Driver Licence Verification

What is it?

Driver Licence Verification is a workflow process to ensure that all staff operating your fleet are authorised to do so. With this setting enabled, drivers cannot make new bookings until their authorisation is in place.

The setting can be enabled or disabled on the Sysadmin > Application Settings > Driver Licence page.

Most PoolCar customers choose to enable this setting.

How does it work?

With this setting enabled, when staff click the New Booking link, they are presented with a page to guide them through the authorisation process.

The 'download' link that appears in the above screen shot is a link to your agreement. You will need to upload this agreement from Sysadmin > Driver Agreement Form (under the Document Register).

A Campus Admin or SysAdmin will then go into the Driver Register and tick the 'verified' box for each driver (once they have sighted the completed paper work). Once verified the staff member can make bookings.

During the Driver Licence Verification period, drivers will see this highlighted note on their booking form:

Once the drivers licence has expired, they will not be able to make a booking until they have renewed their licence and added the details into PoolCar. It won’t lock the user’s account but the user won’t see any vehicles in his/her calendar.

The User can update their Licence by going to “Update Driver Licence” at the bottom of the page.

The admin needs to re-verify the licence to change the status back to OK. This needs to be done even if the setting is set to “no re-verification”.

Please note that PoolCar no longer captures the licence number, just the licence type, name, issuing state and expiry date (2024).

Licence Verification Status

The Driver Register will show a list of all drivers (who have completed the initial Welcome page) and their verification status. This can be:

• OK = Verified

• Verification Required

• Verification Required (Grace Period)

• Expired

Grace period refers to a period of days whereby verification is required but they can still make bookings. This is typically used when the fleet managers have allowed a 'grace' period with which all users must submit their paper work.

The verification status can be reset every year or not ever reset again. Some organisations have a policy to have drivers resubmit paper work and sight a valid drivers licence every year.

Licence Verification Process

As a Sysadmin, you can verify the Licence by going to the Driver Register, search the driver/user, click Show under Licence Details or Edit to check the licence information and compare it with the actual licence. Save the record then tick Verified.

Licence Re-verification Process

The licence re-verification setting controls whether/how the licences are re-verified before their expiry date. Essentially, if the system is configured to re-verify licences then all licences will require re-verification, even licences that have not expired.

If this is set to “No re-verification beyond initial verification”, the licence is not re-verified on that regular schedule, but licences still need to be re-verified if the details are changed or if the licence expires.

• If you are unable to find an answer to your question in here please log a support request via the Smartrak Service Desk