Digital tachographs

Digital tachographs make it easier to comply with the rules on drivers’ hours. For instance, you can monitor expiration dates on driver cards. You can also stay on top of remaining driving times. A solution like Webfleet’s Tachograph Manager facilitates compliance processes by enabling remote downloads, digital archiving and analyses. Learn more about Tachograph Manager.

Like any fleet solution, the cost largely depends on your business needs. The number of vehicles in your fleet is an important factor for determining overall cost. Get a quote from one of our experts — just request a callback and we’ll get in touch.

New tachograph rules came into effect in 2023, making it mandatory for fleets to install smart tachograph version 2. The requirement to install a tachograph also extends to impacted Light Commercial Vehicles (LCVs) with a deadline of July 1, 2026. The rules also prohibit drivers from spending their 45-minute rest periods in their cabs. Under these new rules, national pay scales for drivers are replaced by equal pay.

The most efficient way to read digital tachograph data is through a fleet management system that includes tachograph software. These systems allow for quick reporting and analyses, helping you avoid social infringements and fines. With instant access to working times, you can make sure your drivers are adhering to break and rest periods. Learn more about tachograph software.

The driver card must be inserted into the tachograph for compliance purposes. The card keeps track of driving hours and rest periods. The working driver’s card should be inserted into slot 1. When a vehicle is double manned, the non-working driver sitting in the passenger’s seat must insert their card into slot 2. Learn more about using digital tachograph cards and using driver cards for double manning.

Digital tachograph systems have four symbols. These symbols indicate when a driver is: 1. driving, 2. doing non-driving work, 3. on standby but available for work and 4. on a break or rest period. Recording what a driver was doing during a certain time period is crucial for demonstrating compliance with drivers’ hours regulations. Learn more about digital tachograph symbols.

The mandate applies to Light Commercial Vehicles (LCVs), including vans, with a Maximum Authorised Mass (MAM) exceeding 2.5 tonnes and that are engaged in international transport or cabotage operations.

This regulatory expansion ensures that smaller vehicle classes are held to the same safety and fair-­com­pet­ition standards as the Heavy Goods Vehicles (HGVs) category.

Key details of impacted LCVs for fleet managers:

• Combined weight threshold: as per Regulation (EC) No 561/2006, the weight threshold applies to the vehicle combination. If a smaller vehicle (e.g., 2.0 tonnes) tows a trailer that increases their combined MAM to above 2.5 tonnes, it falls within scope.
• Existing and new vehicles: the rule applies to newly registered vehicles and demands retrofits for existing vehicles operating inter­na­tionally.
• Exemptions: certain exemptions apply, such as vehicles used for non-com­mercial carriage of goods, vehicles with a maximum speed of 25 mph or those used for own-account transport under specific conditions (e.g., craftspeople within a limited radius).

Authorities using remote detection technology can identify whether a tachograph is installed, and if not, will pull over the vehicle during a roadside inspection. The negative impact on the business and its drivers can be significant.

• Financial penalties: failure to have a tachograph installed can result in fines amounting to several thousand euros.
• Operational disruption: enforcement officers have the power to immobilise the vehicle. The driver may be ordered to cease transport until compliance is restored, leading to stranded cargo, missed delivery windows and broken Service Level Agreements (SLAs).
• Extra costs: you may be forced to schedule urgent retrofit appointments, often at premium rates, while also facing admin­is­trative costs for submitting overdue compliance documentation.
• Reputational damage: late deliveries and legal infractions can permanently damage your standing with clients.
• Custodial sentence: the most serious cases of negligence can lead to custodial sentences.

The sheer volume of vehicles requiring updates is likely to create a bottleneck in certified installer availability. Waiting until the last moment risks vehicle downtime and operational disruption. By acting now, you secure your installation slots and avoid the rush. It also gives your drivers time to adapt to the new recording processes without the pressure of active enforcement.