Licence tracking relies on an up-to-date record of each employee's licences, plus automatic alerts before each deadline. Fleeti records every licence category held, with its own validity date, in the driver profile. In France, a standard B licence has no expiry date, but professional C, CE, D and EC licences are renewed on a schedule that depends on the driver's age and medical check. Fleeti emails the fleet manager, the line manager and the driver 60 days and then 30 days before the deadline. An optional automatic licence status check is also available, in line with employer obligations under article L4121-1 of the French Labour Code.

Assignment is done from the driver profile or the vehicle record, with a start date and an optional end date. Fleeti offers three assignment modes: permanent assignment for individually allocated company cars, time-bound assignment for missions or replacements, and identification-based assignment for pool vehicles shared by several drivers. On a shared vehicle, the driver is identified either automatically from telematics data when the vehicle is connected, or manually with an RFID badge or the Fleeti mobile app at the start of the trip. Assignment history is kept for every vehicle and driver and automatically feeds benefit-in-kind calculation and traffic fine designation.

A complete driver profile covers six types of information. Identity and work contact details form the base: name, employee number, email, phone, base site, manager. Driving licence data is the second block: number, categories held, expiry dates by category, scanned copies. The third block covers mandatory professional training: FIMO, FCO, CACES, safe driving, first aid. Occupational medical checks are tracked separately for the drivers concerned (public transport, taxis, ambulances, some heavy vehicles). The assigned vehicle and mileage history form the fifth block, and administrative and financial documents complete the set: company car amendment, driver policy, mileage allowance scale, chosen benefit-in-kind method, and history of fines and claims.

In France, the employer is responsible for employee safety under article L4121-1 of the Labour Code, which requires it to take the necessary measures to ensure the physical and mental safety of its staff. This general duty includes checking that employees authorised to drive a company vehicle hold a valid licence for that vehicle category. If this duty is breached and an accident occurs, the company director can be held liable. Beyond the licence, the employer must designate the driver responsible for an offence within 14 days, or face a €750 fine for the company, under article L121-6 of the Highway Code.

Moving off Excel takes three structured steps. First, import your existing data: Fleeti accepts CSV or XLSX files, maps your columns to standard fields (name, licence, vehicle, deadlines) and flags inconsistencies. Second, connect external sources: ANTAI for traffic fines, telematics or manufacturer data for mileage, and your HR system for joiners and leavers. Third, set up automations: licence deadline alerts, monthly benefit-in-kind calculation, payroll and DSN exports, and traffic fine designation. Migrating from Excel takes 5 to 10 days for a fleet of fewer than 200 vehicles, with no disruption and no double entry during the transition.

The driver profile is the hub for these four operational flows. For traffic fines, Fleeti connects to your ANTAI employer account, identifies the driver from the declared assignment or telematics data, and triggers designation within 14 days. For benefits in kind, the monthly calculation applies either the flat rate (9% of the purchase price including VAT, 12% with fuel) or the actual-cost method based on business and personal kilometres, using the more favourable method for each vehicle. For mileage allowances, Fleeti applies the current URSSAF scale to actual business trips, separated from personal ones, and exports payroll-ready amounts. For claims, reporting is done from the driver profile and linked automatically to the vehicle, the insurance contract and the driver's claims history.

Driver data management must follow three principles set by the CNIL: purpose, proportionality and prior notice. The purpose must be explicit and legitimate, such as fleet administration or benefit-in-kind tracking, and cannot extend to permanent monitoring of employees. Proportionality limits the data collected to what is strictly necessary for that purpose: no tracking during breaks, no medical data, no ongoing access to personal trips. Prior notice to employees is mandatory: Fleeti provides compliant notice templates to add to the employment contract or as an amendment. Data retention is limited and justified, and every employee has a right of access and correction from their driver area.

A full rollout for 200 vehicles takes 10 to 15 working days on average. The first week covers importing your existing data (drivers, vehicles, contracts, licences) and connecting external sources: ANTAI, manufacturers of connected vehicles, HR system and payroll. The second week sets up automations according to your car policy: alert rules, benefit-in-kind method by vehicle category, mileage allowance scale and access rights by profile. User training (fleet managers, HR, payroll) takes one day per profile. Rollout causes no disruption, and payroll exports continue as normal during the transition. The exact schedule is agreed with your team at kick-off, depending on the number of sites, the integrations needed and the availability of your HR and payroll contacts.