A spreadsheet of drivers per client
Your team manages fleets for dozens of companies. One client wants every driver checked every six months, another wants quarterly checks for drivers with points and annual checks for the rest. A third has a rule that drivers with certain endorsements must be referred to their HR team. Each client sends new starters and leavers by email, on no particular schedule.
The account managers keep a spreadsheet per client and run checks through your licence checking service when they get to them. Consent forms are filed in folders. Every so often, a driver turns up who has not been checked for well over a year, or whose consent expired months ago.
Why licence checks slip across a client book
Checking a licence is quick. Keeping thousands of checks on time, under different rules, for drivers you have never met, is not.
- Each client has its own check frequency and risk rules, applied from memory or a note in the spreadsheet.
- Driver consent to check has its own expiry, which is not tracked alongside the check date.
- New starters are not added until someone notices, and leavers are not removed, so checks are wasted on people who have left.
- Results are read by account managers, and what counts as a problem differs by client.
- Clients want reports in their own format.
What slipping checks cost
Drivers on the road for long periods without a check their employer expects, which is a risk the client relies on you to manage. Account managers spending their time on admin rather than clients. Checks paid for on leavers. And reports that are late or inconsistent, which is what clients notice when contracts come up for renewal.
The licence check scheduler we build
- Each client's rules are held as settings: check frequency, how frequency changes with points or endorsements, what counts as an exception and who at the client is told.
- Drivers are loaded per client, with new starters and leavers taken from a client upload, their HR system where it has an API, or a simple form their HR team uses.
- Checks are scheduled per driver, and run through your existing licence checking provider's API where it has one, or listed daily for your team to run.
- Consent expiry is tracked per driver. Drivers whose consent is due to lapse are sent a renewal request by email or text, and chased until it is done.
- Results are compared with the client's rules. Clean checks are filed. Exceptions go to the account manager and, where the client wants it, to their named contact.
- Each client receives a regular report in their preferred format: checks done, exceptions, overdue drivers and consents outstanding.
| Client setting | Example | What the scheduler does |
|---|---|---|
| Check frequency | Every six months | Schedules the next check per driver |
| Points rule | More frequent checks above a threshold | Moves the driver to the shorter cycle |
| Endorsement rule | Refer certain codes to HR | Sends the exception to the named contact |
| Reporting | Monthly PDF to the fleet manager | Builds and sends it |
Rules belong to the client
We do not set check frequencies or decide which endorsements matter. Those are your clients' decisions, often made with their insurers and advisers, and the scheduler applies them consistently. It records which rule applied to each check, so if a client asks why a driver was checked when they were, the answer is on the record.
Checks that run on time without the spreadsheets
Account managers see a daily list of what needs attention: exceptions to review, consents to chase, starters with no check yet. The routine work runs on schedule. Clients get consistent reports, and when you take on a new client, their rules are set up once rather than added to someone's memory.
Are licence checks slipping across clients?
- Licence checks are tracked in a spreadsheet per client.
- Each client's check rules are applied from memory.
- Driver consents expire without anyone noticing.
- Leavers are still being checked, or starters are not.
- Client reports are built by hand each month.