What seems straightforward on paper quickly becomes an organizational challenge in everyday life: regular and legally compliant driver’s license checks for a large, decentralized driver structure. Especially when vehicles are only used sporadically, the coordination effort increases considerably – and with it the risk of incomplete documentation.
This practical report shows how Lufthansa Technik Logistik Services has solved this challenge structurally and created a sustainable, audit-proof solution with Carano’s electronic driver’s license control.
Contents
676 drivers, 63 vehicles, 8 locations
What happens when 676 drivers at eight locations have access to 63 vehicles – many of them only sporadically?
Checking driver’s licenses quickly becomes an organizational challenge in such structures. Some drivers use a vehicle every day, others perhaps only once a year. Nevertheless, every check must be carried out regularly and fully documented.
For Lufthansa Technik Logistik Services, it was clear that the legally required driver’s license check should not pose an administrative risk. At the same time, the effort for drivers, managers and fleet management should be noticeably reduced.
The way there was an electronic driver’s license check, not as a standard solution, but as a structurally well thought-out system.
When manual driver's license checks reach their limits
Before the introduction of the electronic driver’s license check, Lufthansa Technik Logistik Services worked with classic, manual processes.
The driver’s license was checked in person on site. The driver presented the original driver’s license and a manager checked its authenticity and validity. The check was then documented on an Excel template, printed out and signed.
What appears practicable at first glance became increasingly problematic in everyday life:
- Lack of overview of upcoming appointments
- illegible entries
- incomplete archiving
- High coordination effort
- No central access to checks carried out
With 676 drivers, this meant regular appointment coordination, tracking, reminders – organized manually.
A structural weakness arose for fleet management. Although driver’s license checks were formally in place, they were not efficiently secured in organizational terms.
Would you also like to organize your driver's license check in a legally compliant and efficient manner?
Find out how Carano’s electronic driver’s license check can be implemented in your company.
Why an electronic driver's license check became structurally necessary
Regardless of how often the vehicles are used, anyone who provides employees with company vehicles must also ensure that they are in possession of a valid driving license.
In the event of a claim, the company must be able to prove that the driver’s license check was carried out regularly. This documentation forms the legal basis for protection against the authorities and insurance companies.
For Lufthansa Technik Logistik Services this meant
- every inspection had to be documented in a traceable manner
- Each review had to be saved in an audit-proof manner
- the audit had to be organized uniformly across all locations
An electronic driver’s license check was therefore not just a convenience decision, but a structural safeguard in the fleet.
Variable test methods as a decisive difference
In a logistics company with several locations, different driver groups and variable vehicle usage, it must be possible to combine different control methods.
Carano impressed with three test methods:
- Control via smartphone app
- Testing via USB stick at company locations
- Classic visual inspection
These methods can be flexibly combined – depending on the location, organizational structure or special requirements.
The decisive factor was:
Regardless of the method chosen, all driver and driver’s license data is recorded centrally. The electronic driver’s license check runs uniformly in the background, even if it is organized differently on site.
Central data storage instead of list chaos
With the introduction of the electronic driver’s license check via Carano, all processes have been digitalized.
In concrete terms, this means
- Determination of individual inspection intervals
- Automatic reminders to drivers
- Digital recording of every inspection carried out
- Seamless storage of test results
- Immediately retrievable documentation
For the first time, fleet management now has complete transparency regarding the status of each individual driver’s license check.
Fleet managers and fleet managers no longer have to actively keep track of who has been checked and when. The system organizes the regular checks automatically.
Independent checking via app relieves managers
An additional effect:
With the electronic driver’s license check via smartphone app, drivers can check their license themselves. It no longer has to be physically presented to a manager.
This reduces:
- Scheduling
- Service life
- Administrative duplication
- Internal coordination processes
Especially with a fleet of 63 vehicles and a high number of drivers, this is a significant relief.
Driver's license verification
Are all your employees in possession of a valid driver’s license? With Carano’s electronic driver’s license check, drivers conveniently scan their license on the go via smartphone app. All results are fully documented.
Measurable effect: less effort, lower costs
The introduction of the electronic driver’s license check not only led to greater transparency, but also to measurable savings. The administrative effort was significantly reduced. The annual costs for organizing and carrying out driver’s license checks were reduced by around 2,500 euros.
More importantly, the legally compliant documentation is available at all times.
In the event of a claim, it can be proven immediately that the regular inspection was carried out.
What this example means for other companies
The situation at Lufthansa Technik Logistik Services highlights a problem that is often underestimated:
The larger the number of drivers, the more complex the driver’s license check becomes, even if the fleet itself appears manageable.
Company with:
- several locations
- changing drivers
- sporadic vehicle use
- decentralized organization
quickly reach their limits with manual processes. An electronic driver’s licence check creates a stable basis here, not as a digitalization project, but for more liability security in the fleet.
Discover how Carano can also ensure clear structures and secure documentation in your company.
Conclusion: Electronic driver's license control is an organizational structure - not just software
- Organizing driver's license checks for 676 drivers regularly, comprehensibly and across all locations is not a secondary activity. It is a central component of responsible fleet management.
- Lufthansa Technik Logistik Services has not only digitized a process with Carano's electronic driver's license check, but also closed a structural weak point.
- Less administrative work. More transparency. Legal protection. And above all: a reliable basis for every single inspection - regardless of how often a vehicle is used.
Frequently asked questions
Yes, the electronic driver’s license check reduces administrative work, automates appointments and ensures traceable documentation. It is significantly more efficient than a manual check, especially if there are many drivers or several locations.
The electronic driver’s license check is the digital check of drivers’ licenses in the company. The check is documented, stored and managed centrally.
In practice, driving licenses are usually checked every six months. It is crucial that it is carried out regularly and can be proven in the event of a claim.
The basis for this is owner responsibility. Companies must ensure that drivers have a valid driver’s license and check this regularly.
The company or the vehicle owner is responsible. Implementation can be delegated to fleet managers or other responsible persons.
Yes, if the checks are clearly documented and stored in an audit-proof manner. Digital systems such as Carano increase transparency here.
For all companies with several drivers or vehicles. The greater the organizational effort, the more sensible a digital solution is.
Further contributions
Claims management: How to handle damage to your fleet professionally
Fleet safety: How to minimize the risk of accidents
Safety and transparency in the vehicle fleet: why a company car policy is essential
Fleet Management: Basics, Legal Requirements and Tasks
Fleet insurance: cover for your vehicle fleet
The 5 advantages of fleet management software for your company
Fleet management tasks: The 10 most important fleet activities
10 Tips for Successful and Efficient Fleet Management
Mobility Budget Instead of Company Car: Flexible Mobility for Employees
Bicycles in the company: A sustainable alternative for employee mobility
E-mobility in the Company: 5 Important Points of the Fleet Analysis
Driver instruction according to UVV: Download template as PDF
Fuel cards for companies: Efficient management of fuel costs in the fleet
Bicycles in the company: A sustainable alternative for employee mobility
Fleet Management: Modern vehicle management for maximum fleet efficiency
Car Policy: Significance and advantages of a company car policy in the vehicle fleet
Fleet optimization – efficiency and digitalization in modern fleet management
Vehicle management: efficient processes for a modern vehicle fleet
Excel fleet management: a practical start or an outdated concept?
Fleet management: How to manage your fleet successfully
Claims management software: How fleets benefit from digitalization
Sustainable mobility starts with the vehicle fleet: electrification & environmental measures
Owner liability in the fleet: These obligations apply to fleet managers
Fleet management system: Efficient management of modern vehicle fleets
Sustainable fleet management: strategies, processes and control for sustainable companies
