Driving licences: the document that must not lapse
Record every licence with its class and expiry date. A consultant whose licence has lapsed should not take a customer on a test drive, and an accident with an expired licence brings insurance and legal trouble that nobody wants. Check expiring licences every month and give staff time to renew before the date. When a licence is renewed, the employee uploads the new copy and HR verifies it.
Verification for anyone who handles cars, cash or keys
Drivers, security guards, cashiers and anyone who holds vehicle keys should have police verification on file, with the date it was done. Some dealers repeat it every few years for long-serving drivers and guards. Keep the report as a verified document and use the next check date as its expiry, so the repeat check is scheduled rather than forgotten until something goes wrong.
Trade and manufacturer certificates
ITI and diploma certificates prove a technician's trade. Manufacturer certificates prove product and technical training levels, and some carry expiry dates. Keep both in the employee's documents, with expiry dates where they apply, so a question from the manufacturer's audit or a customer complaint about workmanship can be answered from the file rather than from a technician's memory.
Medical fitness for body shop and paint staff
Painters and body shop staff work with solvents and paint dust every day. A periodic medical check, recorded with its date and next due date, protects them and the dealership. Check whether the annual health check-up rules apply to your establishment, and keep the fitness certificates in each employee's file with the next due date entered as the expiry.
How to set it up in ZeniaHR
- Add the driving licence, with class and expiry date, to the required document checklist for consultants, drivers and technicians.
- Verify each licence and police verification report on upload, recording the expiry or re-verification date.
- Store ITI, diploma and manufacturer certificates in employee documents, with expiry dates where they apply.
- Record medical fitness certificates for painters and body shop staff, with the next due date as the expiry.
- Each month, run the document reports for licences and certificates close to expiry, and ask staff to upload renewals from the app.
Read more about employee documents in ZeniaHR.
Roles this applies to
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Why should dealerships track driving licence expiry?
Sales consultants, drivers and technicians drive customer and demo vehicles on public roads. An expired licence during a test drive or a pick-up creates insurance and legal risk for the dealership. Record each licence's expiry date and review upcoming expiries monthly, so renewals happen in time.
Which dealership staff need police verification?
Drivers, security guards, cashiers and anyone who holds vehicle keys or handles cash. Complete it before the person starts, keep the report in their file with the date, and consider repeating it every few years for long-serving drivers and guards.
Should body shop painters have medical checks?
Periodic medical checks are good practice for painters and body shop staff who work with solvents and paint dust. Record each check with its next due date, and see whether the annual health check-up rules apply to your establishment.