Driving licence and Code 95 monitoring
A driver without a valid Code 95 may not drive, and you only notice that on the morning the journey is already scheduled. Three clocks run side by side: the validity of the driving licence, the training cycle and the medical examination. Appfront builds the software that tracks all three separately and flags them in good time to whoever can act on them.
Three clocks that don't run in sync
Anyone who drives professionally with a C or D licence needs Code 95, the professional competence entry on the licence. It remains valid as long as you complete 35 hours of further training every five years. Once completed, the CBR issues a certificate of further training, which results in the entry being added to the licence. A person driving without a valid Code 95 is not eligible for professional transport.
The licence itself also needs tracking. A large driving licence is valid for a maximum of five years, counted from the day it was applied for at the municipality. Renewing requires a medical examination, and the certificate of fitness that follows is valid for one year when renewing. These three dates rarely coincide, which is exactly why tracking them by hand is error-prone.
In practice, things go wrong not at the end date but in the build-up to it. The 35 hours must meet certain conditions: at least a practical day of seven hours, no more than twelve hours of e-learning out of the theory, and since 2021 a seven-hour course may only be repeated once. Hours beyond the 35, or hours earned before a new period began, do not roll over. A planner who only watches the total will discover in month fifty-eight that the composition is wrong.
How we build your certificate monitoring
We start with the rules behind the counter. Software that only tracks end dates misses exactly the errors that only become visible at the end of a cycle.
Which employees hold which licence categories, and who drives professionally and who only occasionally. This also covers how you handle temporary agency drivers and self-employed drivers, since they do not appear in your HR records but still drive on your instructions.
The composition rules for the 35 hours, the duration of the cycle for each driver, and what happens when someone joins partway through. This is the part that determines whether the system does more than count down, and it is where we invest most of our time.
We work in sprints and start with the register and the alerts, because that is where the immediate risk lies. Your planner and your HR officer take part and test every sprint against real drivers from your own records.
We connect to your personnel administration and scheduling, so that a driver whose licence expires in three weeks can no longer be scheduled for trips after that. Then a handover to the people who will manage it.
What the software actually does
Six components that together prevent a driver from being allowed to drive on the morning of a trip. Which ones you need depends on the size of your fleet and whether you work with hired-in staff.
Register per driver
Licence categories with their expiry dates, the Driver CPC cycle with start and end dates, the medical examination and the certificate of fitness. Each with its own date, because they do not run in step, and a shared expiry date hides exactly the exceptions.
The 35 hours with breakdown
Not only the total but also what it consists of: how much practical, how much theory, how much e-learning and which course has already been completed. The system checks against the requirements so that a shortfall in the breakdown is noticed while it can still be remedied.
Alerts with enough lead time
Booking a course takes time and training providers are fully booked. The system therefore warns well ahead of the end date, to the line manager and to the planner, and keeps warning until something has been scheduled.
Expired means not schedulable
A driver whose Driver CPC or licence has expired drops out of the available pool for trips that require a valid entitlement for it. A status without consequence changes nothing about what the planner does on Monday morning.
Drivers see their own status
A driver sees on his phone how many hours he has, what they consist of and when his cycle ends. That removes part of the questions to planning and makes it his own responsibility rather than a surprise.
Dossier for an inspection
Per driver, the supporting documents alongside the registration: the statement of further training, the certificates from the training provider and the medical examination records. In an inspection or audit you show that at once, rather than gathering it together.
Who we build for
Four situations in which this applies. The difference lies mainly in how many drivers you have and whether you work with hired-in staff.
Transport and distribution
The core case. Many drivers, tight scheduling and a cycle that ends at a different time for each person. If this connects to your transport software, the planner sees it when scheduling and not afterwards.
Construction, infrastructure and waste collection
Drivers who also do other work, so licence and Driver CPC easily fall out of view. Often VCA certificates are involved as well, and then one register for all qualifications makes more sense than two.
Companies using hired-in and agency staff
Drivers who are not on your payroll but who drive on your assignments. Here a portal in which the agency itself supplies the data is often the centre of gravity, because you cannot maintain their administration yourself.
Patient transport and passenger transport
Category D licence with its own requirements, often combined with other qualifications and with a vulnerable client group. Demonstrability towards the client or carrier weighs more heavily here than internal scheduling.
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Explore OneDayBuild →Technology and integrations
What we use depends on your situation. The CBR and the RDW do not offer an open integration that lets business software check the status of an individual driver, so we won't promise that. The register is filled from your own records and from what your trainers supply.
If it concerns not drivers but inspectors with scopes and authorisations, see our software for inspector scopes and qualification management.
For certificates of inland waterway vessels and their crews, with the dossier on board, there is our app for inland vessel certificate monitoring.
Why Appfront
We build around the rule, not the date
Most errors arise in the composition of the 35 hours, not in counting down to an end date. We therefore check against the requirements so that a shortfall is spotted while it can still be remedied.
A signal has to lead somewhere
An alert in a system nobody opens prevents nothing. We link the status to the planning, so a driver whose licence has expired can no longer be scheduled for routes after that date.
Alongside what is already running
Your HR system knows the employees and your planning knows the routes. We pull that data through integrations instead of creating a third file.
Honest about what we don't do
We are not a training provider or an accredited continuing-education body, and we do not report anything to the CBR. We build the system that keeps track of, checks and flags the records; the monitoring and registration of continuing education is handled through your training provider.
Security and privacy
This register contains personal data, some of it sensitive. Driving licence details and a declaration of fitness relate to health: the fact that someone has been given a shorter inspection interval says something about their medical situation. That information should not circulate widely or end up with a planner who only needs to know whether someone is available for work.
We therefore set it up on two levels. The planner sees a status: available or not, and until when. Only HR can see the underlying documents and data. We only store a scanned copy of a licence where you genuinely need to be able to show it, with a retention period that expires automatically. The portal for temporary staffing agencies gets its own restricted role so that they only see their own drivers. How we handle security ourselves is set out in our information security policy; reports from outside come through our vulnerability disclosure policy.
Frequently asked questions about Code 95 monitoring
To maintain Code 95, a driver completes 35 hours of continuing education every five years. Within those 35 hours, a practical day of at least seven hours is mandatory; no more than twelve hours of the theory courses may be e-learning. In addition, since September 2021, only one course of seven hours may be repeated. These conditions are why tracking the total alone is not enough.
No. Hours that exceed the 35, or that were completed before a new period began, do not count towards that new period. Banking hours is therefore not possible. This is one of the things we enforce in the system, because in practice people assume that an extra course will count for something.
No, and we won't promise that. There is no open integration that lets business software query an individual driver's refresher training status. The register is filled from your own records and from the certificates your trainer supplies. If your trainer provides structured data, we can import it; otherwise it's an upload with a few fields.
A large driving licence is valid for a maximum of five years, counted from the day it was applied for at the municipality. Renewing requires a medical examination, and the certificate of fitness that follows is valid for one year when renewing. That last point is a pitfall: if you have the medical done too early and then wait to go to the municipality, the certificate can expire and you have to start again.
Then they are not eligible for professional transport. We build that as a blockade in the schedule rather than a notification: the driver drops out of the available pool for trips after that date. A status that leaves the planning untouched changes nothing about what happens on Monday morning, and that is exactly the scenario you are commissioning this for.
Yes, but set up differently. They are not in your personnel administration, so you cannot maintain their details yourself. The workable route is a portal where the agency or driver submits their documents and you can see what is missing or about to expire. For hired-in staff, this is often the most requested part.
Our article on competence management covers skills and training broadly, where you decide what gets tracked. This application focuses on statutory driving entitlements, where the rules are fixed and expiry means someone may not drive. If you need both, we usually build a register with two streams.
It depends on the number of drivers, whether agency staff need to be included, and which integrations you want with HR and planning. The register with alerts is usually quick to put to use and delivers the most value. The agency portal and the integration with route planning cost more. We give you a reasoned estimate after the discovery phase, not before.
Building certificate monitoring?
Tell us how many drivers you have and how continuing professional development is currently tracked, and we'll help you think through the register, the alerts and the integration with your planning. We build this as a standalone application or as part of a wider custom software project.