Introduction

Originally designed to support the European Driver Licensing directive, this module has been extended to support the issuing of all sorts of custom documentation, for example:

  • Complementary certificates for European Driver Licenses
  • Other bespoke ID Cards, e.g. Safety Critical Work ID cards, Driving Cab Passes, General ID Cards, Route and Traction Knowledge Cards, etc.



Glossary

SCW certificate: Safety Critical Work certificate



In order for a license to be added to a candidate they must have a Personnel record and a Driver Role record.


ORR License Application Form

Through the report functionality on ACMS, it is possible to request the ORR License Application Form for a specific candidate. This will populate all of the fields that have been entered for this person into the form. This means that there are only a few fields that need to be filled in for this to be sent to the ORR. Once this form has been sent, the license details can then be added to ACMS.

If this form is not relevant to your company, an alternate form/report can be put in its stead. To request this, please raise a Redmine with a member of the AssessTech team.


The License Application form is generated from a candidate's dashboard. Head to the Admin button below the candidate's Facepic and select the form from the list of Candidate Reports.


License Statuses


The current status field has four options that allow you to manage driving licenses. These are:

PENDING

This states that the license application has been sent to the ORR/relevant body, however, the license has not yet been received.


VALID

This states that the license has been received and the information should be entered.


WITHDRAWN

This states that the license has been withdrawn from the individual.


SUSPENDED

This states that the license has been suspended from the individual.



Adding a New License

An admin user can add and edit an individual’s license details through the License Admin.


Menu > Licensing > License


This screen shows all people who currently have license details in the system. The filters on the 


To add a new license to somebody, click License Admin and then 'Add'. Once selected, you can then enter the details relating to the license.


It's also now possible to add new driving licenses from the candidate dashboard.




 Our license importer can be used to bulk import driving licenses - License Importer.xlsx


Updating a License

License information can be updated from the License Admin and the Candidate Dashboard. 


Menu > Licensing > License or Candidate Dashboard > Driver Tab > License Tab > License Admin. 

Certain actions may be greyed out if they are not applicable to the current status of the license.


The following changes can be made from the Candidate Dashboard :

  • Suspend a license
  • Withdrawn a license
  • Record a duplicate license request
  • Add license notes

The current status of a license can also be updated in the License admin. 



License Renewals

Licenses are renewed via the License admin by simply editing the application, issue and received dates of a license record.  This will update the license details in the License admin and the Candidate Dashboard, including the license expiry date. The History tab on the Candidate Dashboard will display a record of the date that the license was updated.


Much like the ORR License Application Form we have replicated the ORR License Renewal Application Form which can be used when applying for a license renewal. The form is auto-populated with any relevant information we hold on ACMS and is generated from the same place as the other ORR form. 


The License Renewal form is generated from a candidate's dashboard. Head to the Admin button below the candidate's Facepic and select the form from the list of Candidate Reports.


Multiple License Types

As a result of changes under Brexit legislation, some of our customers require Drivers to carry multiple licenses. Due to this, we have made it possible to add multiple License Types. These are set up in the License Type admin, by adding a new Name and Description. 


Menu > Reference Data > Licensing > License Type

Once multiple License Types are set up it's then possible to select the required type when adding new licenses. A Driver can have multiple licenses and these changes cascade down to ID cards, such that multiple types of the same SCW certificate can be recorded and linked with different ‘License Type’ records.




Useful Reports

  • L1. Licenses Pending: list of licenses applied for but not yet received.
  • L2. License Status: lists licenses in Red, Amber or Green based on their expiry dates.
  • L4.1 No Licenses Report (ALL DRIVERS): Report listing all drivers who do not have a license.




Configurable Features

  • Email withdrawn card → Withdrawing an SCWID card issues a withdrawn version of the certificate.
  • Annex B5 (Driver Transfer Form) role type → Defines which role the Annex B5 report is valid for.
  • Annex B5 (Driver Transfer Form) codes → Checks that are ignored when issuing the Annex B5 form. 

FAQs

Is it possible to issue a Driver a SCW certificate if they do not yet have their driving license?

Yes, there is an additional type of SCW certificate on ACMS for people who do not yet have a license. As there is no license as a counterpart to this certificate, it is called a Certificate Only SCW Certificate and does not check for a valid license before issuing.


If a Driver's license is updated, does their SCW certificate automatically update with the new information?

No, the SCW certificate should be re-issued following the updates.


If a Driver's license is withdrawn, does their SCW certificate automatically get withdrawn too?

No, the SCW certificate will need to be withdrawn separately. This is described in...