500 Vehicles, One System: How Müller Service GmbH Digitally Revamped Its Driver’s License Verification Process with CarWise

Müller Service GmbH manages a fleet of approximately 500 vehicles and 420 drivers across multiple locations. As the fleet grew, so did the administrative burden associated with the legally required driver’s license checks. In this case study, we show how the company digitized and structurally reorganized the process using liva from CarWise.

500 vehicles, 420 drivers – and the obligation to regularly check driving licenses

Müller Service GmbH manages around 500 vehicles with 420 drivers at several locations. In such a structure, checking driving licenses is not an administrative side issue, but a central component of owner responsibility.

Companies are obliged to regularly check the validity of the driver’s license. This check must be documented in a legally secure manner and be verifiable at any time in the event of a claim.

As the fleet grew, it became clear that the previously manual driver’s license checks were causing increasing coordination costs, media disruptions in documentation and a lack of transparency in fleet management.

The question was therefore no longer whether to go digital, but how to reorganize the structure of driver’s license checks.

From manual inspection to system-supported inspection

The previous manual control meant:

• Physical presentation of the driver’s license
• Personal examination by superiors
• Paper-based documentation
• Decentralized storage
• Individual memories

Regular checks had to be carried out on 420 drivers to ensure that they had a valid driver’s license. Each check had to be carried out and stored in a traceable manner.

Coordination was particularly difficult for drivers in the field. Inspection intervals were handled differently, reminders had to be sent manually and the documentation could not be accessed centrally.

This created an organizational risk for the fleet manager.

Driving license check app: the operational linchpin

With liva from CarWise, electronic driver’s license verification has been fully integrated into a digital system. At the heart of the solution is the driver’s license verification app.

After a one-off initialization of the driver’s licenses with RFID chips, the electronic driver’s license check is carried out via smartphone.

1. Drivers scan their driver’s license independently.
2. The check is carried out automatically.
3. The documentation is completely documented in the system.

This fundamentally changes the nature of control:

• Physical presentation no longer required
• No deadline logistics
• No manual tracking
• Automatic reminders for upcoming exams
• Central overview of the fleet

The driver’s license check app ensures that every check is carried out regularly and is monitored by the system.

Automated processes instead of individual responsibility

A decisive difference to manual driver’s license checks lies in the automation.

• liva defines test intervals digitally
• Reminders are sent automatically
• Overdue checks are immediately visible
• The inspection is fully documented

For fleet managers, the introduction of electronic driving license checks means one thing above all: complete transparency. They receive a clear status overview of all drivers, can see at a glance which checks have been carried out and where action is required. At the same time, liability risks are noticeably reduced as every check is documented in a traceable manner.

As a result, driver’s license checks are no longer perceived as isolated individual checks, but as a standardized and firmly integrated component of professionally organized fleet management.

Legally compliant documentation as a safeguard

In the context of owner liability, it is necessary to carry out regular driver’s license checks. The decisive factor here is not only the check itself, but also the complete documentation.

With liva by CarWise, every electronic driver’s license check is saved:

• Date of the test
• Validity status
• Review carried out
• History of all controls

In the event of a claim, it can be proven immediately that the driver’s license has been checked.

The driver’s license control app acts as an operational tool – liva as a documenting system platform.

Integration into the entire fleet management system

At Müller Service GmbH, the driver’s license verification app is not a standalone tool, but is fully integrated into the Carano Fleet+ fleet management software. This means that electronic driver’s license verification is not a separate process alongside other tasks, but rather part of a centrally managed fleet management structure.

In addition to driver’s license checks, Fleet+ is used to digitally manage all vehicles, systematically plan and monitor maintenance appointments, document damage processes in a structured manner and transparently analyse costs. All relevant data – from driver information and vehicle-related inspections to key business figures – converge on a common platform.

This means that the driver’s license is not checked separately, but in direct connection with all other processes in the fleet. This creates consistent processes, avoids media disruptions and ensures that information does not have to be maintained twice. Changes to drivers or vehicles automatically affect the respective inspection and documentation processes.

This central system architecture is particularly crucial for a fleet with 500 vehicles and 420 drivers. The larger and more complex the fleet, the more important it is to have an integrated solution that links all processes together and ensures end-to-end transparency. The fleet management software Fleet+ forms the organizational foundation on which the electronic driver’s license control is reliably and permanently anchored.

Scalability for growing structures

The electronic driver’s license check via app can be configured flexibly. Different driver groups can be stored with individual check intervals.

New locations or additional vehicles can be easily integrated.

In group structures in particular, driver’s license checks become a standardized, company-wide process.

• With liva from CarWise, Müller Service GmbH has not only digitized driver’s license verification but has also systematically reorganized the process. Today, verification is conducted electronically, regularly, automatically, and transparently.
• The driver’s license check app relieves drivers and fleet managers alike. At the same time, liva ensures that every check is documented and traceable.
• With 500 vehicles in particular, it is clear that an electronic driver’s license check is not an additional module, but a central control instrument in professional fleet management.

• Sustainable fleet management: strategies, processes and control for sustainable companies
• Electronic driver’s license check for 676 drivers: How Lufthansa created legally compliant structures with Carano
• Employer Driving License Check: Legal Regulations and Tips for Implementation
• 4,000 vehicles, one system: How ISS organizes fleet management as a scalable platform with Fleet+ from Carano
• 450 vehicles in the fleet: How POCO manages its fleet costs transparently with Fleet+