Please see the following if you are having problems
downloading the software or logging in
PREVIOUS CLIENT UPDATES
Rows of red crosses in working time.
Where a driver uses an analogue vehicle and then
uses his/her driver card, when asked what
duties had been performed since the driver card
was last used the driver should select ?.
If rest is selected, when the driver card is
downloaded, the rest will be recorded in working
time along with duties from any analogue charts.
This will result in conflicts,
which will record a red cross in the working
time. For information on how to record
this see the following.
DTCO Short Operating
DTCO 1381 Rel1 4
Drivers Main Changes.
The following is a
question sent to VOSA for clarification and as
you can see the answer endorses what we have
been saying for years, in that all times
recorded on worksheet, clock cards etc, must
correspond with times on analogue charts or
driver cards, by manual entry if necessary, -
see August 2011 below.
Question form client.
Do our drivers have
to make a manual entry to record the time
between when they clock on to when they get in
the lorry and put the card in? for example we
have got a yard with about 30 wagons in, and the
driver will clock on and then walk out of the
office and get into their wagon, it may take two
minutes if the wagon is by the office door, or
it may take five minutes if their wagon is at
the far end of the line. If they do have to make
a manual entry, what would you like it recording
as? bearing in mind it will probably take longer
to make the entry than it would to walk to the
Reply form VOSA
The answer to your
question is yes they should record all duties
after they clock on so as the chart for
the day is a true record. I appreciate that
recording 2/5 minutes for there walk to the
vehicle on the reverse of a chart is very
difficult. I would suggest that when reaching
the vehicle they put there chart /digicard in
and set it to other work while they conduct
there walk round check. As soon as this is
completed then the normal rules for recording
there duties would come into play eg using the
mode switch correctly to record
If however they
are waiting for vehicles to be loaded prior to
them taking the vehicles out they should also
make a manual record of this as a period of
I hope this
answers your questions but please feel free to
contact me to discuss the matter further.
All details of client and VOSA officer withheld
for confidentiality reasons.
Run as Administrator - Windows explorer 9
This will allow you to always have the program
run as an administrator when you open it
Instead of having
to keep selecting Run as Administrator
follow the steps below
for windows 7.
For earlier versions use the compatibility
tab and select run as administrator.
1. Right click
on the Internet Explorer shortcut, then click
2. Click on the
Shortcut tab for a program shortcut,
then click on the Advanced button.
(See screenshot below)
To Always Run
this Program as an Administrator -
A) Check the Run as administrator
box, and click on OK. (See
Using Compatibility Mode
This will allow you to always have the program
run as an administrator when you open it
1. Right click
on the program shortcut or program .exe
file, then click on Properties, and
tab. (See screenshots below)
NOTE: If you
are doing this while logged on as a
standard user instead of an
administrator, then you will need to also
click on the Change settings for all
users button and type in the
Buttons do not display at the bottom of the
window when editing ie next, save etc.
Change zoom settings.
Control- to reduce or control +.
Might need to go back to the working time screen
and change zoom, then go back to edit.
imperative that companies follow the procedures below to prevent
Times recoded on clock cards and worksheets must be the same as those
recorded on driver cards and analogue charts.
MUST check all downloaded digital data from driver cards and vehicle
units regularly and you must keep records of these checks and any
anomalies found and edited.
MUST give proper training to drivers who repeatedly breach the
regulations and you must keep records of this training.
MUST have a discipline procedure in place for drivers who continue to
breach the legislation.
HIGH PROFILE COURT CASES HAVE RESULTED IN FINES TOTALLING ALMOST £100,000
FOR ONE HAULIER AND PRISON SENTENCES FOR DRIVERS
recording times shown on worksheets/clock cards on driverís cards/charts.
keep worksheets and/or clock cards and you do not record all of the duty
recorded on these on driver cards and charts you will commit an offence -
why. Because Regulation 3821/85 requires drivers to record duty when not
in vehicles as follows, which does not included worksheets or
using manual input when required to do so is a Very Serious
Infringement (VSI), under the COMMISSION DIRECTIVE 2009/5/EC of
30 January 2009 amending Annex III to Directive 2006/22/EC of the European
Parliament and of the Council on minimum conditions for the implementation
of Council Regulations (EEC) Nos 3820/85 and 3821/85 concerning social
legislation relating to road transport activities.
Initial Driver Training
the last few months there has been a number of cases leading to Police and
VOSA prosecutions involving shortcomings in drivers' knowledge of the
advice is that on recruitment all new driver employees should undergo some
kind of detailed checking procedure before they carry out journeys for the
operator - during their initial weeks and months particular regard must be
had to analysing their charts and digital data to identify any problems
which will in all likelihood be capable of being addressed through simple
Drivers Initial training
Carrying Driver cards
driver has been fined £200 for not carrying their driver card when driving
an analogue vehicle. Remember, you need to be able to produce your driver
card when stopped by an authorised office EVEN WHEN DRIVING AN ANALOGUE
VEHICLE, unless the card is lost, stolen or malfunctioning.
Recently drivers have been receiving new driver cards and they have found
that their old card will not work and neither will their new one, because
they have not reached the start date on the new card.
these circumstances, drivers should keep a printout until the new card
starts, in line with the requirements when keeping printouts.
(EEC) No 3821/85 of 20 December 1985 on
recording equipment in road transport.
When as a result of being away from the vehicle,
a driver is unable to use the equipment fitted
to the vehicle, the periods of time referred to
in paragraph 3, second indent (b), (c) and (d)
(a) if the vehicle is fitted with recording
equipment in conformity with Annex I,
entered on the record sheet, either manually, by
automatic recording or other means, legibly and
without dirtying the sheet; or
(b) if the vehicle is fitted with recording
equipment in conformity with Annex IB,
be entered onto the driver card using the manual
entry facility provided in the recording
(b), (c) and (d) above refer to crossed hammers, box
and rest. THESE DUTIES HAVE TO BE RECORDED MANUALLY
ON THE DRIVER CARD OR ON AN ANALOGUE CHART.
Recording the times on a worksheet, clock card or
any other device will not suffice and that is why
you will risk prosecution if you think that because
you record duty on worksheets, but not as outlined
above, you are complying with the legislation.
your digital data
If you don't
check your digital data you will be prosecuted - no
doubt about it. Either you must check it or we
need to. See below.
REGULATION (EC) No
561/2006 OF THE EUROPEAN PARLIAMENT AND OF THE
COUNCIL of 15 March 2006
on the harmonisation of
certain social legislation relating to road
transport and amending Council Regulations (EEC) No
3821/85 and (EC) No 2135/98 and repealing Council
Regulation (EEC) No 3820/85,
LIABILITY OF TRANSPORT UNDERTAKINGS
1. A transport undertaking shall not
give drivers it employs or who are put at its
disposal any payment, even in the form of a bonus or
wage supplement, related to distances travelled
and/or the amount of goods carried if that payment
is of such a kind as to endanger road safety and/or
encourages infringement of this Regulation.
transport undertaking shall organise the work of
drivers referred to in paragraph 1 in such a way
that the drivers are able to comply with Regulation
(EEC) No 3821/85
and Chapter II of this
The transport undertaking shall
properly instruct the driver and shall make regular
checks to ensure that Regulation (EEC) No 3821/85
and Chapter II of this Regulation are complied with.
3. A transport undertaking shall be liable for
infringements committed by drivers of the
undertaking, even if the infringement was committed
on the territory of another Member State or a third
country. Without prejudice to the right of Member
States to hold transport undertakings fully liable,
Member States may make this liability conditional on
the undertaking's infringement of paragraphs 1 and
2. Member States may consider any evidence that the
transport undertaking cannot reasonably be held
responsible for the infringement committed.
You will be prosecuted
We have been warning companies
for years that they need to have the correct systems in place
otherwise they will be prosecuted and now it's happened.
If you keep paper records,
i.e. worksheets, clock cards etc and the times recorded on those sheets do
not correspond to the times recorded on driver cards/
analogue tachograph charts -
You will be prosecuted
If data downloaded from
driver cards and vehicle units is not checked, edited and
assigned where necessary -
You will be prosecuted
you do not have a system in place proving that you give
training to drivers who breach the regulations -
You will be prosecuted
you do not have a discipline system in place for persistent
You will be prosecuted
If you do not have systems in
place regarding the above the Enforcement Agencies will have no
problem proving that you have permitted drivers to commit
offences and they have done just that!
If you are one of our many
clients who use our
Tachograph Data Management Service,
you have nothing to
IF YOU ARE FOUND GUILTY OF
THESE TYPES OF OFFENCES YOU HAVE TO REPORT THE DETAILS TO THE
TRAFFIC COMMISSIONERS, WHO CAN IMPOSE ADDITIONAL PENALTIES AT A
PUBLIC HEARING AND YOU MAY ALSO GET A VISIT FROM VOSA
ENFORCEMENT OFFICERS, TO CHECK THE WHOLE OF YOUR OPERATION.
Don't stick your head in the sand
and wait until it is too late, call us on 01785 850999, so that
we can make sure that you will not be caught out.
PLEASE VISIT OUR
I am having difficulties printing off driver
reports. I get the message Ďscheduling is not possible
because Email ID is not available at account levelí Can
you offer me some assistance please
R. After you
have generated the reports, instead of printing try the
export facility. Select PDF as the file type and then
click on the word export. You can the open or save the
file in pdf format and then print out the reports.
have a problem that I can't seem to resolve. Our
driver was on holiday on 23rd & 24th March but the
report for March shows infringements on the 24th:
"Insufficient daily rest" & "WTD - failure to take a
I've tried deleting the days activities and re-entering
but still get the infringement.
Can you please advise.
R. Login and
go to Settings>Infringement and make sure that the
following are ticked.
If you use worksheets, clock
cards or any other method to record drivers working time as well
as his driver card, drivers have to make manual entries when the
insert their card. If they do not they could be guilty of
making a false record.
They should record EDR SDR on the
front of their cards to record duty not recorded by the
You must put holidays, sickness,
driving vans pickups etc into your account (where applicable).
If you are still using paper
records for your WTD records you have to ask yourself why are
you still wasting time on this antiquated, flawed system, when
you can get accurate reports from your account, at the press of
You or we must check and edit
your digital data. Far too many are not doing this which
means that your reports may not be accurate and VOSA may find
completely different results when they enter all of the data
required by law.
Deleting drivers & vehicles.
Would clients please delete old drivers and vehicles, from both
their main sites and site B. You can make multiple
selections to do this so it will not take long to do.
It is simple to do go to
archive management>company data. Select the site and then
driver or vehicles. Put a tick in the box for drivers you wish
to delete and press delete.
If a driver or vehicle that you
have selected has downloads associated with them, un-tick the
box so that they are not deleted.
Checking Overspeeds - Digital Vehicles
Go to Archive Management>Legal Archive>Vehicles,
select the vehicle registration number that you wish to view.
Click on the last download ( date with image of key in square)
and Click open - bottom right hand side of page.
You can then click on Overspeed Control Data for
a list of overspeeds or you can click on Days and then select
the day you wish to view and then click on Speed Graph.
To view in detail move the mouse pointer to the
beginning of the area you wish to view in detail, hold down the
left hand mouse button and move the pointer to the end of the
area you wish to view. Release the button and the area
will be brought up in detail for you to view.
Seriousness of different types of Drivers Hours Offences.
Under Settings>Infringement there is a selection, EC
Council Regulation No. 561/2006 with Directive 2009-5.
This Directive relates to how the authorities should
view the seriousness of the various types of Drivers
Hours offences. These are outlined in the
There are a number of Very
Serious Infringements, one of which is
of switch mechanism - Mode Offence.
So you'd better watch out if you are selecting break
or POA when you are working.
Another example of a VSI is:
Falsify, suppress, destroy data
recorded on record sheets, stored in the recording
equipment or on the driver card or print-outs from the
Which is something you all commit when you answer
'Yes' when asked by a digital tachograph, is this your
start or finish time and you answer 'yes', knowing that
COMMISSION DIRECTIVE 2009/5/EC
of 30 January 2009 amending Annex III to Directive
2006/22/EC of the European Parliament and of the Council
on minimum conditions for the
implementation of Council Regulations (EEC) Nos 3820/85
and 3821/85 concerning social legislation relating to
road transport activities
You can view this directive and the severity of the
Red and white question marks - vehicle downloads.
The different colours do not refer to the
severity of the journey without a card.
The red question mark means that there are no
other journeys for that day and the white one means that there
are other journeys on that day.
Checking Digital data following downloads
You must check and edit the data yourselves or have us do
it for you.
Call us on 01785 85099 for details.
Driving digital and analogue vehicles - same day
If a driver moves from a digital vehicle to an analogue vehicle
and leaves his chart in the digital vehicle, whilst he is
driving the analogue vehicle and then returns to the digital
vehicle, the digital data cannot be edited to enable the
analogue chart to be added.
If drivers move vehicles they should remove their drivers card.
your chart or digital driver card download does not show work at the beginning,
where you should be checking your vehicle, then you could face
problems if VOSA check your charts or downloads.
Also if you have clock cards or work sheets, which record duty
time which is not recorded on your drivers card, if you click
'YES' when asked if it is your start or finish time when
inserting your card at the beginning of the day, then you will
commit and offence, which could be construed as a false record.
If you have work sheets or clock cards that start or finish
before or after you remove your drivers card, or you are paid
for set start and finish times, which are outside the times
recorded on your card, then you must select 'NO' when asked and
make a manual entry which corresponds with your start and finish
Drive/Rest only on charts
If you drivers are working and only recording drive and rest on
their charts they will face prosecution and so will you.
The days of fiddling working time by recording rest when working
Drivers need to set their tachograph to work when they start and
only change the mode to rest when taking a break or occasionally
to box for periods of availability, if they can be justified.
We will no longer waste time sending reminder
Statements will be sent, where invoices are
If payment is not received a final request will
be sent and if payment or contact with us is still not made, the
account will be closed and will only be re-opened when payment
of outstanding invoices is made in full.
There will also be a £15.00 charge to re-instate
Download key turns Red
This could be due to the fact that the key
software needs updating or the key is full.
Visit the following link for information
Same Driver with two names
Where a driver card is downloaded without checking the
listing of that name in an account will result in clients having the
same driver listed twice, for example without a middle name and with a
To merge the data go to Archive Management>Company
Data>Drivers. Select the drivers name which has the digital data
(normally the full name, including a middle name) This will bring
up a screen which will have 'driver card' at the bottom.
Click on the image of the driver card, alongside
the driver number which brings up a screen that will allow you
to assign that card to the 2nd drivers name that you have in
your account, which is normally the old name put on when
analysing analogue charts.
You can then
delete off the
which no longer
events, such as
need to start
the event at
00:00 hrs on the
first day to
00:00 hrs on the
next day after
where a driver
has the 4th to
5th of January
as a Personal
the start as
00:00 4th of
January to 00:00
6th of January.
Change of Invoicing
Until recently we have shown running
totals of the analysis of charts and digital data.
This has involved the taking of end
of month totals for all of our accounts.
Continental now provide us with a
chart and archive breakdown for all accounts each month and we
shall simply use these totals for invoicing which will save us a
great deal of time having to check each account every month.
It will mean, however that there
will be no running total, simply the number of analogue charts,
digital charts and archives added, as provide by Continental.
Drivers must enter their full
Christian name and locations, not not abbreviations.
If we indicate centrefield offences
they can be corrected by altering the entry on the charts.
E 04 Driving without
an appropriate card.
If you see this fault on the driver
letter, it is usually due to the driver card being faulty.
Driving vehicles not covered by
the regulations i.e pickup, van etc.
A driver shall record as other work
any time spent driving a vehicle used for commercial operations
not falling within the scope of this Regulation, and shall
record any periods of availability, as defined in Article
15(3)(c) of Regulation (EEC) No 3821/85,
since his last daily
or weekly rest period. This record shall be entered either
manually on a record sheet, a printout or by use of manual input
facilities on recording equipment.
You cannot simply write 'driving
pickup' on a chart. You have to record the duty as Other
Work or POA as defined above.
Downloading driver cards
You must download all drivers cards
with 28 days of the previous download , even if the driver has
not used the card in your employ.
He/She could have used the card to
drive for another employer.
Data is stored on the system for 13 months.
If you are using the software to
store and calculate your working time records you should print
off RTD and Driver Activity Protocol reports which should be
stored for 2 years after your period (i.e if you are using a 26
week period reports should be stored for 30 months, 17 weeks for
It is the responsibility of the client to inform
us of any change of password. We are finding that clients
change their password and then forget what they have changed it
Where we are required to have the password reset
in these circumstances a charge will be imposed.
Although we will provide help with
initial set-up we will not provide free in depth training over the
telephone in the use of the download equipment and software.
In the past certain clients have wasted a great deal of our time
explaining things that can be found in our
Section and Client Updates.
Telephone help in these circumstances
will be charged at £1.50 per hour or you may wish to book a
We cannot be expected to provide free
tuition on the legislation and the operation of the software in
relation to this. Where there is a genuine discrepancy we will
take all steps to rectify this. If you do not understand how
to use the software or the legislation, which we accept is very
complicated, then you should arrange a
Where we are required to examine data
that is correct and due to a clients mis-understanding of the
regulations then we will implement a charge for the time involved.
Far to many drivers are not using
the correct mode. We do not know what a drivers activities
are and can only accept what is on the chart.
You must properly instruct the
driver on the use of the mode switch.
Basically it is:
Crossed Hammers - Working
Box - Passive work - awaiting
to be called to restart working where you are not free to
dispose of your own time.
Bed - Breaks and Rest.
You can no longer use Box to record
anything other than driving, break or rest.
Far too many drivers are not using
Error message when logging in
If you see the following error message when you login
you have typed something wrong in one or more of the boxes. If you
do this 3 times you will be locked out of your account, on the computer
that you are using, for 30 minutes.
If you see this message when you first login clear all
of the data out of the three boxes and re-enter it.
There is a download key software update which can be
found on the following link.
The Working Time Directive
- procedures and record keeping.
You will need to follow
simple procedures to enable you to conform to the WTD, using this
system only. Without the need to keep reams of paperwork, for 2
years or more.
Problems during program start may occur when using the
Internet Explorer 7. When the program is started the following error
massage is displayed even when the original CD is being used.
Follow the link below for the
Downloading Digital driver data
It is imperative that you check all of your
drivers names before downloading digital data into your account, to
ensure that they correspond with the name on their drivers card.
For example if your drivers name is logged
in your account as
Jimmy Jones but his drivers card is registered
in his correct name
James Edward Jones, then you must modify the
existing name before downloading the card/vehicle data.
If you do not, a new drivers name -
Edward Jones will be added to the list which will store the digital
data and analogue data separately.
To modify names
Go to your account.
Click on My Fleet.
Select Driver Maintenance.
Click on the driver that you wish to
modify and click the modify button.
Change the details and press enter and