How to use Tacho Manager

A company account runs the whole fleet: drivers, trucks and trailers, their tachograph files, documents and reminders, with every report analysed against EU Regulation 561/2006 and Directive 2002/15/EC. The first eight steps below take you from an empty account to a working one.

Step by step

1. Create the company account Open tachomanager.com/app2/register. Choose a username, a recovery email and a password of at least 6 characters with one special character. Select Company as the account type, accept the terms and submit. No payment details are asked for.
2. Verify your email and sign in A verification link is sent to your recovery email. Open it within 24 hours to activate the account, then sign in at tachomanager.com/app2/login with your username and password.
3. Complete the company profile Account → Profile holds the company name, VAT number, email, address and phone, plus the report timezone. These details appear on reports and in the payroll tabs of linked drivers. Change your recovery email or password on the same page.
4. Add drivers and vehicles Drivers → Add driver: type the name and card number, or pick a driver-card file (.DDD or .TGD) and both fields are filled from it. Vehicles → Add vehicle: choose truck or trailer, then registration, make and model. A vehicle-unit file fills the registration.
5. Upload tachograph files On a driver or vehicle page choose Upload and pick one or several .DDD or .TGD files. For a whole folder use Tools: each file is detected as driver-card or vehicle-unit, matched to its driver or vehicle and uploaded oldest first. Unmatched files are skipped.
6. Invite drivers who have their own account Link shows your invitation code. Give it to a driver with a Tacho Manager driver account; they enter it under Link in their app. Their existing card files are copied in and every later upload arrives by itself. A used code is replaced by a new one.
7. Try the modules during the trial New company accounts get every module for 30 days. Modules lists Payroll, Time registry, GPS tracking, Fuel tickets, Work orders and Calendar, each with its settings and an on/off switch. After the trial, activate the ones you need from Billing → Modules.
8. Check the legal analysis options Settings holds the switches that change the analysis: passenger transport, working-time break and weekly limits, the night window, the international goods derogation and the file format for phone uploads. Saving refreshes the infringement reports.

Good to know

• Treat the invitation code like a password. Link lets you renew it at any time; drivers already linked stay linked.
• Edit a driver to control what they can see from their own account: the payroll forecast, the time registry and fuel tickets.
• Reminders warns before driver cards, licences, vehicle documents and download deadlines lapse. Attach scans or PDFs to each document so inspections need no searching.
• In the last seven days of the trial a banner links to Billing. Nothing is charged automatically, and the core stays free after the trial ends.

A driver account is one person and one driver card. It keeps your own file archive, infringement reports and rest planner, and it can link to the companies you drive for so your uploads reach them without an office visit. The account is free.

Step by step

1. Create a driver account Open tachomanager.com/app2/register. Choose a username, a recovery email and a password of at least 6 characters with one special character. Select Driver as the account type and accept the terms. A driver account holds one card and no vehicles.
2. Verify your email and sign in Open the verification link sent to your recovery email within 24 hours, then sign in at tachomanager.com/app2/login.
3. Add your driver card Open Files. The first time it is empty: choose Upload card file and pick a download of your card (.DDD or .TGD). Your name and card number are read from the file and saved as your driver record. In the Android app you can read the card directly instead.
4. Upload your card downloads On Files choose Upload and select one or several .DDD or .TGD files. Every upload is analysed against EU Regulation 561/2006 and the working-time rules you enable in Settings, and the reports and rest planner update straight away.
5. Use the Android app in the cab Install the Tacho Manager Android app and sign in with the same account. With a USB or Bluetooth smart-card reader the app reads your card and uploads the file to your account, so the download is done without a trip to the office.
6. Link to your company Ask your company for its invitation code, open Link and enter it. Your driver record and existing files are copied to the company and later uploads follow automatically. Each company row has a Share trip notes switch and a Delete button to unlink.
7. Know what the company can see A linked company sees your name, card number, uploaded card files, reports and the documents you keep in Documents. Trip notes are shared only if you switch it on for that company. Payroll, time registry and fuel-ticket access is granted by the company.
8. Keep your profile yours Account → Driver lets you edit your name, DNI/NIF and social security number, and delete your driver record with all its files by typing the card number. Account → Security changes the password or requests deletion of the whole account.

Good to know

• Set the report timezone in Account → Profile so daily totals fall on your local days.
• Reminders tells you when your card and licence expire and when the next download is due.
• Open tachomanager.com/app2 without signing in to explore a read-only driver demo before you register.
• A company never sees your trip notes unless you turn on sharing for that company under Link.

Everything on this page is in the free core. Add drivers and vehicles, upload files, and the reports and the Info page fill themselves.

Step by step

1. Add drivers and vehicles Drivers → Add driver: pick a card file to fill in name, card number, licence and expiry, or type them. Vehicles → Add vehicle for trucks and trailers; a vehicle-unit file can fill in the details.
2. Invite your drivers Link shows the company invitation code. A driver enters it under Link in their own account; from then on their card uploads arrive in your account by themselves.
3. Upload files Open a driver or truck and click Upload for one or several files, or use Tools → Bulk upload for a whole folder: each file is detected as card or vehicle unit and matched to the right driver or truck; unmatched files are skipped.
4. Open the reports On the driver page click a filename, or Reports for the newest file, and choose Infringements, Activities, Rest planning or Work summary. On a truck choose All data, Speed report, Over-speeding, Faults & events or Activities.
5. Tune the rules Settings → Legal & report settings: enable the working-time checks, set the night window and the display timezone, and switch on the passenger or international goods options if they apply to you.
6. Keep documents and reminders current Add documents with expiry dates and scans on each driver and vehicle page. Under Reminders choose lead times and push notifications; the Info page shows what is due first.

Good to know

• Download reminders use the 28-day driver-card and 90-day vehicle-unit periods and count from the newest file uploaded.
• On the Info page a driver marked Compute has a new file; click it to refresh the 56-day summary straight away.
• Use the 7, 30, 60 and 90-day buttons or the whole-file view on a report to narrow the period you are checking.
• A driver shared from another company shows a link icon in the driver list; their files and, when shared, trip notes appear on the driver page.

A driver account holds one driver: you. Upload your card, read your own reports and keep your documents and reminders in the app.

Step by step

1. Create your driver Open Drivers and upload a card file, or read the card in the Android app with a smart-card reader. Name, card number, licence, birth date and card expiry are taken from the card.
2. Upload each download Click Upload on your page and pick one or several .ddd or .tgd files; a renewed card is recognised as yours. If you are linked to a company, the file is copied there automatically.
3. Read your reports Click a filename and choose Infringements, Activities, Rest planning or Work summary. Your Info page shows the rest planner from your newest file, including an infringements tab for the last 56 days.
4. Keep your documents Documents: add licence, CAP, medical certificate or others with expiry dates and up to two photos each. Linked companies see them and can plan renewals.
5. Set reminders and link companies Reminders: card expiry, document expiry and download due, each with a lead time and push notification. Link: enter a company's invitation code to link, and choose whether to share trip notes.

Good to know

• The rest planner counts from your newest upload, so upload before planning the night.
• Under Account → Driver you edit your own details or delete the account together with its files.
• Your card page shows the card generation and the last download date read from the file.

Transport orders are managed from the Work menu of a company account. The module is part of the 30-day trial for new company accounts and can be switched on under Modules.

Step by step

1. Work → New order Enter a title and, optionally, a reference, truck, trailer and notes. Leave the reference blank to get an automatic WO-year-number reference.
2. Add the stops Click Add loading or Add unloading, type the place name and address, then Pick on map to drop the pin the check-ins will be compared against. Set the time window and instructions if needed; use the arrows to reorder.
3. Assign a driver Choose a linked driver account under Assigned driver and press Save. The driver receives a push notification and the order changes to Assigned.
4. Create the CMR Open the order, fill in the numbered boxes (sender and consignee are prefilled from the stops), select a carrier profile for box 16 and press Save CMR. Sign as sender here, or leave that to the driver at loading.
5. Follow progress The orders table shows the next stop and the status. Inside the order, the Activity log lists every check-in with a map pin, distance flags over 2 km, photos and signatures.
6. Download the documents Use the PDF button in the order header for the dispatch sheet and the PDF button in the CMR card for the consignment note. The CMR card also shows the public inspection link with a copy button.

Good to know

• Only linked driver accounts appear in the driver list; invite your drivers from Drivers first.
• Once a signature exists the CMR boxes are locked, so check the content before the driver signs.
• Orders with a CMR signed less than a year ago cannot be deleted; cancel them instead.
• Keep your legal entities under Account → Employer companies with full address and CIF, so the carrier dropdown fills box 16 completely.

Drivers use their own driver account linked to a company. Orders assigned to you appear under Work, and you get a push notification when a company assigns one.

Step by step

1. Open Work Assigned orders are listed as cards with the company name, the next stop and a progress bar. Tap a card to open it.
2. Accept the order Press Accept order in the banner to confirm you have received it. Your position is attached when available.
3. Navigate and check in Tap the arrow button for directions to the stop. On arrival tap Loaded or Unloaded, add remarks or reservations if something is wrong with the goods, and press Confirm check-in. The device GPS is attached.
4. Add photos Use Photo at any stop to take a picture of the goods, seals or paperwork. Photos are stored with the order and included in the order sheet PDF.
5. Collect the signatures In the CMR card tap Sign next to Sender, Driver (carrier) or Consignee. The signer draws the signature with a finger, types their name, optionally an ID number and remarks, then presses Accept signature.
6. Download the CMR Use the PDF button in the CMR card for the signed consignment note, or the PDF button in the header for the order sheet.

Good to know

• Allow location access when asked; without it the app offers to check in without GPS.
• Check-ins, photos and signatures are only possible while the order is active; completed or cancelled orders are read-only.
• The Work list refreshes by itself every minute, so a new assignment appears without reopening the app.

Payroll is configured once under Modules, switched on per driver in the driver editor, and read from the Info dashboard or from a driver's files.

Step by step

1. Open Modules → Payroll Tick Enable payroll calculation module. Choose the pay period (Monthly, Biweekly or Weekly) and the period start day, and enter the base salary per period.
2. Choose the variants and rates Tick Per kilometer, Per work hour, Per night outside origin and the 24h or 45h+ weekly-rest options as needed. Enter each rate, the max payable hours per day, the minimum daily rest and, if wanted, a daily pay cap.
3. Set the origin Enter the origin country as an ISO code and optionally the region, or click Pick on map and set a radius in km. Inside counts as home; other regions of the country are national, other countries international.
4. Save, then add tiers if needed Click Save. Under Payroll tiers, click Add tier to store a named variant of these settings for drivers on different terms; each tier has the same form.
5. Set up each driver Go to Drivers → driver → Edit. Tick Payroll access if the driver may see the forecast, fill Working with company since, and pick a Payroll tier or leave Default (company settings).
6. Read the forecast On Info, click a driver in the Payroll forecast card, or open Drivers → driver, click a file and choose Payroll. You get total, base and extras, a ? button with the rules applied and a per-day table for the current and previous periods.
7. Correct and freeze On a day flagged GPS: at origin, click Nullify and give a reason; on a missed night click Add night. On a closed month marked Settings changed, click Recalculate to re-save it with the current settings.

Good to know

• Only the variants you tick change the total; the ? button on the forecast lists exactly which settings were applied.
• Write a note in Announcement / notice to show a message to drivers under their period summary.
• Closed months are computed from the first download after month end, so upload each driver's card early in the new month.

A driver account cannot change payroll settings, but it sees its own forecast from every company that granted access, computed from the driver's most recent file.

Step by step

1. Link to the company Enter the company's invitation code under Link. The company then ticks Payroll access in your driver profile.
2. Keep your card files uploaded The forecast is built from your newest file, so upload the card regularly, for example from the mobile app with a card reader.
3. Open Payroll Choose Payroll in the menu. Each company that granted access has its own tab with its details; you see total, base and extras for the current and the previous month.
4. Check the day-by-day table Expand a period to see each day's location, worked hours, night outside and amount. A night the company struck out or added shows its reason. Click ? for the calculation rules.

Good to know

• If the page says no payroll access yet, ask the company to tick Payroll access in your driver profile.
• Only the current and previous month are shown in the driver view; older months are kept on the company side.

GPS tracking is configured from the Modules page and used from the Vehicles list. It is included in the 30-day trial for new company accounts.

Step by step

1. Open the module Go to Modules → GPS Tracking. If the tab shows a lock, the module is not active on your plan; the pane links to Billing.
2. Switch tracking on Tick Enable GPS tracking, then enable the provider you use. Its credential fields appear: for PAJ-GPS an email and password, for others a server URL, API key, token or OAuth2 client details.
3. Test and save Click Test connection under the provider. A green message reports how many devices were found. Click Save. Passwords and keys are never shown again; leave them blank to keep them.
4. Map devices to trucks In the Devices card each tracker shows provider, name, IMEI and last position. Choose a truck in the Mapped truck column. Refresh reloads the device list from the provider.
5. Open the live map Go to Vehicles → Trucks. Mapped trucks show a red pin beside the registration; click it, or open the truck and click Live location. Speed, battery, fix time and coordinates appear under the map.
6. Check payroll and reports Positions sync every 30 minutes. Payroll lines gain region paths and pins; drive legs in the rest summary show GPS positions. To keep payroll card-only, turn off Use GPS tracking data in payroll under Modules → Payroll.

Good to know

• A truck holds one device: mapping a second device to the same truck unmaps the first.
• Give the first sync time before judging payroll figures: history backfills in 45-day chunks over successive runs.
• GPS reaches a driver's payroll only through the card's own record of which truck they drove, so keep card uploads current.
• The demo shows the GPS Tracking tab but cannot save credentials or map devices.

This module is managed from a company account. A driver account only sees what the company shares.

Fuel tickets is a company module: the company uploads invoices and tickets, reviews what the AI read, confirms the values and reads consumption per truck. It is included in the 30-day trial of new company accounts.

Step by step

1. Switch the module on Go to Modules → Fuel tickets and check the switch Enabled for your company. Fuel then appears in the left menu. The Consumption calculation card below the switch holds the maths settings.
2. Prepare the trucks Fuel tickets are assigned to the trucks listed under Vehicles. Mark a truck Sold/Retired in its form to hide it from the fuel truck list without deleting its history.
3. Upload Open Fuel → Upload a ticket. Choose the photo or PDF, then Type: Fuel ticket (pick the truck and type the odometer) or Company invoice (no truck or odometer; each line is assigned by its plate). Press Upload.
4. Wait for the reading The row shows Reading… and the page refreshes on its own. It turns to Needs review when the AI has finished, Duplicate for an image already uploaded, or Failed when the image could not be read.
5. Review and confirm Select the truck's plate under Tickets, press Review on a row, check diesel, AdBlue, odometer, truck and date against the image, then Confirm. Save keeps edits without confirming; Delete removes the ticket.
6. Read consumption and alerts Confirmed refuels build the per-truck tile, the six-month evolution chart and Consumption alerts. Press Review on an alert to open the refuel that closed the flagged window.
7. Let drivers upload Open Drivers, edit the driver and switch on Fuel tickets access. Their ticket photos land in your account under their name, ready for review.

Good to know

• Type the odometer at upload whenever you can; it beats an estimate and is kept even if the ticket prints another value.
• Upload invoices as PDF: the pages are read one by one and each line is assigned by the plate printed on it.
• A truck gets alerts only once it has enough judged refuels to establish its own usual figure, so early months show tiles and charts but no alerts.
• If drivers usually top up rather than brim the tank, keep the recommended Aggregate over the period method; partial fills cancel out over consecutive refuels.

A driver account can upload ticket photos once a company that has the Fuel tickets module has granted you fuel access. Tickets are stored in that company's account; you see your own uploads read-only.

Step by step

1. Get access Link to the company from Link with its invitation code, then ask the office to switch on Fuel tickets access in your driver record. Fuel then appears in your menu.
2. Photograph the ticket Open Fuel → Upload a ticket. Take the photo with the camera or pick a file, choose the truck (the last one you picked is remembered) and type the odometer from the dashboard. Press Upload.
3. Check the status Your ticket shows Reading…, then Needs review once the AI has read it; the office confirms it. Duplicate means the same image was already uploaded; Failed means the photo could not be read, so take a new one.
4. See your tickets Select the truck's plate under Tickets to see your own uploads with diesel, AdBlue, odometer and status. Review opens the image and the values read-only; consumption figures are shown to the company only.

Good to know

• Photograph the ticket flat, in good light, with every line readable, before the print fades.
• If you drive for more than one company, choose the truck: the ticket goes to the company whose fleet holds that plate.
• The odometer you type is kept even when the ticket prints a different value, so read it from the dashboard at the pump.

Time registry is a module: new company accounts get it for 30 days, afterwards it is enabled from Modules. Set up the employer company once, assign drivers, then generate a PDF each month.

Step by step

1. Add the employer company Go to Account and find Employer companies. Enter the company name, CIF/NIF and workplace (address, postal code, city, country, phone and email are optional) and click Add company. Repeat for each company you issue registries for.
2. Complete the driver's legal data Go to Drivers → open the driver → Edit. Fill in DNI/NIF and Social Security number, choose the company under Company (Time Registry) and, if needed, set Working with company since. Save.
3. Grant access to the driver (optional) In the same edit form switch on Time registry access so the linked driver account can view and download its own registry.
4. Open Time registry Go to Time registry, choose the driver, the month and the year. The table lists every shift with start, end, driving, other work, breaks and effective total, plus the month total.
5. Fix any warning A yellow notice tells you if no company is assigned or the driver's DNI/NIF or Social Security number is missing. Follow the links to Drivers or Account and reload the month.
6. Download the PDF Click Download PDF. You get fichaje_card_YYYY-MM.pdf in A4 landscape with the identity block, every day of the month, totals, the legal note and two signature lines. Print, sign and file it.

Good to know

• Generate a closed month after the first card download of the following month; that file is the one the registry uses.
• Card data before the Working with company since date is ignored, so set it when a driver joins mid-month.
• Availability is not shown and does not count as effective time; only driving and other work do.

A driver account can use Time registry once a company that holds the module has switched on Time registry access for your card. The registry shows only your own card.

Step by step

1. Get access from your company Link your account to the company with its invitation code and ask them to switch on Time registry access for you. Time registry then appears in your menu.
2. Keep your legal data current Go to Account → Driver → Edit my details and fill in your DNI/NIF and Social Security number. They are printed on the PDF.
3. Choose the month Open Time registry. Your card is selected automatically; pick the month and year to see each shift with start, end, driving, other work, breaks and effective total.
4. Download the PDF Click Download PDF to save the registro de jornada for that month. If the button is grey, the month has no card data or your company has not yet assigned an employer company to you.

Good to know

• Upload your card regularly; a closed month is built from the first download made after the month ended.
• Availability time is not counted as effective working time; only driving and other work are.

The calendar is available to company accounts with the Calendar module active. It appears in the sidebar right after Work.

Step by step

1. Open the calendar Go to Calendar in the sidebar. The current month opens on a Monday-first grid; use the arrows or Today to change month.
2. Start a reservation Click the first day of the job, or press New reservation. The form opens with that date as the first day.
3. Describe it Enter a title (required), pick a colour and choose a driver and/or a vehicle. Set First day and Last day and add a note if useful, for example a load reference or the handover time.
4. Save Press Save. If the driver or vehicle is already booked on overlapping days, the form lists those reservations under Already reserved in this range. Change the dates or subject, or press Save anyway to keep the overlap.
5. Review and edit Reservations appear as bars on the grid and in Reservations in view below it. Click a bar or press Open to change dates, subject, colour or note, or to delete the reservation.
6. Filter and manage the module Use the filter at the top to show one driver or one vehicle. To turn the module off or on, go to Modules → Calendar.

Good to know

• Hover a bar to read its title, driver, vehicle and note without opening it.
• Use one colour per customer or job type so the month reads at a glance.
• Reservations without a driver or vehicle are never checked for conflicts; assign them as soon as you know who is going.
• Bookings whose driver or vehicle was later deleted stay on the calendar and can still be edited.

This module is managed from a company account. A driver account only sees what the company shares.

A company account uses the Android app to read drivers' cards in the yard or in the cab, to receive fleet reminders on the phone and to dispatch transport orders to linked drivers.

Step by step

1. Sign in on the app Open the Tacho Manager Android app and sign in with your company email and password, or tap Sign in with Google. Allow notifications when Android asks.
2. Have your drivers on the list Drivers → Add driver: enter the name and card number. The reader panel only uploads when at least one driver exists. Drivers with their own account can link instead: give them the code shown under Link.
3. Connect the reader Info: plug the USB smart-card reader into the phone and accept the USB permission. The Smart Card Reader panel expands and shows the reader's name in the status line.
4. Read the card Insert the driver card and tap Download card. Watch the overall and current-block progress; the file is saved to Downloads/TachoManager and uploaded, and the driver is matched from the file.
5. Check the result The Info dashboard refreshes and Drivers → the driver's page lists the new file with its infringements, activity and rest-planner reports.
6. Choose your push reminders Reminders: switch on Push notification for the reminder types you want on the phone, such as card expiry, document expiry, overdue downloads, infringement increases or vehicle documents.
7. Dispatch orders Work → create an order and assign it to a linked driver. The driver's phone receives a push notification with the new order.

Good to know

• The reader panel is hidden in a normal browser and in the read-only demo; sign in to a real company account inside the Android app.
• If Download card stays disabled, check that a card is inserted and the USB permission was granted; the status line under the panel title explains why.
• Mark as downloaded writes the download date to the inserted card without a full read.
• Files uploaded from the app land in the same archive as browser uploads, so nothing changes for the office.

A driver account uses the Android app to download its own card with a USB reader, receive reminders and transport orders, and manage its own profile.

Step by step

1. Sign in on the app Open the Tacho Manager Android app and sign in with your email and password or with Google. If you have no account yet, create a driver account first. Allow notifications when asked.
2. Link to your company Link: enter the invitation code your company gives you and tap Add. The company then receives your uploads. The switch next to each company controls whether it also sees your trip notes.
3. Plug in the reader and insert your card Info: connect the USB smart-card reader, accept the USB permission and insert your driver card. The Smart Card Reader panel expands when the reader is detected.
4. Tap Download card The card is read with live progress, a copy is saved to Downloads/TachoManager on the phone, the file is uploaded to your own card and the last-download date is written to the card.
5. Check your reports Info shows your rest planner from the new file; Drivers → your card lists every file with its infringement and activity reports.
6. Turn on push reminders Reminders: switch on Push notification for card expiry, document expiry and overdue downloads. New transport orders from a linked company arrive as push notifications too.
7. Keep your profile current Account → Driver: Edit my details changes your name and ID numbers; the danger zone deletes your driver record and files after you type your card number. Account → Security changes the password.

Good to know

• No reader with you? Upload a .DDD file from Drivers → your card → Upload in any browser; the reports are the same.
• The bell in the app header lists the same reminders as the push notifications and lets you mark them as read.
• Your card number is read-only in your profile; ask the company if it needs changing.
• Deleting the driver record removes all its uploaded files; the confirmation asks for the card number to prevent an accidental tap.