Managing Driver Expiry Dates

Staying on top of your drivers' licenses and certifications is crucial for legal compliance, safety, and operational efficiency. TransMaS provides a simple way to set and track these expiry dates, ensuring your team is always ready to work.

How to Set Expiry Dates

You can manage all driver-related expiry dates directly within the driver's profile.

1. Navigate to Settings > Drivers under the Scheduling section and open the profile of the driver you wish to update. (Or simply right-click their name on the scheduler and select View Profile.)
2. Go to the Licenses tab. Here you will find fields for common certifications and documents, including:
   • HGV License: Tracks the expiry date, license number, and any points.
   • Digital Tachograph: Tracks the expiry date and the card number.
   • CPC License: Tracks the expiry date.
3. Once relevant details are entered, click Update to save your changes.

You can also have custom license fields added to a driver's profile by contacting your account manager.

Setting and managing your custom dates

TransMaS has built in support for custom expiry dates to fit your operation. While we provide the HGV, Tachograph and CPC as a standard setting, you can add as many dates as you need at any time.

To add and manage your custom dates you can do this from your Company Settings screen by clicking on your Initials at the top right of any screen.

Scrolling down to the Custom Dates section will provide you with a list of existing dates for vehicles, trailers and drivers.

To add a driver date, simply enter a code and label under the Drivers column. Codes must be simple A-Z and no spaces. Drivers dates can also include a reference field, this can be useful in some cases such as passport numbers, ADR class allowances and much more.

Clicking Add will automatically save the date and show the information on your driver profiles.

Clicking The Bin Icon will instantly remove that date from your driver profiles and no longer show that expiry for any drivers who had it populated.

Viewing Driver Expiry Dates

There are several ways to get an overview of your driver expiry dates in TransMaS.

In the Driver List:

For a quick overview of all driver expiry dates, select the option from the dropdown menu at the top of the driver list.

In the Scheduler:

When a driver has an upcoming or overdue expiry date, a red "Dates" warning will appear on their load line in the scheduler. To see details, simply hover over the text.

In Reports:

For a comprehensive view of all driver expiry dates, you can use the built-in reports.

1. Navigate to Reports.
2. Go to the Expiry Reports section.
3. Select the Driver Dates report. This report shows the same information as the Dates view in the driver settings, but for all drivers at once.