CalmCompliance
Personnel

Add and manage driving licences on personnel records

Add one or more Driving Licence blocks to a personnel record to store licence details, vehicle categories, licence conditions, and supporting files. You need the Manager or Admin role for the Personnel module to manage licences; Members can view licences on records they can open. A record can hold several licences, including multiple licences from the same issuing authority.

Before you start

You need the Manager or Admin role for the Personnel module. Driving Licence blocks use normal Personnel record access, so they do not need sensitive-data access. For the full role breakdown, see Personnel roles and access.

Add a Driving Licence block

  1. Open the person's personnel record from the People list.

  2. In Personnel Blocks, click Add Block.

  3. Choose Driving Licence.

  4. Fill in the licence details and click Add Driving Licence.

Add a block for each licence the person holds, including multiple licences from the same issuing authority.

Licence details

The licence form captures:

  • Country: United Kingdom, Ireland, United States, or Canada

  • Issuing Authority: shown when the selected country has more than one issuing authority; each option shows the authority name with its description

  • Licence Number

  • Issue Date and Expiry Date

  • Document Reference

  • Record State: Current, Superseded, or Archived

  • Notes

Vehicle categories

Record the vehicle categories shown on the licence under Vehicle Categories. Click Add Category to open a searchable picker of categories for the selected issuing authority.

The catalogues cover Great Britain, Northern Ireland, Ireland, all US states and Washington DC, and all Canadian provinces and territories. If no entry matches, choose Unlisted Category and enter the Category as Printed and Description as Printed as they appear on the licence. Unlisted wording is saved as entered.

If you later change the issuing authority on a saved licence, its catalogue selections are kept as unlisted entries with the wording already recorded.

Licence conditions

Record restrictions and codes under Licence Conditions with Add Condition. The picker lists conditions for the selected issuing authority, grouped by condition type. For US issuers, the shared federal commercial (CDL) conditions appear among the choices.

If no entry matches, choose Unlisted Condition and enter the Code as Printed and Description as Printed from the licence. You can also attach conditions to a single vehicle category with Category Conditions.

Categories and conditions are reference vocabularies to help you record what the licence shows. We do not verify licences with driving authorities, synchronise licence data, or assess driving eligibility.

Expiry dates for vehicle categories

A new vehicle category starts with the licence Expiry Date as its own expiry and follows it: while the category stays on that default, changing the licence expiry updates the category too.

  • Edit or clear the Category Expiry and the category date becomes independent. A cleared date stays cleared, and later licence expiry changes do not overwrite it.

  • Click Use Licence Expiry to set the category back to the current licence expiry and follow it again.

Attach supporting files

Driving Licence blocks include a File Attachments section, so you can attach the licence copy or other evidence when you create or edit the block. How attachments, expiry dates, and removal work is covered in Upload a file and set an expiry date on a personnel record.

Record access and permissions

Anyone with a Personnel module role who can open the personnel record can view its driving licences. Managers and Admins can add, edit, and remove licence blocks and their files.

Record Access Views is optional on Driving Licence blocks and is off by default for new licences. When you turn it on, staff must click View Information before the licence details are shown, and each reveal is recorded in the audit log. See Control access to sensitive personnel record details for how the reveal flow works.

Edit or delete a driving licence

Each licence block is edited and removed on its own, so changes to one licence do not affect the person's other licences.

  1. Open the personnel record and find the Driving Licence block under Personnel Blocks.

  2. Click Edit, update the details, and click Save Driving Licence.

  3. To delete the block, use the delete control on the block and confirm the deletion.

Audit history

Driving licence changes are recorded in the audit log:

  • Driving Licence Created

  • Driving Licence Updated

  • Driving Licence Deleted

  • Personnel Block Viewed, when someone reveals a licence with Record Access Views on, or downloads an applicable attachment from one

To review the audit log, see Viewing Audit History and Understanding Audit Events.

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