Driving license checks are required by law and are a fixed task in fleet management. In practice, it is often associated with manual effort – especially if drivers are on the road at different locations or the documentation is not centralized.
Digital solutions offer a clear advantage here. A driving license check app makes it possible to carry out the check electronically, automatically and in a legally compliant manner – with minimal effort for everyone involved.
In this article, you can find out which functions a good solution should have, how the app is used for monitoring and what companies should look out for when making a selection.
Contents
Why is the driver's license check mandatory for companies?
Anyone who uses a vehicle for business purposes must be in possession of a valid driving license – this is required by law. Companies that provide their drivers with a company car or pool vehicles are therefore obliged to check driving licenses regularly. This obligation applies regardless of whether the company has a small team or a large fleet.
The driving license check serves as proof that all drivers employed have a valid driving license. If a check is not carried out or not documented correctly, this can lead to considerable legal consequences in the event of damage – including in the context of owner liability. Fines or recourse claims by insurance companies are also possible.
In order for companies to reliably meet their inspection obligations, driving license checks should be carried out regularly, in a legally compliant and traceable manner. A digital solution helps to integrate this process efficiently into everyday fleet operations – regardless of how many drivers are in use.
Challenges with manual driver's license checks
In many companies, driving license checks are still carried out manually – usually with the help of Excel lists, calendar reminders and manual notes. Not only can this quickly become confusing for large fleets, but it can also lead to problems with just a few drivers
Manual driver’s license checks are error-prone, time-consuming and difficult to track. Deadlines can be overlooked, evidence incompletely filed or checks not carried out on time. The workload increases significantly, especially when drivers work at several locations or in the field.
What’s more, incomplete documentation of driving license checks can have consequences under liability law in an emergency. Companies are legally obliged to regularly check the validity of the driver’s license and must be able to prove this in case of doubt.
Those who rely on a manual solution therefore bear an avoidable risk. A digital, automated variant creates significantly more security here and relieves the burden on everyone involved in fleet management.
Driver's license verification
Carry out driver’s license checks in your fleet quickly and flexibly via app.
Driving license check app: how the digital solution works
The entire process can be digitized with a driver’s license check app. Solutions such as liva from Fleethouse offer comprehensive functionality – from automatic reminders to audit-proof documentation. The liva app ensures that checks are carried out regularly, legally compliant and with little manual effort. It is designed in such a way that it can be easily integrated into the daily routine of drivers and fleet managers – regardless of fleet size or location.
Automated processes and reminders
The driver’s license check is digitized and automated with liva. Drivers receive a reminder via push notification in the app or by email and can carry out the check directly via the app. This saves time and ensures that no deadlines are missed. The process remains reliable even with multiple locations or changing drivers.
Legal certainty and documentation
The liva app ensures that every driver’s license check is properly and completely documented. The time, test method and result are recorded automatically. This allows companies to prove at any time that they have fulfilled their legal obligation to carry out checks – an important factor in terms of liability and compliance.
Data protection and GDPR compliance
Clear data protection and data security requirements apply to electronic driving license checks. Liva stores all data in encrypted form, works in compliance with the GDPR and ensures that only authorized persons have access to sensitive information such as driver’s license data or test results.
Advantages of a driver's license check app for fleet managers
Anyone responsible for a vehicle fleet knows that the larger the fleet, the more work is involved in checking driving licenses. Appointments, documentation, proof – all of this has to work reliably on a daily basis. An app like Liva relieves fleet managers of a large part of this work and creates new security in the process.
The most important advantages at a glance:
- Less manual effort: checks are initiated automatically and drivers receive reminders with liva directly on their smartphone. This means that checks are never forgotten – even with changing drivers or multiple locations.
- Central recording of all evidence: Every inspection carried out is fully documented with a time stamp, inspection method and result. The legally compliant filing system is digital and can be accessed at any time.
- More overview and transparency: fleet managers can see at a glance which driving licenses have already been checked and where action is required. The obligation to provide evidence to third parties, for example in the case of legal audits, can also be reliably fulfilled.
- Flexible use throughout the entire company: Whether individual company cars or many pool vehicles are in circulation: the app works regardless of location and relieves the burden on everyone involved.
- Safety for everyone involved: the digital solution ensures that only employees with a valid driver’s license use a vehicle. This protects companies, owners and drivers alike.
Especially in fleets with many vehicles or changing users, the electronic driver’s license check with liva is more than just helpful – it is a real advantage in day-to-day business. It creates reliable structures, reduces the workload in fleet management and ensures that every check is carried out and documented properly.
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Fleethouse makes checking driving licenses in the fleet easier than ever.
What should you look out for when choosing a driver's license check app?
A good driver’s license check app must do more than just store a photo. For it to function reliably in everyday use, it should offer one thing above all: a clear, legally compliant process – simple for drivers, clear for fleet managers.
It is important that the app supports various control methods. These include visual inspections by supervisors or checks using NFC tags. Which method is used depends on the area of application and the internal processes – the decisive factor is that the check is carried out reliably and documented properly.
The app should also remain flexible when vehicles or pool solutions in the fleet change. It must be able to map different user groups and clearly record the relationship to the respective vehicle owner. At the same time, it should be designed in such a way that it can be integrated into everyday life without the need for training – for drivers as well as for all fleet management employees.
Last but not least, legal protection plays a central role. The app should be GDPR-compliant, store the evidence in an audit-proof manner and actively support those responsible in complying with legal obligations.
Those who rely on a well thought-out solution not only save time, but also ensure that all checks in the fleet are structured, reliable and carried out in the interests of the company.
This is exactly what liva does in practice
The solution guides drivers step by step through the inspection process, technically prevents incorrect processes and ensures that every inspection is automatically stored in an audit-proof manner. In doing so, liva supports both visual inspections on site and inspections via app while on the road. It therefore offers maximum flexibility for drivers and fleet managers. It automatically reminds drivers when inspections are due via push notifications in the app and by email, thus noticeably reducing the workload of fleet managers. In the liva overview, managers can see at any time which drivers have been checked, who is due and where action is required. This means that driving license checks are not only carried out digitally, but also reliably implemented operationally – without any additional effort on a day-to-day basis.
Driving license check app compared to manual check
A direct comparison quickly makes it clear why many companies are switching to a digital solution. Manual driver’s license checks mean a lot of effort for fleet managers, are prone to errors and are difficult to document with legal certainty. An app automates key steps and makes everyday work noticeably easier.
Comparison: manual vs. digital driver's license check
| Kriterium | Manuelle Prüfung | Digitale Führerscheinkontrolle App |
|---|---|---|
| Prüfung durchführen | persönlich, mit Sichtkontrolle | digital, z. B. per Smartphone-App |
| Erinnerung an Fristen | manuell per Kalender oder Liste | automatisch durch die App |
| Dokumentation | oft lückenhaft, z. T. auf Papier | revisionssicher, digitale Erfassung |
| Führerschein-Abgleich | vor Ort mit Original | ortsunabhängig mit Bildübertragung |
| Rechtssicherheit | schwer nachweisbar | DSGVO-konform, rechtliche Sicherheit |
| Aufwand für Mitarbeiter | hoch, abhängig von Anwesenheit | minimal, da mobil und flexibel |
| Aufwand für Fuhrparkleiter | hoch, da manuell gepflegt | gering, viele Prozesse laufen automatisch |
The advantages are obvious: an app offers a modern solution that not only simplifies the control process, but also helps to reduce the workload for everyone involved. In a well-organized fleet, it ensures safety, reliability and less administrative work – especially when many drivers or changing vehicles are in use.
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Anne Fuchs
Ciara Lazeta
The most important facts about driving license checks with an app
Efficient & legally compliant: A digital driver's license check simplifies processes and meets all legal requirements.
Relief in everyday life: Automated processes save time and effort for fleet managers and employees.
Digital added value: Fleethouse offers an intuitive app that reminds, documents and integrates seamlessly.
FAQ - Frequently asked questions about driving license checks with the app
Yes, the electronic driver’s license check saves time, reduces administrative work and lowers the risk of errors. Especially for large or decentralized fleets, it provides greater safety and relief – for fleet managers and drivers alike.
The company is responsible – more precisely, the fleet management or an authorized person. The regular inspection must not be delegated to the drivers, but must be actively carried out and documented by the company.
Because they are legally obliged to do so. Anyone who leaves a vehicle to a driver without a valid license risks fines, loss of insurance cover and, in the worst case, criminal prosecution. Regular checks are therefore absolutely essential.
The driver takes a photo of their driver’s license with an app or scans it using a verification device. The data is automatically recorded and checked. The system documents the check in an audit-proof manner and reminds drivers of upcoming deadlines if necessary – without manual follow-up by the fleet manager.
Yes – provided that the solution used meets the requirements of the GDPR. Reputable providers such as Fleethouse rely on encrypted data transmission, role-based access rights and clear logging to ensure that all legal requirements are met.
Basically yes. It is particularly useful for companies with many drivers, changing vehicles or decentralized locations. But smaller fleets also benefit from automated processes, low effort and legally compliant documentation.
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