Taxi and Private Hire Compliance
Manage driver badges, vehicle licences, and operator compliance with digital tools designed for the taxi industry.
The Challenge
Taxi and private hire operators manage fleets of self-employed drivers whose badges, DBS checks, medicals, and vehicle licences all expire at different times. Council licensing enforcement operations can stop any vehicle at any time, and a single lapsed document means instant suspension. Operating across multiple local authority areas multiplies the complexity, with each council having different requirements and renewal timescales. Paper-based tracking systems inevitably fail, and operators only discover compliance gaps when enforcement officers find them first.
How Assistant Manager Solves Taxi & Private Hire Compliance
Each module is designed to address the specific challenges taxi & private hire businesses face every day.
Checklist Management
Taxi operators need quick but verifiable vehicle checks that drivers will actually complete, with automatic tracking of the multiple inspection and licensing dates that vary by vehicle
The Problems
Why This Matters for Taxi & Private Hire
- Daily vehicle checks are supposed to happen but drivers skip them or complete forms retrospectively without actually checking the vehicle
Vehicle defects go unnoticed until enforcement officers identify them, leading to vehicle suspensions and operator licence reviews
- Six-monthly vehicle inspections are due at different times for different vehicles, and there is no systematic way to track what is coming up
Vehicles miss their inspection windows, licensing lapses, and the vehicle must be taken off the road until inspection is completed
The Solution
How Checklist Management Helps
Digital vehicle checks with photo evidence requirements, inspection scheduling with automatic countdown alerts, and real-time compliance dashboard showing fleet status
Every vehicle check is verified with photos, inspection due dates are tracked automatically with advance warnings, and operators see instantly which vehicles need attention
Use Cases:
- • Daily driver vehicle checks with photo evidence
- • Six-monthly vehicle inspection scheduling
- • MOT date tracking and renewal alerts
- • Meter calibration certificate tracking
- • Vehicle licence renewal scheduling
- • Insurance certificate expiry monitoring
- • Plate and door sign compliance verification
Feature Screenshot
Checklist Management
Real-World Examples
Example 1: Daily vehicle checks are supposed to happen but drivers skip them or complete forms retrospectively without actually checking the vehicle
Real Scenario
"Council enforcement officers stop a vehicle during a routine operation and find bald tyres. The driver's check form shows 'tyres satisfactory' from that morning. The obvious discrepancy triggers investigation into the operator's entire compliance system."
Example 2: Six-monthly vehicle inspections are due at different times for different vehicles, and there is no systematic way to track what is coming up
Real Scenario
"A driver discovers their vehicle licence expired yesterday when they check the expiry date after a customer query. The vehicle has been operating illegally for several days. The operator had no system to flag the approaching expiry."
Employee Scheduling
Taxi operators often have drivers licensed by different councils with different requirements - dispatch systems must verify compliance for the specific journey and location
The Problems
Why This Matters for Taxi & Private Hire
- Drivers are dispatched to jobs without real-time verification that their badge and vehicle licence are both current
Unlicensed drivers or vehicles complete journeys, creating serious compliance exposure that only surfaces during enforcement
- Drivers licensed by different councils have different badge expiry dates and requirements, making allocation complex
Drivers are assigned to areas where their licence is not valid, or work beyond their licensed authority without anyone noticing
The Solution
How Employee Scheduling Helps
Driver allocation integrated with badge and vehicle licence status, multi-authority licence tracking, and automatic blocking of drivers or vehicles with expired documentation
Only compliant driver-vehicle combinations are dispatched, multi-authority licensing is tracked automatically, and expired documentation immediately blocks allocation
Use Cases:
- • Driver dispatch with badge validity verification
- • Vehicle allocation with licence status checking
- • Multi-authority driver licence tracking
- • Cross-border working licence verification
- • Driver availability with compliance status
- • Replacement driver allocation with qualification matching
- • Airport permit tracking for airport-licensed drivers
Feature Screenshot
Employee Scheduling
Real-World Examples
Example 1: Drivers are dispatched to jobs without real-time verification that their badge and vehicle licence are both current
Real Scenario
"A driver's badge expired last week but they continued working. Enforcement officers stop them on a job. The operator's dispatch system had no link to badge expiry dates. Both driver and operator face licensing action."
Example 2: Drivers licensed by different councils have different badge expiry dates and requirements, making allocation complex
Real Scenario
"A driver licensed by Council A accepts a job in Council B's area where cross-border working requires separate licensing. Enforcement identifies the breach. The operator had no way to verify which drivers were licensed for which areas."
Time Clock & Attendance
Taxi drivers often work for multiple operators or use multiple apps - operators need to understand total working time to manage fatigue risk, even for self-employed drivers
The Problems
Why This Matters for Taxi & Private Hire
- Drivers work excessive hours, especially during busy periods, without systematic monitoring of fatigue risks
Fatigued drivers have accidents, and investigation reveals no system to monitor or limit working hours
- Self-employed drivers set their own hours, and operators have no visibility of total time worked across multiple apps or operators
Drivers work for multiple operators or apps simultaneously, accumulating dangerous fatigue levels that no single operator can see
The Solution
How Time Clock & Attendance Helps
Working hours tracking with fatigue alerts, shift duration monitoring, and rest period verification between driving periods
Driver working hours are visible regardless of booking source, fatigue risks are identified before they cause incidents, and operators can demonstrate duty of care
Use Cases:
- • Driver hours tracking across all bookings
- • Maximum shift duration monitoring
- • Rest period verification between shifts
- • Multi-app working hour aggregation
- • Fatigue risk alerts for extended working
- • Weekly and monthly hours analysis
- • Driving versus waiting time breakdown
Feature Screenshot
Time Clock & Attendance
Real-World Examples
Example 1: Drivers work excessive hours, especially during busy periods, without systematic monitoring of fatigue risks
Real Scenario
"A driver is involved in a collision after working 16 hours. Investigation reveals they had worked similar hours for several consecutive days. The operator had no hours tracking system. The HSE notes failure to manage fatigue risk."
Example 2: Self-employed drivers set their own hours, and operators have no visibility of total time worked across multiple apps or operators
Real Scenario
"A driver works for three different private hire apps. Each shows modest hours, but combined they work 70+ hours per week. A serious accident occurs. No single operator knew their total hours because each only saw their own bookings."
Training & Development
Taxi licensing increasingly requires specific training (safeguarding, disability awareness, county lines awareness) that must be tracked and refreshed - paper records inevitably become outdated
The Problems
Why This Matters for Taxi & Private Hire
- Safeguarding training is required by most licensing authorities but there is no way to verify which drivers have completed it and when refresher is due
Licensing audits reveal drivers without required safeguarding certification, questioning operator fitness
- Disability awareness training is required but treated as a one-time tick-box exercise rather than ongoing competency
Complaints about inadequate service to disabled passengers lead to licensing review and reputational damage
The Solution
How Training & Development Helps
Training tracking with certification management, automatic refresher scheduling, and integration with dispatch to block drivers without required training
Every driver has verified current training in required areas, refresher dates are tracked automatically, and non-compliant drivers cannot be dispatched
Use Cases:
- • Safeguarding training certification tracking
- • Disability awareness training management
- • County lines awareness training records
- • Knowledge test completion documentation
- • First aid certification where required
- • English language competency verification
- • Customer service training completion
Feature Screenshot
Training & Development
Real-World Examples
Example 1: Safeguarding training is required by most licensing authorities but there is no way to verify which drivers have completed it and when refresher is due
Real Scenario
"A council audit requests safeguarding training records for all drivers. Twelve drivers have no record of completion, and eight have certificates that expired over a year ago. The operator faces conditions on their licence requiring immediate remediation."
Example 2: Disability awareness training is required but treated as a one-time tick-box exercise rather than ongoing competency
Real Scenario
"A wheelchair user complains that a driver refused to assist them and was rude about their mobility equipment. Investigation reveals the driver's disability awareness training was 7 years ago with no refresher. The complaint is upheld."
HR Management
Taxi operators must maintain driver files including badge, DBS, medical, right to work, and training records - each with different validity periods requiring systematic tracking
The Problems
Why This Matters for Taxi & Private Hire
- Driver documentation is scattered - badges with the driver, DBS with the council, medicals in a drawer, and insurance certificates missing entirely
When licensing authorities audit, documentation cannot be produced, and the operator cannot demonstrate proper vetting
- DBS certificates and medicals expire at different times for each driver, with renewals managed reactively rather than proactively
Drivers continue working with expired DBS or medical certificates until enforcement identifies the gap
The Solution
How HR Management Helps
Centralised driver documentation with completeness verification, automatic expiry alerts for all document types, and document scanning for secure storage
Every driver file is complete and current, document expiries are flagged well in advance, and licensing audits find comprehensive organised records
Use Cases:
- • Driver badge and licence document storage
- • Enhanced DBS certificate and update service tracking
- • Medical certificate expiry management
- • Right to work verification and renewal
- • DVLA licence check scheduling and records
- • Insurance certificate management
- • National Register of Refusals and Revocations checking
Feature Screenshot
HR Management
Real-World Examples
Example 1: Driver documentation is scattered - badges with the driver, DBS with the council, medicals in a drawer, and insurance certificates missing entirely
Real Scenario
"Council officers conduct an operator audit and request files for 10 drivers. Three files are incomplete, two drivers have no DBS record on file, and one medical certificate cannot be found. The council questions whether proper vetting occurred."
Example 2: DBS certificates and medicals expire at different times for each driver, with renewals managed reactively rather than proactively
Real Scenario
"A driver's enhanced DBS update service subscription lapsed 8 months ago without anyone noticing. The annual status check wasn't done. An enforcement operation discovers the gap. The driver is immediately suspended pending new DBS."
Risk Assessment
Taxi driving involves specific risks - lone working at night, cash handling, vulnerable passenger transport, manual handling - that require specific assessment rather than generic templates
The Problems
Why This Matters for Taxi & Private Hire
- Lone working risks for drivers (robbery, assault, vulnerable passengers) are not formally assessed or controlled
When incidents occur, investigation reveals no risk assessment for the hazards drivers routinely face
- Manual handling risks from wheelchair users and heavy luggage are not assessed, and drivers have no training on safe techniques
Drivers suffer back injuries from lifting, and liability claims arise from inadequate passenger assistance
The Solution
How Risk Assessment Helps
Taxi-specific risk assessments covering lone working, manual handling, vulnerable passengers, and cash handling, with control measures linked to training requirements
All taxi-specific hazards are formally assessed with appropriate controls, drivers understand the risks they face, and operators can demonstrate duty of care
Use Cases:
- • Lone working risk assessment for drivers
- • Night working specific hazard assessment
- • Cash handling risk assessment
- • Wheelchair user transport assessment
- • Vulnerable passenger transport assessment
- • Manual handling for luggage assistance
- • Violence and aggression risk assessment
Feature Screenshot
Risk Assessment
Real-World Examples
Example 1: Lone working risks for drivers (robbery, assault, vulnerable passengers) are not formally assessed or controlled
Real Scenario
"A driver is assaulted during a late-night fare. HSE investigation asks to see the operator's lone worker risk assessment. None exists. The operator had never formally assessed the risks drivers face or implemented controls like panic buttons or check-in procedures."
Example 2: Manual handling risks from wheelchair users and heavy luggage are not assessed, and drivers have no training on safe techniques
Real Scenario
"A driver injures their back helping a passenger with heavy medical equipment. They claim the operator should have assessed the manual handling risk and provided training. No assessment existed. The claim succeeds."
Accident & Incident Records
Taxi operators receive complaints that licensing authorities monitor - documented complaint handling demonstrates fitness to hold an operator licence
The Problems
Why This Matters for Taxi & Private Hire
- Collisions and incidents are reported informally to the office but not documented systematically for insurance or licensing purposes
When insurance claims or licensing queries arise, there is no contemporaneous record of what happened
- Complaints about driver behaviour are handled informally without creating records that demonstrate proper investigation
Licensing authorities see a pattern of complaints without documented response, questioning operator fitness
The Solution
How Accident & Incident Records Helps
Structured incident and complaint reporting with investigation workflow, outcome documentation, and pattern analysis across drivers and complaint types
Every incident and complaint is documented with investigation and outcome, patterns are identified for driver management, and licensing authorities see professional complaint handling
Use Cases:
- • Road traffic collision reporting with photos
- • Customer complaint documentation and investigation
- • Driver behaviour complaint handling workflow
- • Lost property incident recording
- • Overcharging complaint investigation
- • Assault and violence incident documentation
- • Refusal of service complaint records
Feature Screenshot
Accident & Incident Records
Real-World Examples
Example 1: Collisions and incidents are reported informally to the office but not documented systematically for insurance or licensing purposes
Real Scenario
"A passenger claims whiplash from a collision six months ago. The driver mentioned it to the office at the time but no formal record was made. The operator cannot demonstrate what actually happened. The claim settles at £4,500 because they cannot dispute it."
Example 2: Complaints about driver behaviour are handled informally without creating records that demonstrate proper investigation
Real Scenario
"A council licensing review reveals 12 complaints against the operator over two years. The operator says most were resolved, but has no documentation of investigation or outcome. The council cannot see evidence of proper complaint handling."
COSHH Assessments
Taxi operators may not think of themselves as using hazardous substances, but vehicle cleaning products, sanitisers, and office cleaners all require COSHH assessment
The Problems
Why This Matters for Taxi & Private Hire
- Vehicle cleaning products used by drivers or at the office are not assessed, and some products are used incorrectly or mixed dangerously
Chemical exposure incidents occur because nobody assessed the products being used or communicated safe handling
- Hand sanitiser and disinfectants introduced during COVID are still in use but were never formally assessed for ongoing use
Skin irritation and allergic reactions occur from products that were emergency purchases rather than properly assessed choices
The Solution
How COSHH Assessments Helps
COSHH assessments for all cleaning and sanitising products used by drivers and at operators premises, with guidance on proper use and incompatible mixing
Every cleaning product is assessed with clear usage guidance, dangerous mixing combinations are highlighted, and drivers know safe handling procedures
Use Cases:
- • Vehicle interior cleaning product assessments
- • Hand sanitiser and disinfectant assessments
- • Office cleaning product documentation
- • Valeting chemical assessments
- • Air freshener and odour eliminator products
- • Screen wash and de-icer products
- • PPE requirements for cleaning tasks
Feature Screenshot
COSHH Assessments
Real-World Examples
Example 1: Vehicle cleaning products used by drivers or at the office are not assessed, and some products are used incorrectly or mixed dangerously
Real Scenario
"A driver cleans their vehicle with bleach and another cleaning product, not knowing they shouldn't be mixed. They feel unwell from the fumes. No COSHH assessment existed for vehicle cleaning - everyone just used whatever products they bought."
Example 2: Hand sanitiser and disinfectants introduced during COVID are still in use but were never formally assessed for ongoing use
Real Scenario
"A driver develops severe dermatitis on their hands from repeated use of an alcohol-based sanitiser. The product was bulk-purchased during COVID with no COSHH assessment. The driver is off work for weeks and claims compensation."
Results Taxi & Private Hire Businesses Achieve
Other Transport Solutions
Drive Your Fleet Compliance
Join taxi operators using Assistant Manager to maintain professional standards across their fleet.