User Guide. Licence Link User Guide 02/17 v12 1

Transcription

1 User Guide Licence Link User Guide 02/17 v12 1

2 Contents 1. Set Up Creating a Group Editing Existing Groups Creating a Driver Driver Import Manual Creation Licence Number Validation Managing Drivers Viewing Driver Information Amending Driver Information Driver Append Uploading Images Driver Notes Deleting Drivers Making a Licence Request Automatic Request Real Time Request Emergency Request Responses and Alerts Response Notification Using the Alerts Licence Expiry Scenario Non Photocard Licence Expiry Error Returns Licence Number Not Found Licence Number Found But No Longer Valid Unknown Error Mandate Notification Sending Mandates Resending Mandates Blank Mandate Reporting Export Functions Standard Reports Monthly Reports Viewing Old Reports Standard Reports - Report Definitions Licence Link User Guide 02/17 v12 2

3 11.1 Driver Risk Check Summary Licence Expiry Error Returns Driver Check Active Endorsements Driver Category Category Expiry Driver List Appendix 1 Monthly Risk Report Appendix 2 econsent Appendix 3 CPC/DQC and Tacho Driver Card Checking Appendix 4 Security of Completed Mandates in Transit Licence Link User Guide 02/17 v12 3

4 1. Set Up Before you can use Licence Link, there are some simple set up tasks that need to be completed prior to creating and checking drivers. In order to set the frequency of checks the driver groups need to be created. 1.1 Creating a Group Each Group is associated with an individual driver and forms the frequency and cycle of checks based on the number of active endorsement points. Careful consideration needs to be paid to this set up task as incorrect groups can result in incorrect next check dates. When your account is set up, the system automatically creates a Default Group; this sets the frequency as follows, all drivers will adopt this frequency unless specific groups are set up to match the varied driver roles you have within your fleet. 0 2 Points = Bi Annually 3 5 Points = Bi Annually 6 8 Points = Quarterly 9+ = Monthly Groups can distinguish the type of driver and the vehicle they drive as it is more likely that the role of the driver will form different types of risk. For example, an office based driver may have less risk than a field based driver; there is also non-company car risk to consider such as spouses or casual users. To create a group, click on Manage Groups, simply add a description, and use the drop down menu to select the frequency. Once added click Accept Licence Link User Guide 02/17 v12 4

5 The number of points refers to those points obtained within the last 3 years; they do not include any endorsements that are older than 3 years from the conviction or offence date. 1.2 Editing Existing Groups Either prior to driver creation or even after you have created drivers, the groups can be edited and the frequencies altered. To change a group, single click the required row which will pre load the details so it can be amended. There are two options when amending Groups, either to change the frequencies so they only affect the recalculation of drivers from that point forward by clicking Accept, or by clicking Re-Calc, all next check dates for drivers associated with that Group will be updated based on the new rules. Licence Link User Guide 02/17 v12 5

6 2. Creating a Driver There are two main ways to create drivers via an import, or manually. When you first receive your login details for Licence Link, the recommended method of driver creation is via the import, as you will be creating drivers in bulk. For individual additions, the manual creation will be the quickest method. 2.1 Driver Import The driver import allows for bulk upload of all driver information. This process is most beneficial as the first data conversion of driver information. The only set up require prior to this import is that all groups have been created for all the various driver roles identified in section 1. The import format of driver information is downloadable from the help section in Licence Link and also detailed below. File Type: Comma Separated Values (CSV) Field Name Required Additional Information Forename Y Text Surname Y Text Date of Birth Y DD/MM/YYYY Licence Number Y Please see below as to the correct format of a licence number Gender Y Fixed value of either Male or Female Group Name Y This is the name of the group specified in section 1. This will formulate frequency of the driver. If left blank, the system will apply the Default group. Next Check Date Y DD/MM/YYYY - This is the date the driver will be checked next, subject to the receipt and validation of a signed mandate Address N This is used for automated mandate notifications, and although not required, it is recommended that addresses are provided where possible. See econsent note below. Employee Number N Your reference for a driver to associate with payroll systems. This is available from the driver record and on export reports. See econsent note below. Post Code N See econsent note below. Note: Although not mandatory for the creation of the driver record, for econsent purposes, the Address, Post Code and Employee Number should also be provided if known. On completion of the import, an import log will be created detailing those imported successfully and those that have failed plus a reason. This file is only available after the import therefore it is recommended that it is saved locally before exiting the screen. 2.2 Manual Creation Click on the driver Create option. Complete the required information. Missing non-mandatory driver detail will be provided by the DVLA in the licence response. For econsent purposes and if known, enter an Address, Post Code and Employee Number. Validation is present on the licence number and should be entered as per the on screen instructions, if the licence number is not in a valid format, the driver creation will fail. See section 2.3 In order to create a driver you must allocate a check frequency by choosing a group. See section 1. The system has a default group that you can choose if you only require one set of frequency rules. The next check date will default to 1 day after the creation date. Please note this is a default and can be changed manually during the creation. If you leave the default, you must ensure a signed mandate has been sent to the Licence Link Administration Team for approval before any check can be made. Licence Link User Guide 02/17 v12 6

7 2.3 Licence Number Validation When creating drivers via the manual creation or the import, it is important that the Licence Number is correct. Licence Link validates that the characters entered match those expected based on the published format of a Licence Number from the DVLA. Below is an example of a Licence Number for Sarah Amy Jenkins: Surname Date of Birth Initials Check Digits JENKI SA 9MA Surname Characters 1-5. If the surname is less than five characters the remaining spaces will be made up using the figure 9. (e.g. WEBB9) Date of Birth - Characters The first and last numbers are the year of birth. The second and third numbers are the month of birth. If you re a woman, 5 is added to the second number and the total used as the second digit e.g. if you are born in October the second and third numbers would be 60. The fourth and fifth digits show the day of your birth. Initials Characters The first two initials of your forenames. If you have only one initial then the second will be a 9. Computer check digits Alpha numeric characters determined by the DVLA Licence Link User Guide 02/17 v12 7

8 3. Managing Drivers 3.1 Viewing Driver Information Once a driver is created, their details can be viewed by searching via the Driver Enquiry. To filter your search, use the drop down of available filters and enter the value required: Not much information is available for newly created drivers; the information will be updated on first response from the licence check process. Once checked each driver will have a flag associated, this is to determine risk, the flags range from green to red, low risk to high risk respectively. If a driver has an additional flag of an exclamation mark, the driver is in error, and therefore the flag should not be relied upon until a successful check has been returned. Errors are explained in section Amending Driver Information As the majority of information is provided by the DVLA, amendments of the driver information is limited to Licence Number, Driver Status, Driver Group, Gender, Address and Next Check Date. To amend a record, simply make the change and click the Accept button, the system will confirm the record has been saved. 3.3 Driver Append Driver records can also be updated in bulk via an append process. Within the import drivers section, users can upload a csv in the same format as the import driver file that will update drivers in bulk. The only mandatory field is the Licence Number; all other pieces of information are optional, only the information provided will be updated. If a field is left blank, the field will not be affected by the update. Only drivers that are in a status of ready to process can be updated, and if a group is changed, the frequency will not automatically re calculate the next check date until a new response from the DVLA is received. 3.4 Uploading Images The system allows for multiple images and PDF files to be uploaded in varied formats. To upload an image, browse to the required file, and upload. The system will then require the user to tag the image with an image type. Licence Link User Guide 02/17 v12 8

9 3.5 Driver Notes Driver notes exist on the audit page of the driver record, this allows for users and processes to create notes for future reference. In certain circumstances you may see notes created by Administration ; this is where the Licence Link Administrator feels it necessary to make a note following any manual intervention with the driver record. Notes will only form a record of a request or conversation with the Licence Link Team. 3.6 Deleting Drivers To delete a driver, the driver status must be For Deletion, this can be set on each driver manually, or a simple.csv file can update drivers in a batch, an example can be found in the help section. Once the driver is For Deletion, simply browse to the delete driver section, either select all or individual drivers and click Delete. If there is more than 1 page of results, then the select all needs to be checked on all pages before deleting. Once a driver is in latest request, they cannot be deleted from the system until the response has been received. Please note that once a driver has been deleted, the full record is permanently removed and cannot be retrieved. Licence Link User Guide 02/17 v12 9

10 4. Making a Licence Request 4.1 Automatic Request On creation of the driver, and successful acceptance of the driver mandate, the driver would be ready for a live licence check. The system automatically runs a process that looks for all drivers that are due to be checked that day, or that have a next check date in the past. It will exclude any drivers that are inactive, or have a current error return. (See section 7) 4.2 Real Time Request Access to Driver Data ADD is a real-time checking service. A driver can be checked in real time using the Check Driver button on a driver record. Alternatively an Emergency Request can be added to the next scheduled Automatic Request process. 4.3 Emergency Request If a driver is suspected of obtaining points, or the user wishes to check a driver outside of the normal schedule, they can make an emergency check, to do this, click on the emergency request option from the side menu. Use the search criteria to identify the driver or multiple drivers that you would like to pass for an emergency request. Use the check boxes to select the required driver; you can select more than one driver during this process, or select all using the check box at the top of the column. If you have multiple pages in your results, the select all must be clicked on each page, clicking it once on the first page only selects those visible at that time. Once you are happy that all drivers required have been selected, simply click Accept, and they will all be scheduled to be checked. The response will then re calculate the next check date under the normal frequency rules set against the driver. Licence Link User Guide 02/17 v12 10

11 5. Responses and Alerts 5.1 Response Notification Upon receipt of a response, the system will the branch contact to advise a response has been received and that changes have been identified. 5.2 Using the Alerts When logging into the system, the main page the user is directed to is the Alerts page, this details changes that have been identified, and alerts you may wish to be informed about from the response. There is also a summary of information regarding previous months checks, credits, active drivers, and a driver risk summary, this allows for quick analysis of risk and system usage. Critical Licence Changes This shows critical changes such as disqualifications or shows licences that are not full, for example it will flag provisional drivers or drivers with expired licences. Licence Type Change - Descriptions E Disqualified until Test Passed / Disqualified until Extended Test Passed / Revoked until Test Past G Expired Full / Expired Substantive C and D Expired Vocational Categories P Expired Provisional Licence Expiry This shows licences that are due to expire or have expired, it may be a photo card licence if the driver owns one, or the main licence date if not. Driver Risk This report is a quick snapshot of your driver risk and the total endorsements received in the last 3 years, it details those drivers with 1-2, 3-5, 6-8 and 9+. Error Returns See section 7, errors occur when the response details cannot be returned, this alert flags the error and the required action Mandate Alerts This shows all drivers where their mandate has less than 1 month before expiry. Drivers without a valid mandate cannot be checked. Automatic renewal mandates can be sent, see section 8 Last Checked Drivers This details the drivers that were checked in the previous request, this is overwritten every time a new check is processed. Licence Link User Guide 02/17 v12 11

12 6. Licence Expiry A routine exists in Licence Link to effectively manage drivers with expired licences or disqualifications by scheduling the next check date to coincide with the licence expiry date or disqualification date to reduce the risk of unnecessary driver fines. (For the remainder of this example, where expiry date is referred to, this applies similarly to the disqualification date) On receipt of a licence response from the DVLA, the system will calculate whether the licence expires before the group frequency calculation for the next check date. If no, the system will apply the Standard Interval. If yes, the system will then establish whether the licence expiry date is in the past based on today s date, if no, the system will apply the Customer Licence Tolerance (defaulted to 7 days, please speak to your account manager to discuss different tolerance days) to the expiry date to calculate the Next Check Date. If the licence expiry date is in the past, the system will apply the Customer Licence Tolerance to the Last Check Date. By applying the Customer Licence Tolerance to the Last Check Date when the licence is in the past, the system will calculate a rolling 7 day check until the response from the DVLA has a new Licence Expiry date Scenario Driver is checked on 01/01/2010 Normal Interval set to Annual Licence Expiry 01/05/2010 Expiry Tolerance (this is the interval used to calculate the next check date for expired licences (it is defaulted to 7 days)) On receipt of the response the system will work out that the expiry date is less than the calculated next check date (based on the annual interval); therefore apply the expiry tolerance to the expiry date, e.g. setting the next check date to 08/05/2010. When the driver is checked again on 08/05/2010 (assume the licence is still expired on 01/05/2010 according to DVLA records), the system will again work out whether the expiry date is less than the calculated next check date (again based on the annual interval), in addition, it will look to see if the expiry date is in the past based on today s date, if it is, then rather than apply the expiry tolerance to the expiry date, it applies it to the last check date, which in this example is 08/05/2010, hence it will set the next check date to 14/05/2010, it will continue to do that until a the licence has been renewed and the expiry date updated. 6.1 Non Photocard Licence Expiry If the expired licence related to a non photocard, then the DVLA will send a changed Licence Type, which will indicate that it has expired. This will place that driver in the Critical Alert, therefore, the procedure relates to both photocard AND standard Licence Expiry Licence Link User Guide 02/17 v12 12

13 7. Error Returns Some drivers may be returned following a request with an error, there are 3 types of error: 7.1 Licence Number Not Found In the event of an error being returned where the licence number has not been found, an alert will detail the driver and the action required. In this scenario you as the user must correct the licence number as it cannot be matched by the DVLA. The user must browse to the driver record and change the licence number and Accept. These processes will re set the account and remove the mandate valid to date, this is because in the case of an incorrect licence number, a new mandate is required before another check can take place. Changes to the licence number will automatically generate an audit note detailing the date, user and the change made. Each check made on an incorrect licence number is charged at the normal rate 7.2 Licence Number Found But No Longer Valid This is again a circumstance where the licence number is not valid, it may be that the licence number has changed, and the request has been made on the old number. Again, the user must browse to the driver record and change the licence number and Accept, this will re set the account and remove the mandate valid to date, this is because in the case of an incorrect licence number, a new mandate or econsent is required before another check can take place. Each check made on an incorrect licence number is charged at the normal rate 7.3 Unknown Error When a licence is recognised, however the automatic process cannot return the licence details, the DVLA flag this in the error returns alert. The Licence Link Administration Team will manually request the information direct from the DVLA, however as this is a manual check it will take longer for the results to appear. In this scenario the error alert will display DVLA Response Pending. There are occasions where the DVLA will ask the Licence Link Administration Team to confirm the address details of the driver, the request cannot be completed until confirmation has been received. Note: Access to Driver Data ADD is a real-time service and not a batch process. However, submissions can still be multiple check requests. Real time checks or file submission checks will be returned as errors flagged as Error 400 or Error 401. Driver Licence Alert Description Error Type Error Code Incorrect Licence Number Error 400 Licence Number No Longer Valid Error 400 DVLA Response Pending Error 401 Licence Link User Guide 02/17 v12 13

14 8. Mandate Notification Mandates form the authority for a third party to request and receive driver licence information on behalf of a driver s employer. The mandate, once signed is valid for 3 years; at that point, unless a mandate is resigned information cannot be requested. Licence Link has reduced the administration burden for all customers by allowing for simple distribution of mandates directly to drivers. The mandate notification process works for new mandates, i.e. drivers that are new on Licence Link and have not yet signed a mandate, or those reaching the 3 year expiry date. (A new mandate is required, for each licence checking service provider) It is necessary for all drivers that you wish to send mandates automatically to have addresses on their driver record. Please see the data append section 3.3 to add addresses to existing drivers. Note: If the buttons are not available on your system to send mandates, please contact your Account Manager who can arrange to switch this feature on for you. For econsent see section 14 - Appendix 2 econsent 8.1 Sending Mandates The notification process is generated from the mandate alert, to access this area, go to the alerts page and click on Mandate Alerts, if there are no alerts, all drivers have valid mandates. If you drill into the alert by clicking on the link, you will be presented with all new drivers without mandates and existing drivers that have mandates due to expire. If a driver address is not available, a single mandate is sent to the branch contact to forward on. To send the mandates, click the New Mandate or the Renewal button. This will add a status to the report of Sent or if a driver address is not available Sent to Branch (this will temporarily be pending whilst the is queued). It will also populate the Sent Date and Resend Date (date sent plus 30 days). For those mandates sent to the branch contact, the drivers that require mandates are those with a status of Sent to Branch and a Sent Date equal to the date the process was run. If a mandate is not returned within 30 days, it will automatically be re sent as part of the send process. Once the mandate has been returned and validated, the alert will disappear. Note: Selecting the buttons New Mandate or Renewal will send to ALL in the list. The individual check boxes only relate to the Resend Mandate button. 8.2 Resending Mandates In some circumstances, it may be necessary to resend a mandate sooner than the 30 day turnaround. To do this click the check box next to the driver or drivers you wish to resend to and then click the Resend Mandate button. Licence Link User Guide 02/17 v12 14

15 8.3 Blank Mandate To generate a single blank mandate, click the Mandate Form button from the side menu, this will require a destination . Licence Link User Guide 02/17 v12 15

16 9. Reporting 9.1 Export Functions For existing users of CFC Solutions Fleet Management or Contract Manager System, an export function is available that will feed directly into the driver records on your relevant system. Before this can be run an additional module is required therefore please contact your Account Manager who will be happy to assist. 9.2 Standard Reports The system has a current suite of standard reports; these are accessed from the Reports Side menu. In order to view the reports, the user must select the relevant report by clicking on the appropriate link. The report is automatically generated based on system default values in the filters, however these can be changed to filter as required: Once the data has been reviewed on the screen, to export the data simply click export, to generate the csv (Comma Separated Value). csv s can be viewed in many applications, Microsoft Excel, Microsoft Access, Microsoft SQL Server etc, all these applications offering various ways to further manipulate the data. Once the user has clicked export, a dialog is shown asking to Export or Cancel; if the user cancels, the report export will not be generated. Licence Link User Guide 02/17 v12 16

17 Clicking on export will begin the export procedure, once completed another pop up will be displayed, this will vary depending on the internet browser you are using. Licence Link has been optimised to work with Internet Explorer. To view the report click open, this will open the report in the designated default application for viewing csv files, in most cases this will be Microsoft Excel, in other cases it maybe notepad. Saving the file will enable the user to open in their choice of application. Once the user has opened their report, the user must then cancel the export dialog in Licence Link, or reexport if required. Please note, depending on the level of data being exported, the time it takes to generate the report will differ. As the data contained within the reports is very sensitive, once downloaded, you become the data controller for Data Protection purposes. Please ensure you adhere to the correct policies according to the law and your own internal processes. Licence Link User Guide 02/17 v12 17

18 10. Monthly Reports Licence Link now sends a monthly risk report to each Branch contact by . The report will give a snapshot of the current position of your driver fleet. The report shows the number of checks conducted in that month, and the success of those checks. It also replicates the Alerts Page, giving you the high level driver risk categories, including an endorsement point breakdown. The system also notifies users of the estimated checks for the month following the reporting period and the credits remaining. Reports are sent by with a.pdf attachment. If you cannot read open the report, you may not have Adode Acrobat Reader. This can be downloaded for free from - If you do not wish to receive these s, please contact your account manager. Please see appendix 1 for an example report Viewing Old Reports Users can review sent reports from the system, by viewing the tab next to the branch details option. Licence Link User Guide 02/17 v12 18

19 11. Standard Reports - Report Definitions Users with company access levels will be able to complete the same report listing, however can run each report per branch, or create a company level consolidated report which will include all branches Driver Risk This will return ALL drivers regardless of status and their associated groups and points. Selection Criteria: Driver Group (User can either populate or leave blank to print all Groups) Field Listing Driver Group Each driver has an associated group, this will display the group saved against the driver Licence Number From driver record Driver Status For Deletion, Inactive, Active Endorsement Points (Active Points) See Below description of active and information points Endorsement Points (Information Points) See Below description of active and information points Last Check Date From driver record Next Check Date From driver record Active and Information Points Active Active points are points that contribute to the Totting up Scheme. The totting up scheme will disqualify a driver s entitlement to drive if he or she accumulates 12 points in a three year period. Therefore active points are those points that valid within a 3 year period from the today based on the conviction date (if no conviction date is available then it will use the Offence date). Information Each endorsement has a set number of years as to which that endorsement is shown on the drivers licence. In general terms that timescale is 4 years, however in some cases for drink and drugs offences it can be for up to 11 years Check Summary This will show only drivers that are ready to be checked in the future. Selection Criteria: Next Check Date Range (The User cannot enter a date in the past into the Date Range) Default criteria = Today (Today + 3 months) Field Listing Licence Number Driver Group Next Check Date Driver Record Driver Record Driver Record Licence Link User Guide 02/17 v12 19

20 11.3 Licence Expiry This report will show customers all licences that have expired, or due to expire. This is done through a single expiry date parameter, that will return all drivers that have a licence expiry date that is less that the date in the filter. Selection Criteria Expiry Date Defaults = Today + 1 month Field Listing Licence Number Licence Type (populate with Photo Card or Licence) Expiry Date Driver Record See current licence expiry alert function to determine licence type Driver Record 11.4 Error Returns This is to replicate the existing error return alert; this is when the DVLA cannot return the data Selection Criteria None Field Listing Driver Name Licence Number Driver Group Error Type Outstanding Days Driver Record Driver Record Driver Record To replicate the functionality on the error return alert, this reports on the check status, and displays a friendly version of the status Incorrect Licence Number (Error 400) Contact Your Account Manager (Error 401) The number of days since the error was returned 11.5 Driver Check This shows all drivers that have been checked by the system based on the response date from the DVLA. Selection Criteria Response Date (from) Response Date (to) Field Listing Driver Forename Driver Surname Licence Number Response Date Driver Group Driver Record Results are based all responses regardless of type, e.g. all error types. As the results are based on responses, drivers that have a status of in latest request will not appear on the report. Licence Link User Guide 02/17 v12 20

21 11.6 Active Endorsements This report shows all endorsement codes and points by driver. If a driver has more than 1 endorsement they will appear multiple times on the report. There is no selection criteria Field Listing Driver Name Licence Number Endorsement Code Offence Date Conviction Date Expiry Date Information Expiry Date Active Points Code and Description Endorsement Expiry date for totting up, this is 3 years from offence date or Conviction date if different Endorsements are valid for 4 or 11 years; however only contribute to totting up rules for 3 years. This field references endorsements that have not expired within the 4 or 11 years See below for description Active Points Active Active points are points that contribute to the Totting up Scheme. The totting up scheme will disqualify a driver s entitlement to drive if he or she accumulates 12 points in a three year period. Therefore active points are those points that valid within a 3 year period from the today based on the conviction date (if no conviction date is available then it will use the Offence date) Driver Category This report shows, per category code, which drivers are able to driver the selected category, whether restrictions exist and when the entitlement is valid to. Selection Criteria Status Code (full/provisional) Category Code With trailer Field Listing Driver Name Licence Number Status Code Category Code Code Style Information Codes Start Date Expiry Date Full/Provisional NCC = New Category Code / OCC = Old Category Code Restrictions that may apply for the category Category Start Date Category Expiry Date Licence Link User Guide 02/17 v12 21

22 11.8 Category Expiry This report specifically returns drivers that are due for their entitlement to expire for selected category codes based on a selected date range. Selection Criteria Category Expiry Date Range Category Code Code Style Field Listing Driver Name Status Licence Number Category Status Category Description Start Date Expiry Date Driver Status, Active, Inactive, For Deletion Full/Provisional Code and Description Category Start Date Category Expiry Date 11.9 Driver List This report shows all drivers in the system for the selected branch and the current status. No Selection Criteria Field Name Driver Name Address Group Licence Number Status Last Check Date Next Check Date Mandate Valid to All Information is generated from the Driver Record Licence Link User Guide 02/17 v12 22

23 12. Appendix 1 Monthly Risk Report Licence Link User Guide 02/17 v12 23

24 13. Appendix 2 econsent A driver does not have to send in a completed signed mandate form if the following criteria is available from within the driver record and an econsent is given: Licence Number Date of Birth Post Code Employee Number Address An econsent notification can then be sent to the driver by following the process below: Sending Mandates The notification process is generated from the mandate alert, to access this area, go to the Alerts page and click on Mandate Alerts, if there are no outstanding alerts, all drivers have valid mandates. Drill into the alert by clicking on the link, you see Drivers without current mandates or whose mandates are due to expire. If a driver s address is not available, this must be added before proceeding with econsent. Without an address a single mandate is sent to the Branch Contact to forward on. To send the mandates, click the New Mandate or the Renewal button. This will add a status to the report of Sent or if a driver address is not available Sent to Branch (this will temporarily be Pending econsent whilst the is queued). It will also populate the Sent Date and Resend Date (date sent plus 30 days). Note: For those mandates sent to the branch contact, the drivers that require mandates are those with a status of Sent to Branch and a Sent Date equal to the date the process was run. If a mandate is not returned within 30 days, it will automatically be re sent. Once the mandate has been returned and validated, the alert will disappear. Licence Link User Guide 02/17 v12 24

25 Individual econsent Within Driver Enquiry select the required driver record; this will display the Send econsent button. Once submitted a log of the request can be found within econsent Audit The Driver will receive an ed form in which to verify their details or decline consent. Note: The ed econsent request will expire in 30 days if consent isn t ascertained from the Driver. Licence Link User Guide 02/17 v12 25

26 Licence Link User Guide 02/17 v12 26

27 14. Appendix 3 CPC/DQC and Tacho Driver Card Checking When a Licence Check is done, additional expiry details can be obtained for the Certificate of Professional Competence (CPC) Driver Qualification Card (DQC) card and Tachograph Driver Card. For this service the driver will need to give consent either through a mandate or econsent. Driver Mandate The mandate form has now includes tick boxes for the driver to give consent to CPC and Tacho checks where appropriate to do so. Driver econsent As with the mandate form when a driver receives an econsent the driver can choose to allow checking of CPC and Tacho card details along with the Licence check. The CPC and the Tacho Card box needs only to be ticked if applicable to the driver. Driver Enquiry When selecting a driver the Driver Details tab will show the CPC and Tacho check boxes in the Mandate Details section. Licence Link User Guide 02/17 v12 27

28 CPC and Tacho Card Expiry The CPC/DQC and Tacho Driver Card checks will provide the card Valid From and Valid To dates. Effectively the Valid To dates are the Expiry Dates for these cards. On the CPC & Tacho tab the resulting return from a licence check will include the CPC and Tacho details if the driver has given consent. Licence Link User Guide 02/17 v12 28

29 15. Appendix 4 Security of Completed Mandates in Transit IMPORTANT: information contained in driver mandates is personal information that falls within the scope of the Data Protection Act When copies of completed mandates are sent to Pinewood Technologies PLC t/a CFC Solutions, the following security measures must be observed: Post recorded delivery mail is recommended, to confirm dispatch and receipt Fax fax transmissions are acceptably secure, however you should contact us by telephone before transmitting, so that we able to receive promptly Media (CD, DVD, USB memory) information stored on media is not secure unless encrypted. We do not advise that you use this method. is not secure and we do not advise that you use this method of transmission, even for single mandates. FTP File Transfer Protocol is not secure unless encrypted. If you wish to use Secure FTP to upload mandates, please contact our Support Team Please note: any information transmitted by a method advised to be insecure, is sent at the users own risk. Licence Link User Guide 02/17 v12 29