How do you operate a digital tachograph step by step? Knowing the answer proves very useful both for drivers and for the specialists who settle their working time. Skilled operation of a digital tachograph is the key to correctly recording the driver's activities and the data relating to driving parameters. It helps avoid errors that carry the risk of penalties during checks carried out by the competent authorities.
Wondering what a tachograph is, how it works and how to use it correctly? You will find the answers to these questions in the rest of this article! We explain exactly what operating a digital tachograph involves, presenting each of the related steps one by one, and we show why regularly downloading the data stored in the device's memory is so important.
The digital tachograph: what it is and what it is used for
What is a digital tachograph? It is a recording device, the successor to the traditional analogue tachograph, and an integral part of the equipment of vehicles used for commercial transport. What is the basic purpose of a tachograph? It is used to continuously record data on, among other things, the driver's working time and the speed at which the vehicle is travelling.
Efficient operation of a card-based digital tachograph is essential for correctly recording the data that allows compliance with drivers' driving time and rest rules to be checked. It enables operation in line with the applicable regulations, which minimises the risk of severe penalties for any infringements and increases road safety. The person carrying out the transport uses an individual driver card to operate the digital tachograph, which serves to record their activities and authorise their work on the recording device. The data recorded on the driver card is later needed, among other things, to settle their working time.
Operating a digital tachograph step by step: how to use the device
Correct tachograph operation for novice drivers can be quite a challenge. For this reason, transport companies often decide to train their employees in this area. Once they have acquired this knowledge, operating the tachograph in a lorry causes the driver no problems, and they are able to avoid mistakes that could prove costly in the future, both for them and for the carrier.
To make it easier to understand what operating a digital tachograph involves, we have decided to present the most important actions it consists of. Although the details of using individual models of recording devices differ to some extent, our tips will prove useful whether you are interested in efficient operation of a VDO, Stoneridge or other popular brand of tachograph.
Take a look at how operating a digital tachograph works step by step: from switching the device on and inserting the card into the tacho, through the preparatory actions and the subsequent recording of the driver's activities, to the end of the working day.
- Switching the tachograph on: to start using the recording device, turn the key to the “ignition” position.
- Inserting the card into the tachograph: to work in line with the regulations, the driver must place their card in the appropriate slot of the recording device. How do you insert a driver card into the tachograph? The person driving the vehicle should slowly insert the correctly oriented card, chip facing up and the arrow printed on the card pointing forwards, into the first slot. Before inserting the card into the tachograph, however, check that it is undamaged and clean, and that the recording device is ready for the card to be inserted.
- Logging the card into the tachograph: when the driver starts their working day, the card is logged into the tachograph for the first time. If it has been placed correctly in the slot, the display should show, in sequence, a welcome message, the local time and UTC time, and the card holder's surname, among other things.
- Displaying data on the last use of the card: once the data from the card has been read, the date and time (in UTC) indicating when the card was last withdrawn from the recording device will be displayed.
- Option to make a manual entry: the digital tachograph will offer the option of making a manual entry. The driver can choose to do so or decline, and must then confirm their decision.
- Selecting the starting country: in the next step the driver should select the country in which they are starting to drive.
- Setting the right activity: for the tachograph records to reflect reality, the driver must indicate every time which activity they are about to perform. This may be other work, the so-called “hammers”, rest, the “bed”, or driving, the “steering wheel”. The last of these activities, driving, usually starts being recorded automatically the moment the vehicle moves off, at which point the “steering wheel” symbol appears on the tachograph.
- Finishing work and removing the driver card: at the end of the working day, remove the driver card from the tachograph and take it with you.
The description above, explaining how to use a digital tachograph, presents the basic rules for the correct use of this type of device. To learn more about the specifics of the model used in a particular vehicle, it is worth reading the document that comes with it: the tachograph's operating manual.
Reading data from a digital tachograph: what you need to know
Operating digital tachographs is not the only topic that drivers and the people responsible for settling their working time should be familiar with. Another very important issue is regularly reading the digital tachograph (the data stored in its memory) and the driver card.
Why is regular downloading of the digital tachograph and driver card so important? First and foremost, this is an obligation that the regulations impose on the carrier. Infringements in this area can have serious consequences in the event of an inspection by the competent authorities. In addition, the recorded data forms the basis for subsequent analysis of drivers' working time and for settlements.
How do you read a digital tachograph, or more precisely the data stored in its memory? This process can be carried out in the traditional way, which requires physical access to the vehicle. The company card is placed in the second slot of the active recording device, and a special reader is also connected to the appropriate socket on the tachograph. Then the tachograph is instructed to download the data collected in the device's memory since the last download. After downloading, the .DDD files must be saved on a computer and archived.
The traditional method of downloading from a digital tachograph is fairly time-consuming, which proves problematic especially for larger fleets. It is a process that requires the involvement of both drivers and other employees responsible for the proper functioning of the fleet. This limits the time they can devote to their other duties and encourages mistakes. An interesting alternative to the classic approach is remote download of driver cards and tachograph memory, made possible by modern systems such as Navifleet. It allows data to be downloaded automatically, according to a predefined schedule and without the vehicle having to be physically present at the depot. Using a system that enables remote download of the digital tachograph and driver cards saves time and minimises the risk of costly mistakes.
How to operate a digital tachograph: mistakes novice drivers should avoid
What mistakes and oversights should you watch out for when operating a digital tachograph? The most common errors in this area include:
- inserting the card into the tacho incorrectly or failing to place it in the correct slot of the recording device,
- failing to indicate the country where work started,
- recording breaks and other activities incorrectly,
- downloading data from the card and tachograph too rarely,
- neglecting to archive and secure the data.
Remember that the consequences of mistakes can be serious, from financial penalties to problems with settlements.
How to operate a tachograph step by step: summary
Using a tachograph skilfully is a basic competence that professional drivers should master. Whether we are talking about operating an analogue tachograph with charts or a new-generation tachograph, correct use of the recording device is indispensable if you want to remain compliant with the regulations and eliminate the risk of penalties from the enforcement authorities. When it comes to using recording devices, however, remember not only to record the driver's activities on an ongoing basis, but also to download the data regularly. This task is the carrier's obligation: it enables smooth cooperation with the competent authorities during inspections and provides the information needed to settle drivers' working time.
You now know how to operate a digital tachograph step by step, but want to broaden your knowledge of this type of recording device further? We encourage you to read the other articles about them on our blog, including:
- A new era of tachographs: replacement, key deadlines and the most important changes
- How to streamline settling drivers' working time: a guide to remote tachograph data download
- Tachographs in vans: what you need to know about the new regulations
- Tachograph: what it is, how it works, what it is for and who must have one
- How to change the time on a tachograph: a practical guide for drivers and administrators
Agata Świerczek
E-marketing Specialist
As a UX/UI design specialist I combine creativity with precise communication. I design intuitive interfaces and engaging digital content, and I write product copy and blog articles that hold attention and support business goals.
