment' - your system didn't track it, so nobody chased him."
Time Clock & Attendance
Road haulage operators must track total working time under WTD, not just driving time from tachographs - this includes loading, maintenance, vehicle checks, admin, and any other work, with records needed to prove 48-hour average week compliance
The Problems
Why This Matters for Road Haulage
- Driver hours worked outside the vehicle (loading, maintenance, admin) aren't tracked properly, creating Working Time Directive compliance gaps that DVSA look for during investigation
Total working time exceeds WTD limits even though tachograph hours look compliant, and DVSA discover the gap during enforcement visits or after incidents when they request total working time records
- Overtime and night shifts are tracked on paper timesheets that drivers complete from memory at the end of the week, leading to payroll disputes and inaccurate records for Working Time Regulations
Payroll costs are inflated, drivers dispute their hours constantly, and you have no reliable working time records for WTD compliance or fatigue management
The Solution
How Time Clock & Attendance Helps
Driver clock in/out at depot with mobile clock-in for other duties, automatic integration with tachograph data for complete working time tracking, and WTD compliance monitoring across all driver activities
Complete working time records covering both driving and non-driving duties, accurate payroll for drivers claiming shift premiums or overtime, and defensible WTD compliance records for DVSA inspection
Use Cases:
- • Depot clock in/out for drivers starting and ending shifts
- • Mobile clock-in for loading, maintenance, and admin time
- • Automatic tachograph data integration for complete working time
- • WTD compliance monitoring and violation alerts
- • Night shift and overtime tracking for payroll
- • Rest period verification for WTD compliance
- • Working time records for DVSA enforcement and Transport Manager oversight
Feature Screenshot
Time Clock & Attendance
Real-World Examples
Example 1: Driver hours worked outside the vehicle (loading, maintenance, admin) aren't tracked properly, creating Working Time Directive compliance gaps that DVSA look for during investigation
Real Scenario
"A driver is involved in a fatigue-related incident. DVSA analyse tachograph data showing compliant driving hours, then request records of all other work. You discover the driver regularly spent 2-3 hours before each shift doing vehicle checks and loading, pushing him over WTD limits - but this wasn't recorded anywhere."
Example 2: Overtime and night shifts are tracked on paper timesheets that drivers complete from memory at the end of the week, leading to payroll disputes and inaccurate records for Working Time Regulations
Real Scenario
"A driver claims 12 hours of night shift premium for a week. Your transport manager thinks it was only 8 hours. With no clock-in/out records, you either overpay or face a grievance. Meanwhile, DVSA investigate your WTD compliance and you can't produce accurate records of hours worked."
Accident & Incident Records
Road haulage operators need immediate incident capture that drivers can complete at roadside, RIDDOR determination for serious incidents, integration with insurance claims process, and evidence supporting driver accounts during legal proceedings
The Problems
Why This Matters for Road Haulage
- When incidents occur on the road, drivers focus on dealing with emergency services, exchanges with other parties, and customer impacts - incident documentation is left until they return to depot, by which time details are unclear
Incomplete incident records leave you unable to defend against liability claims, and Traffic Commissioner sees inadequate incident investigation as failure of professional competence
- Near-miss incidents like emergency braking, close calls with vulnerable road users, or defects that could have caused incidents go unreported because drivers don't see the point in documenting things that 'nearly happened'
You miss clear patterns indicating driver training needs or vehicle maintenance issues, and cannot demonstrate to Traffic Commissioner or insurers that you have a learning culture
The Solution
How Accident & Incident Records Helps
Mobile incident reporting allowing drivers to capture evidence immediately at scene, structured forms with RIDDOR determination, automatic notification to transport managers, and follow-up investigation tracking
Every incident is documented immediately with photos, location, and circumstances, automatic RIDDOR assessment determines HSE notification requirements, and pattern analysis identifies drivers or vehicles needing intervention before serious incidents occur
Use Cases:
- • Roadside incident reporting with photo and location capture
- • Near-miss and dangerous occurrence documentation
- • RIDDOR determination and HSE reporting for serious incidents
- • Witness and third-party information capture at scene
- • Vehicle damage and defect incident recording
- • Follow-up investigation and corrective action tracking
- • Monthly incident trend analysis by driver, vehicle, and incident type
- • Insurance claim documentation preparation
Feature Screenshot
Accident & Incident Records
Real-World Examples
Example 1: When incidents occur on the road, drivers focus on dealing with emergency services, exchanges with other parties, and customer impacts - incident documentation is left until they return to depot, by which time details are unclear
Real Scenario
"Your driver is involved in a collision with a car. He deals with police and other driver, delivers the load late, and completes an incident report from memory three days later. Six months later, solicitors request detailed records and your driver can't remember critical details - his timeline contradicts the other party's version and you have no contemporaneous evidence to support him."
Example 2: Near-miss incidents like emergency braking, close calls with vulnerable road users, or defects that could have caused incidents go unreported because drivers don't see the point in documenting things that 'nearly happened'
Real Scenario
"A driver emergency brakes to avoid a pedestrian - no contact, no damage. He mentions it in passing to the transport manager but doesn't report it formally. Three weeks later, the same driver has a pedestrian collision in similar circumstances. At Public Inquiry, the Traffic Commissioner discovers the earlier near-miss was never investigated - the pattern went unrecognized."
Risk Assessment
Road haulage operators need site-specific risk assessments for regular delivery locations, load-type-specific assessments for different securing requirements, and route risk assessments identifying hazards like weight limits, height restrictions, and access difficulties
The Problems
Why This Matters for Road Haulage
- Route risk assessments are generic templates that don't address specific challenges like low bridges, narrow lanes, or difficult reversing manoeuvres at delivery sites
Drivers encounter hazards without being warned, leading to bridge strikes, vehicle stuck in unsuitable locations, or reversing incidents - all preventable with proper site-specific risk assessment
- Load security and restraint risk assessments are one-size-fits-all documents that don't cover specific load types, heights, or weights your drivers actually handle
Loads shift in transit causing incidents, and generic risk assessments provide no defence because they don't address the specific load characteristics involved
The Solution
How Risk Assessment Helps
Delivery site risk assessment library with hazard-specific information, load-type-specific securing guidance, automatic review reminders when incidents occur at assessed locations, and driver access to relevant risk assessments via mobile
Every regular delivery site has a risk assessment warning drivers of specific hazards, every load type has appropriate securing guidance, and risk assessments are reviewed automatically when incidents indicate new hazards or inadequate controls
Use Cases:
- • Delivery site risk assessments with hazard warnings for drivers
- • Load-type-specific securing and restraint guidance
- • Route risk assessment for new delivery locations
- • Bridge strike and height restriction risk management
- • Reversing and manoeuvring risk assessment at difficult sites
- • Loading and unloading risk assessment by location type
- • Driver fatigue and long-distance journey risk assessment
Feature Screenshot
Risk Assessment
Real-World Examples
Example 1: Route risk assessments are generic templates that don't address specific challenges like low bridges, narrow lanes, or difficult reversing manoeuvres at delivery sites
Real Scenario
"Your driver strikes a low bridge causing £50k damage and hours of road closure. Investigation reveals you had no route risk assessment for that delivery - the driver wasn't warned about the bridge. Your insurer reduces the payout and the Traffic Commissioner questions why you don't risk-assess new delivery locations."
Example 2: Load security and restraint risk assessments are one-size-fits-all documents that don't cover specific load types, heights, or weights your drivers actually handle
Real Scenario
"A load of steel coils shifts during emergency braking, penetrating the cab and seriously injuring the driver. Your load security risk assessment is a generic template about securing 'general palletized goods' - it doesn't mention the specific securing method required for coiled steel. HSE prosecute."
Employee Scheduling
Road haulage operators need scheduling that integrates tachograph hours, WTD limits, driver qualifications (ADR, HIAB, customer-specific), and upcoming rest requirements - manual calculation is error-prone and time-consuming
The Problems
Why This Matters for Road Haulage
- Jobs are allocated to drivers without checking their ADR certification, customer-specific authorization, or whether they're approaching weekly driving time limits
Drivers are sent to jobs they're not qualified for, run out of hours mid-journey, or can't access customer sites because they lack required inductions
- Driver hours and WTD limits are calculated manually by transport managers trying to juggle spreadsheets, tacho analysis reports, and daily diaries to work out who can legally work tomorrow
Drivers are scheduled for jobs they don't have legal hours to complete, or available drivers sit idle because nobody realized they'd finished their reduced weekly rest
The Solution
How Employee Scheduling Helps
Driver scheduling integrated with tachograph data showing available hours, qualification checking for ADR and customer site access, and automatic WTD compliance verification before job allocation
Every job is allocated to a driver with legal hours remaining and required qualifications, automatic alerts when scheduled jobs would breach drivers hours or WTD limits, and visibility of which drivers are available for work today
Use Cases:
- • Job allocation with automatic hours availability checking
- • ADR certification verification before dangerous goods jobs
- • Customer site access authorization verification
- • Weekly and fortnightly hours limit monitoring
- • Reduced weekly rest scheduling and tracking
- • Holiday and availability management
- • Trailer type and equipment authorization checking before allocation
Feature Screenshot
Employee Scheduling
Real-World Examples
Example 1: Jobs are allocated to drivers without checking their ADR certification, customer-specific authorization, or whether they're approaching weekly driving time limits
Real Scenario
"You allocate a chemical delivery to an available driver. He arrives at the customer's site and is refused entry because he doesn't have ADR certification. The load has to be rescheduled, you lose the customer's trust, and the driver's day is wasted - all because the scheduler didn't check qualifications before allocating the job."
Example 2: Driver hours and WTD limits are calculated manually by transport managers trying to juggle spreadsheets, tacho analysis reports, and daily diaries to work out who can legally work tomorrow
Real Scenario
"It's Thursday evening and you need to schedule Friday's jobs. You allocate a long-distance delivery to a driver, not realizing he's already done 52 hours this week. He accepts the job because he needs the money, runs out of hours halfway there, and has to park up. The customer doesn't receive their goods and you face a drivers hours infringement."
COSHH Assessments
Road haulage operators use various chemicals from vehicle maintenance products to load-related hazardous substances - proper COSHH management covers both routine vehicle chemicals and emergency procedures for discovering hazardous loads
The Problems
Why This Matters for Road Haulage
- Diesel, AdBlue, brake fluids, and cleaning chemicals are used daily but there are no COSHH assessments because they're considered 'normal vehicle products' that don't need formal documentation
When spillages occur or drivers suffer skin reactions from diesel exposure, HSE find no COSHH assessments or documented control measures, suggesting inadequate safety management
- Drivers carrying dangerous goods have ADR training but non-ADR drivers have no training on what to do if they discover a chemical spill or leak in a load they're carrying
Non-ADR drivers panic when discovering leaking containers, either handling dangerous substances unsafely or leaving contaminated vehicles in use
The Solution
How COSHH Assessments Helps
COSHH assessment library for all substances drivers encounter (diesel, AdBlue, cleaning chemicals), AI-powered chemical identification from labels, Safety Data Sheet storage accessible from mobile, and driver training records on chemical handling
Every substance has a current COSHH assessment, drivers can instantly access safety information and emergency procedures on their phones, and you can demonstrate systematic chemical management to HSE and customers
Use Cases:
- • Diesel and AdBlue COSHH assessments with exposure control measures
- • Vehicle maintenance product chemical safety assessments
- • Cleaning chemical assessments for vehicle and load area washing
- • Emergency procedures for discovering hazardous substance spillage in loads
- • Driver training records on chemical handling and emergency response
- • Spill kit contents and location verification
- • Safety Data Sheet library accessible from driver mobile devices
Feature Screenshot
COSHH Assessments
Real-World Examples
Example 1: Diesel, AdBlue, brake fluids, and cleaning chemicals are used daily but there are no COSHH assessments because they're considered 'normal vehicle products' that don't need formal documentation
Real Scenario
"A driver develops severe dermatitis from repeated diesel exposure during daily refueling. When HSE investigate, they discover you have no COSHH assessment for diesel handling, no documented control measures like barrier cream, and no training on diesel as a skin sensitizer. HSE issue an improvement notice."
Example 2: Drivers carrying dangerous goods have ADR training but non-ADR drivers have no training on what to do if they discover a chemical spill or leak in a load they're carrying
Real Scenario
"A driver collecting a non-hazardous load notices a strong smell. Investigation reveals a customer loaded cleaning chemicals that are leaking. The driver continued to destination despite the smell because he didn't know what to do - COSHH procedures would have told him to stop and call for guidance."
Results Road Haulage Businesses Achieve
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