Operator Licencing

We specialise in providing comprehensive Operator Licensing services that are tailored to meet the specific needs of your business. With our expertise and in-depth knowledge of transport industry regulations, we offer a range of solutions to assist you in obtaining and maintaining your operator licence.

Whether you are a new business in need of consultation and guidance for an application or an existing operator seeking assistance with licence renewal and compliance, our dedicated team is here to support you every step of the way. With our proven track record of success and commitment to excellence, you can trust us to navigate the complex licensing process, ensure compliance, and help you unlock new opportunities for growth and success.

What is Operator Licencing?

Operator Licensing is the application and provision of an Operator's License issued for those involved in the operation of goods vehicles or passenger-carrying vehicles for business or trade. An Operator Licence is required under the regulations of Operator Licencing, through the Office of the Traffic Commissioner (OTC), which oversees and regulates the operation of commercial vehicles in the UK.

Who needs an Operator's Licence?

If you drive goods vehicles weighing more than 3.5 tonnes, you need to have a goods vehicle operator's licence. This also applies to light goods vehicles between 2.5 and 3.5 tonnes which are used to carry goods in the EU.

What is tachograph analysis? All you need to know

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What is tachograph analysis?

Tachograph analysis is the way to measure and monitor how your drivers are performing in their day-to-day driving and work duties. Tachograph analysis provides the transport manager with detailed reports, highlighting areas for attention. By recording speed and distance, the tachograph provides an accurate picture of what a driver has been doing, even whether or not they have broken the law. Since 2006, all vehicles over 3.5 tonnes sold in the UK are required by law to be fitted with a digital tachograph.

Every fleet operator must ensure they have the means to analyse driver data from both the tachograph vehicle unit (VU) and the Driver Card and to manage said data correctly. For information relating to tachographs rules for drivers and operators go here, including exemptions.

There are some old analogue tachographs out there, however, in the post, we’ll be looking at digital tachographs.

How do we collect this data, where do we put it and what do we do with it?

Data is collected via a tachograph Vehicle Unit (VU) and a driver card which is inserted into the VU every time the driver uses the vehicle. The data is then uploaded to tachograph analysis software using a download tool and then, in turn, provided to you via software applications, in written and graph formats. Let’s have a look at all the elements needed to be compliant.

The Tachograph Vehicle Unit (VU)

A tachograph unit (VU) is a radio-sized device fitted on goods and passenger vehicles. The VU head records various types of driver and vehicle data such as journey distance, speed, driving time, working time, and events. Data is stored in the VU internal memory. There are a number of companies out there that manufacture Vehicle Units such as VDO (Siemens), Stoneridge, Intellic and Actia.

To access the VU data, you will need to ‘unlock’ theVU using a company card. Other cards used to unlock data are the control card and the workshop card.

Vehicle Unit data should be downloaded at least 90 )the maximum timeframe) or 28 days, but we recommend more frequent downloads, weekly for drivers and monthly for vehicles as best practice.

The Digital Tachograph 3.0 from VDO

Control Cards

Control cards are used by law enforcement agencies to retrieve data from the tachograph. A control card is able to override any company lock put in place by operators.

Workshop cards

Workshop cards are used by authorised and official tachograph technicians to calibrate, install or repair tachographs.

Company cards

Company cards are used by operators to retrieve data from the tachograph regarding their employees and vehicles. You can also lock information using a company card or authorise third parties, to collect data.

Driver Card

Unlike cards used to ‘unlock’ data from the VU, the driver card collects data. The driver card is a credit card-sized plastic card that contains a microchip. The card stores all relevant driver data required for EU Drivers’ Hours regulations including break and rest times.

The driver card:

Is unique to the individual driver and valid for five years
Can store information for 28 days
Can only be used by its owner, ie. the driver authorised to use it
May be suspended or withdrawn by an enforcement officer if the card has been falsified, if the person using the card is not the legal holder of the card, or if the card has been obtained by false declaration or forged documents
Must be made available to enforcement officers on request.

Download Tool/key/card reader

Download tools are used to collect VU and card data. They come in varying shapes and sizes and offer differing functionality. They all collect data from the vehicle and the driver card. Manufacturers include DigVU, Digidown and Optac. Automatic, remote downloading is also available.

Optac combined download tool

DigiVU+ Digital Tachograph Reader

Digital Tachograph Card Reader

Analysis software

Tachograph software is a web-based tachograph analysis system, where you can instantly analyse data and manage driver and vehicle reports. You generally will only pay for the records that are submitted. This can keep start-up costs down, scales as your business scales, and means that the product is always up-to-date and will never need to be upgraded. I have used quite a few tachograph systems including over the years, for example, Tachomaster, Descartes Smartcompliance, and Tachodisc. I am currently using TDi Disk Check. In my humble opinion, Disc Check is brilliant, very easy to use, intuitive, and is built with end-users in mind. The system is fully accessible from mobile and desktop devices meaning no limits as to when or where data is accessed.

TDI disc-check

Go it alone or use a paid service?

This leads us nicely onto whether you should use the services of someone to assist or to go it alone. This will depend on your operation and how your transport department is managed. I’m an ETM and although my employer and I tightly manage analysis reports, using a tachograph specialist just adds an extra level of security and detail providing peace of mind. I use Logistics Support Services. They really know their stuff, provide an excellent support service, and are both reliable and friendly.

Analysis reports

Once you have collated all your data, (driver and vehicle) and you have uploaded it to your software system, you will then be able to view your analysis reports. The system you use will provide you with a number of reports which can be automated. These should include:

Drivers’ Hours (infringements)
Working Time (infringements)
Driver activity
Vehicles Driven
Missing Mileage
Over Speeding
Events and Faults – E.G driving without an appropriate card
Unknown driver

Most analysis software will have a dashboard to give you an overall view of the analysis and compare how your drivers are performing. From here you can drill down on a report for a more detailed look.

Working Time

Your analysis software will also provide you with a system to manage working time. By using drivers’ hours from the tacho data you can enter statutory holidays and any other work that is carried out not recorded by the drivers’ card.

Debrief

A debrief system is a configurable points-based system that helps you spot repeat infringements and advise on what corrective measures to take. The debrief system also provides a process for the escalation of disciplinary matters. This is a great way to identify and reduce repeat infringements.

As with the dashboard overview, debrief systems are included with most driver analysis software.

Smart tachographs

Vehicles registered for the first time on or after 15 June 2019 now have to be fitted with the new smart tachograph. The aim is to reduce the administrative burden on the transport industry (covering both HGV and PCV) and to eliminate the most serious forms of tampering or offence.

Smart tachographs include GPS for positioning and vehicle tracking, remote enforcement capabilities and the ability to link the units to vehicle telematics.

TachoSYS digiDL for automation

I don’t have any affiliation with TDi Disk Check, I just use Logistics Support Services for their tacho services and think they’re brilliant, so worth a mention. You can reach them here.

TMconsultant provide transport manager help for transport managers. If you would like to know more about any of our services, please don’t hesitate to get in touch. We’re here to share the knowledge!

Call for logistics professionals to come together

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Forward post from DVSA: Call for logistics professionals to come together. The Chartered Institute of Logistics and Transport (CILT)has launched an initiative to bring together logistics and passenger transport operators in urgent need of supply chain resources.

The initiative, backed by the Road Haulage Association (RHA), the Freight Transport Association (FTA) and the Confederation of Passenger Transport (CPT) matches organisations together so that those who have capacity can help those organisations in need, such as the NHS and the grocery retail sector.

your organisation needs urgent support
you’re a driver in need of work
your organisation has capacity to support others in need

Motorway services are open

Motorway and major trunk road services remain open following advice from the government deeming them ‘essential services’.

The government has made it clear that for haulage and delivery drivers, travel is essential and therefore motorway services remain open, and continue to offer takeaway food, toilet and shower services.

How to keep safe

The RHA has published guidance for lorry drivers on how to keep safe when delivering goods, handling documentation and refuelling.

Keep up to date with all official government advice on COVID-19 at GOV.UK.

FORS Silver Help

What is FORS Silver?

What does our service include?

Are there any additional costs?

How long will it take to complete FORS Silver?

What happens if my application is rejected?

How much will the FORS Silver Help service cost?

Why should I use TMconsultant's services?

How do I purchase FORS Silver Help?

FORS Practitioner award

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Congratulations are in order as the FORS Practitioner is awarded to our founder!

Nick’s efforts and dedication in achieving this milestone is certainly worth the recognition, as it enhances his personal development and ours and Link2London’s status within the transport and FORS community. After attending all FORS workshops, Nick has successfully completed the FORS Practitioner programme.

What is FORS Practitioner?

FORS Practitioner is a series of ten workshops covering all aspects of fleet management. Designed to assist transport managers in their busy everyday roles, the workshops provide information needed to boost the performance of a transport operation.

The workshops can also help demonstrate professional development (as outlined in requirement D4 Professional Development of the FORS Standard), and help build your Continuing Professional Development (CPD) hours, as for each workshop equals 2.5 CPD hours. Find out how to claim your CPD hours here.

FORS Practitioner workshops 1 – 10

Workshop 1 – Developing fleet management policy

Workshop 2 – Managing work related road risk

Workshop 3 – Managing driver fitness and health

Workshop 4 – Managing driver training and development

Workshop 5 – Collision procedures and analysis

Workshop 6 – Safe and efficient fleet management

Workshop 7 – Reducing fuel use and minimising environmental impacts

Workshop 8 – Minimising transport fines and charges

Workshop 9 – Measuring and monitoring road fleet performance

Workshop 10 – Managing noise in logistics

TMconsultant offer a pre audit FORS help service. For more information on how we can help you pass your FORS bronze accreditation, just click here!

New HGV roadworthiness legislation on its way

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The government will be introducing new HGV roadworthiness legislation next year. The Department for Transport (DfT) has recently published the response to a consultation, setting out the HGV periodic testing and inspections exemptions which you can read here. It forms part of a wider package of legislation on roadworthiness-related changes, which will come into effect from 20 May 2018.

Who does this apply to?

The big question is, who (and what) does this new legislation apply to? Well, this is aimed at specialised heavy vehicles (which were previously exempt) who will now fall into the scope of annual testing. These vehicles will need to be plated before they are tested.

When will the new legislation take effect?

The DVSA will implement a phased approach for most vehicle types affected, which will extend the date for compliance, under certain circumstances, beyond 20 May 2018 and up to 20 May 2019 at the latest. It’s based on the Vehicle Excise Duty renewal date for the relevant vehicles. This will help to make sure the implementation is carried out in a way that gives industry more flexibility to balance out the testing of their fleet over a longer period.

Which vehicles will now be included?

In total, DVSA estimate there to be around 29,500 vehicles that will be brought into testing. The largest groups of vehicles affected are breakdown vehicles, road construction vehicles and engineering plant.

Top line categories of vehicles to be removed from exemption:

Mobile cranes; Break-down vehicles;
Engineering plant and plant, not being engineering plant, which is movable plant or equipment being a motor vehicle or trailer (not constructed primarily to carry a load) especially designed and constructed for the special purposes of engineering operations;
Trailers being drying or mixing plant designed for the production of asphalt or of bituminous or tarmacadam;
Tower wagons;
Road construction vehicles (but not road rollers and other specialised equipment not based on an HGV chassis);
Electrically propelled motor vehicles registered since 1 March 2015; Tractor units pulling exempt trailers; and
Motor tractors and heavy and light locomotives exempted under sections 185 and 186 (3) of the Road Traffic Act 1988, where these are based on a HGV chassis.

It’s worth noting that showman’s vehicles, many of which are currently exempt from testing as plant or motor tractors, will remain exempt from testing via a new specific exemption

Plating and testing

The focus of the consultation was on the requirement for annual roadworthiness testing. However, heavy vehicles within scope of annual roadworthiness testing are also by default within scope of vehicle plating. This involves DVSA issuing a plating certificate, in advance of a vehicle’s first test, to be attached to the vehicle that denotes the maximum vehicle weight and maximum train weight. This assists with vehicle testing and enforcement. There is no fee to vehicle operators for being plated, but this imposes an administrative cost to DVSA, funded by roadworthiness test fees.

Vehicles becoming subject to testing will join the existing goods vehicle testing regime where DVSA personnel test vehicles at Authorised Testing Facilities (ATFs). Where, due to the unusual design of a particular vehicle, this is not possible, the vehicle testers will satisfy themselves that safety and environmental standards will be maintained. The fees for these tests will be the same as applies to all currently tested HGVs

As with all consultations and new legislation changes they are detailed. So if you fall into any of the above categories it is recommended you read the full document which you can find here. Find out more about the phased approach.

If you need any assistance please don’t hesitate to get in touch, here to share the knowledge!

DVSA earned recognition

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The DVSA have launched their pilot DVSA earned recognition scheme. This can only be a great opportunity for operators and help with road safety!
Forward post from DVSA
DVSA earned recognition: save time and money
We know roadside checks cost you time and money. That’s why we want to make sure we don’t target compliant operators unnecessarily.
DVSA earned recognition for vehicle operators is a new way to prove you meet driver and vehicle standards.
You regularly share performance information with DVSA. In return, your vehicles are less likely to be stopped for inspections.
It’s a voluntary scheme that’s designed to work for operators of all sizes.
Join the pilot
We’re looking for operators with a track record of compliance to join the pilot.
If you join now, we’ll give you more help to get through the process. This level of support won’t be available later, so take advantage of it now.
We’ve published a new guide about how to join the pilot of DVSA earned recognition for vehicle operators. It tells you everything you need to know to get started.
When you successfully complete the pilot
You’ll get automatic entry to the DVSA earned recognition scheme. This will give you the full benefits, such as being:
an exemplary operator, and being able to prove this when you bid for contracts
recognised as a DVSA-approved operator on a list on GOV.UK
less likely to have your vehicles stopped at the roadside for inspections, saving you time and money
less likely to have DVSA enforcement staff visit your premises

DVSA publishes new load securing guide for vehicle operators

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DVSA publishes new load securing guide for vehicle operators. New guidance has been published by the Driver and Vehicle Standards Agency (DVSA) to help vehicle operators transport loads securely. This is a very comprehensive new guide which is easy to read and very useful. It also contains great new DVSA films posted in youtube.

The guide, developed with the transport industry, sets out important information like:

who’s responsible for load securing
the consequences of poor load securing
how DVSA enforces the rules on load securing

It gives practical advice about:

loading on different types of vehicles
carrying different types of loads

The guide includes videos so operators can find out things like:

what DVSA looks for when it stops a vehicle at the roadside
how different load securing systems can be used

The new load securing guide can be used by fleet operators to help meet requirement V6 Safe loading in the FORS standard which states “Fleet operators shall ensure that vehicles are safely loaded and that appropriate load restraints are used.”

To view the full article, please click here

The complete list of links to DVSA publications guides & forms

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The complete list of links to DVSA publications guides & forms

I often get asked about which forms to use and what operator compliance publications the operator and driver should be utilising. So I’ve put together a rather helpful, regularly updated complete list of links to DVSA publications, guides, forms and tools for you. A one stop definitive place to find those all important DVSA publications, guides & forms, operator compliance legislation & other very helpful information.

Last update 24/07/18

Goods Vehicles Operators Guides

The Guide to maintaining roadworthiness 2018
https://www.safedrivingforlife.info/sites/default/files/guide-to-maintaining-roadworthiness.pdf

Guide to Goods Vehicle Operators Licensing 2011 (GV74)
https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/193518/Goods_Vehicle_Operator_Licensing_Guide.pdf

Guide to graduated fixed penalties and financial deposits 2013
https://www.gov.uk/government/publications/guide-to-graduated-fixed-penalties-financial-deposits

GV262-03 Drivers’ Hours and Tachograph’s guide 2015
https://www.gov.uk/government/publications/rules-on-drivers-hours-and-tachographs-goods-vehicles-in-gb

Updates to Drivers’ Hours rules 4^th March 2016
https://www.gov.uk/guidance/drivers-hours-goods-vehicles/updates

Working time regulations for mobile workers 2013
https://www.gov.uk/government/publications/working-time-regulations-for-mobile-workers

Staying legal heavy goods vehicle (HGV) drivers 2011
https://www.gov.uk/government/publications/staying-legal-heavy-goods-vehicle-drivers

Load securing: vehicle operator guidance 2017
https://www.gov.uk/government/publications/load-securing-vehicle-operator-guidance

HGV overloading: the basics 2013
https://www.gov.uk/government/publications/hgv-overloading-the-basics

The safe Operators Guide 2009
http://www.thetransportmanager.co.uk/wp-content/uploads/2015/07/vosa-safe-operators-guide.pdf

Categorisation of Defects 2015
https://www.gov.uk/government/publications/categorisation-of-defects

MOT testing guide (6^th edition) 2004
https://www.gov.uk/government/publications/mot-testing-guide

VOSA Safe Operators Guide
https://tmconsultant.co.uk/wp-content/uploads/2017/03/vosa-safe-operators-guide.pdf

Working time regulations for mobile workers:
www.gov.uk/government/publications/working-time-regulations-for-mobile-workers

The role of the traffic commissioners
www.gov.uk/government/organisations/traffic-commissioners

A guide to representations, objections and complaints
www.gov.uk/government/publications/a-guide-to-making-representations-objections-and-complaints-goods-vehicle-operator-licensing

Senior Traffic Commissioner’s statutory guidance and statutory directions – How traffic commissioners approach the exercise of their statutory functions
https://www.gov.uk/government/collections/senior-traffic-commissioners-statutory-guidance-and-statutory-directions

Operator Compliance Risk Score (OCRS)
www.gov.uk/government/publications/operator-compliance-risk-score-guidance-ocrs-notes

International Road Haulage
www.gov.uk/the-essentials-of-international-road-haulage

Running a fleet of vans
www.gov.uk/government/publications/your-van-best-practice-guide

Towing small trailers guides
www.gov.uk/government/publications/quick-guide-to-towing-small-trailers

https://www.gov.uk/government/publications/towing-a-trailer-with-a-car-or-van

Recovery operations guide
www.gov.uk/government/publications/guide-for-recovery-operations

Horsebox and trailer owners
www.gov.uk/government/publications/guidance-for-horsebox-and-trailer-owners

Driver CPC overview
www.gov.uk/driver-certificate-of-professional-competence-cpc/overview

Driving licence categories
www.gov.uk/driving-licence-categories

Driving licence codes
www.gov.uk/driving-licence-codes

Guide to graduated fixed penalties and financial deposits
www.gov.uk/government/publications/guide-to-graduated-fixed-penalties-financial-deposits

Guide to vehicle immobilisation:
www.gov.uk/government/publications/guide-to-vehicle-immobilisation

Digital drivers cards (DQC)
www.gov.uk/government/publications/digital-drivers-cards-how-to-stay-within-the-law

Enforcement sanctions policy
www.gov.uk/government/publications/enforcement-sanctions-policy

Lorry types and weights:
www.gov.uk/government/publications/guide-to-lorry-types-and-weights

HGV inspection manual (2013 consolidated version)
www.gov.uk/government/publications/consolidated-hgv-inspection-manual-2013

HGV brake test
www.gov.uk/government/publications/preparing-your-heavy-vehicle-for-brake-test

Braking connections when using a trailer:
www.gov.uk/government/publications/understanding-your-braking-connections-when-using-a-trailer

Automatic slack adjusters – maintenance guide
www.gov.uk/government/publications/automatic-slack-adjusters-maintenance-guide

Dangerous and hazardous goods vehicles inspection
www.gov.uk/government/publications/guide-to-the-inspection-of-dangerous-and-hazardous-goods-vehicles

Seat belt installations
www.gov.uk/government/publications/guide-to-changes-to-seat-belt-installations

Maintenance software and computer storage of maintenance records
http://www.gov.uk/government/publications/a-guide-to-the-use-of-maintenance-software-and-computer-storage-of-maintenance-records

Individual Vehicle Approval manuals (IVA)
https://www.gov.uk/vehicle-approval/individual-vehicle-approval-manuals

Individual Vehicle Approval (IVA) for lorries help to get a pass
https://www.gov.uk/government/publications/individual-vehicle-approval-iva-for-lorries-help-to-get-a-pass

Individual Vehicle Approval (IVA) for vans help to get a pass
https://www.gov.uk/government/publications/individual-vehicle-approval-iva-for-vans-help-to-get-a-pass

Categorisation of defects
www.gov.uk/government/publications/categorisation-of-defects

HGV operator licensing forms

All operator licensing applications and changes are carried out now online. See refer to my guide on ‘how to apply for an operators licence’.

Transport Manager Costs

How many hours should an External Transport Manager work?

Below is the statutory guidance as to what might be expected in terms of hours worked by an external transport manager, relative to the maximum number of vehicles authorised for a licence. Remote working is acceptable, however, at least one monthly visit is necessary for an external transport manager to carry out their duties efficiently. For more information regarding the Senior Traffic Commissioner’s revised Statutory Guidance and Directions 3, go here.

Operator Licensing Help

Your trusted partner in navigating the world of operator licensing

How we can help

Restricted Operator Licence Help

Operator Licence Applications

Transport Manager Finder Service

Application & TM Finder Bundle

What is Operator Licencing?

Who needs an Operator's Licence?

What type of Operator Licences are there?

Restricted

Standard National

Standard International

Standard (International) light goods vehicles

What is tachograph analysis?

How do we collect this data, where do we put it and what do we do with it?

The Tachograph Vehicle Unit (VU)

Control Cards

Workshop cards

Company cards

Driver Card

Download Tool/key/card reader

Analysis software

Go it alone or use a paid service?

Analysis reports

Working Time

Debrief

Smart tachographs

Motorway services are open

How to keep safe

FORS Silver Help

The perfect remote FORS help solution to easily gain your FORS Silver accreditation!

What is FORS Practitioner?

FORS Practitioner workshops 1 – 10

Workshop 1 – Developing fleet management policy

Workshop 2 – Managing work related road risk

Workshop 3 – Managing driver fitness and health

Workshop 4 – Managing driver training and development

Workshop 5 – Collision procedures and analysis

Workshop 6 – Safe and efficient fleet management

Workshop 7 – Reducing fuel use and minimising environmental impacts

Workshop 8 – Minimising transport fines and charges

Workshop 9 – Measuring and monitoring road fleet performance

Workshop 10 – Managing noise in logistics

Who does this apply to?

When will the new legislation take effect?

Which vehicles will now be included?

Plating and testing

The complete list of links to DVSA publications guides & forms

Goods Vehicles Operators Guides

HGV operator licensing forms

Other helpful Links

Simple & Transparent Pricing

How can TMconsultant help?

External Transport Manager Finder Service

Connecting Operators with External Transport Managers

How many hours should an External Transport Manager work?