Know Who's Ready to Drive for Work with HR Duo’s Newest Driving Licence Compliance Report

How many of your employees drive as part of their working day? Could you quickly identify whose driving licence is valid, whose insurance is recorded, which licences are approaching expiry and whether employees hold the right licence categories?

For a business with five drivers, that might mean checking a handful of employee records. For an organisation with hundreds of care workers travelling between patients, delivery drivers moving between depots, engineers visiting customer sites or construction teams operating across multiple locations, it becomes a much bigger HR compliance challenge.

That's why HR Duo has launched the new Driving Licence Compliance Report.

Available within HR Duo's reporting module, the Driving Licence Compliance Report brings your workforce's recorded driving licence and insurance information into one central view.

Instead of opening individual employee profiles one at a time managers can quickly see:

• Who has a valid and insured driving licence record
• Which licences expire within the next 30 days
• Which licences have expired
• Which employees are recorded as uninsured
• The licence categories held by each employee
• Where licences were issued
• Insurance verification information
• Who approved the record
• Which employees or teams need attention first

For employers where driving is part of the job, that visibility can make a significant difference.

Driving for Work Creates Another Area of Employer Responsibility

Driving often happens outside the workplace, but that doesn't mean it sits outside workforce risk management.

In Great Britain, the Health and Safety Executive states that employers must manage health and safety risks for workers driving or riding on the road as part of their work. Its guidance applies to company vehicles and grey fleet vehicles, where an employee uses their own vehicle for business purposes.

GOV.UK also states that employers must make sure anyone they employ to drive has the appropriate driving licence and qualifications for the vehicle involved.

In Ireland, the Health and Safety Authority takes a similar position. Employers must manage risks arising when employees drive for work, whether they use an employer-provided vehicle or their own vehicle for eligible work journeys. The HSA reports that just under 23% of road collisions in Ireland are work-related.

The practical problem for employers is keeping that information visible as the workforce changes.

• Licences expire

• Insurance policies renew

• People change roles

• Employees move between sites

• New drivers join

• Different vehicles require different licence categories

A driving licence recorded when somebody joined three years ago tells you very little unless you can easily establish whether the information is still current.

See Driving Licence Compliance Across your Workforce

HR Duo already allows organisations to hold driving licence information against an employee's profile. The new report turns those individual records into a workforce-wide compliance view.

At the top of the report, summary tiles show the number of employees recorded as:

• Valid & insured: Employees whose recorded licence and insurance information is currently valid.

• Expiring within 30 days: Employees whose licence expiry date is approaching and may require action.

• Expired: Employees with a recorded licence that has passed its expiry date.

• Uninsured: Employees whose record does not show valid insurance.

This gives HR and managers an immediate picture of where attention is required without manually working through every employee profile.

Find the Drivers you Need to Review

Not every manager needs access to every driving licence record. HR Duo respects existing driving licence permissions and team structures, so managers only see the employees they are authorised to view.

You can then filter the report by:

• Compliance status
• Location
• Department
• Licence category
• Individual employee

You can also sort by licence expiry date, with the employees approaching expiry surfaced first.

For a Compliance Manager responsible for multiple locations, that changes the task from "Which records do I need to check?" to "Here are the records that need attention.". 

Know What Vehicles an Employee's Licence Covers

A valid licence doesn't automatically mean somebody can drive every type of vehicle required by your organisation. The Driving Licence Compliance Report includes the licence categories held by each employee, covering relevant categories recorded against their licence.

That matters for businesses operating different types of vehicles.

• A transport company may employ drivers across cars, vans and heavier vehicles.

• A care organisation may have employees using cars alongside specialist transport.

• A construction company could have supervisors, field workers and delivery teams driving very different vehicles.

Seeing licence categories alongside expiry and insurance information gives managers more context when reviewing whether an employee's driving records match the work they perform. It doesn't replace any separate vehicle, operator licence, Driver CPC or competency checks that apply to your organisation, but it provides a clearer starting point for managing your employee driving records.

Export Driving Licence Records for Audits and Compliance Reviews

Sometimes you need more than an on-screen report. The Driving Licence Compliance Report can be exported to Excel or CSV, with exports respecting the filters you have already applied.

The downloaded report provides further information including:

• Driving licence number
• Insurance company
• Insurance policy expiry date

This can support:

• Internal HR Compliance reviews
• Insurance reviews
• Health and safety checks
• Management reporting
• Customer or contract compliance requirements
• Audit preparation
• Investigation of expiring records

Rather than assembling information from employee profiles, spreadsheets and emails, you can produce a filtered record directly from your HRMS.

Which Employers will Benefit Most from Driving Licence Compliance Reporting?

Driving compliance isn't only a transport industry issue. Thousands of employees drive every day without having "driver" in their job title. The new report is particularly relevant where employees regularly travel between customers, patients, projects, sites or facilities.

Home Care and Community Healthcare

Consider a domiciliary care organisation employing hundreds of care workers.

A care worker might:

• Start their day from home
• Drive to one patient's property
• Travel directly to another patient
• Complete several visits across a geographic area
• Use their own vehicle throughout the working day

That means driving is closely connected with the organisation's ability to deliver care.

HSE guidance in Great Britain specifically recognises grey fleet vehicles, meaning vehicles owned and driven by workers for business purposes. HSA guidance in Ireland also treats use of an employee's own vehicle for qualifying work journeys as driving for work.

For a home care provider, discovering that a care worker's recorded insurance has expired can create more than an administrative problem. It can affect:

• Patient visits
• Rota coverage
• Continuity of care
• Travel between appointments
• Operational capacity

With HR Duo, Compliance or Operations teams can filter driving records by location, department or status and identify employees whose licence or insurance information requires review.

Instead of relying on local managers to maintain separate spreadsheets, the information sits alongside the employee's wider HR record.

Transport and Logistics

For transport and logistics organisations, driving eligibility sits at the centre of operations.

GOV.UK states that employers must ensure employees who drive have the appropriate licence and qualifications. Professional lorry, bus and coach drivers may also have separate Driver CPC and other requirements depending on the work and vehicle involved.

The HR Duo report gives teams a quick view of:

• Licence expiry dates
• Licence categories
• Insurance records
• Driver status
• Location
• Department

That can be particularly useful where an organisation manages drivers across multiple depots. For example, a transport manager could filter the report to a particular location and immediately identify licences due to expire within 30 days.

The report should form part of your wider driver compliance process rather than replacing specialist transport requirements, but it gives HR, Operations and Compliance teams a shared source of employee licence information.

Construction and Engineering

Driving is also common across construction, engineering and infrastructure businesses.

Think about:

• Site managers moving between projects
• Engineers visiting client locations
• Supervisors using company vans
• Maintenance teams travelling between jobs
• Employees transporting equipment
• Regional managers covering multiple sites

These employees may sit across several departments, locations and reporting lines. That can make licence monitoring difficult when information is spread between local managers or individual employee files.

HR Duo lets administrators filter licence records by location and department, making it easier to review the employees connected with a particular project, team or part of the organisation.

Utilities, Energy and Field Service Teams

Field-based employees often spend a significant proportion of their working week on the road.

Metering engineers, EV charging installers, solar technicians, telecommunications teams, maintenance engineers, regional service teams. For these organisations, an employee can have every technical qualification required for their role but still create an operational issue if the driving information required to reach customer sites is no longer current.

Driving licence reporting brings that part of employee compliance alongside the wider Training and Qualifications information held within HR Duo.

Sales and Other Grey Fleet Workforces

You don't need to operate a fleet to have driving compliance responsibilities. A salesperson using their own car to visit customers is driving for work, so is an area manager travelling between branches, or an HR Business Partner visiting several company locations.

Business.gov.uk states that motor insurance is required where vehicles are used in a business, including where personal vehicles are used for business purposes. This is why grey fleet management can easily become overlooked. Employees may own the vehicles, but the journeys still form part of the work they carry out.

The Driving Licence Compliance Report gives HR teams a way to include these employees within the same driving record process as employees using company vehicles.

A Practical Example When your Drivers Deliver a Critical Service

For some organisations, driving is directly connected with delivering essential services. BUMBLEance operates Ireland's Children's Ambulance Service, transporting children to healthcare and treatment across the country.

Its published reporting describes drivers as the frontline of the organisation, and in 2023, its drivers completed nearly 2,000 journeys and travelled more than 500,000 kilometres across every county in Ireland.

An organisation like this demonstrates why driver information matters operationally. When employees spend large parts of their role on the road, driving records are not isolated HR data. They connect with:

• Service delivery
• Workforce availability
• Safety
• Scheduling
• Organisational compliance

That same principle applies whether your employees are transporting patients, delivering goods or travelling to customer sites. If driving keeps your service moving, the information that supports it needs to be easy to see.

Manage Company Driving Insurance Policies with Less Repeated Administration

The Driving Licence Compliance Report also works alongside improvements to how company insurance information can be managed in HR Duo. Where multiple employees are covered by the same company policy, administrators can now store company driving insurance policy details within Training and Qualifications settings.

You can record information including:

• Insurance policy name
• Jurisdiction
• Driver category
• Insurance company
• Policy number
• Policy end date
• Whether the policy is the current policy

Multiple insurance policies can be recorded, while only one policy can be marked as current for each applicable jurisdiction and driver category.

When adding a driving licence record to an employee, administrators can indicate that the employee is insured by the company.

HR Duo can then use the relevant company insurance information rather than requiring the same policy details to be typed into each employee record separately. For employers with large groups covered by shared policies, that reduces repeated data entry and helps maintain more consistent records.

From Individual Employee Records to Workforce Compliance Visibility

The biggest change isn't that HR Duo can hold a driving licence expiry date. It could already hold licence information. The change is what you can now see and do with that information across your workforce.

Previously, checking 100 employee driving records could mean opening 100 separate profiles. Now you can see the position from one report and focus your attention on the employees whose records need it.

That is particularly valuable for HR and Compliance teams managing dispersed, deskless and multi-site workforces where employee qualifications and records can change constantly.