Driver identification
In order to check what kind of service is available for the driver, first you have to identify him. The aim of identification is to check if driver is already the member of DiDb database or not. If not, you can start an e-registration process, if he already owns a membership, you can check if any type of membership validations is due for him (in case of invalid membership).
In the menu bar on the left you can see the client functions available for you. To start the e-registration or e-membership management process, press the “E-reg services” function and then perform the driver identification process by using the so called spot check function of the software. There are two ways to do this:
A. based on driver’s DiDb card number (if the driver already owns membership and his ID is known by you)
B. based on driver’s date of birth (if the driver is not the member of DiDb database or you don’t know, if he is)
In case of choosing option ”A”, please enter the driver’s DiDb card number (in 123456/HU99-yyyymm format):
In case of option ”B”, you can enter the driver’s date of birth manually (in yyyy-mm-dd format), or you can use the date-picker as well:
After entering the driver’s DiDb card number or date of birth, please click on the ”Check” button.
The result(s) that match your search will appear in the “List of DiDb drivers” pop-up window. If you search for a given card number, there can be only 1 result, but when searching by date of birth, all drivers, registered in the DiDb system, who were born on the given day will be included in the list.
Click on the “eye” icon at the end of the line to select the driver whose membership you want to manage or please click on the orange “e-registration” button if the driver is not included in the list:
E-registration
After clicking on e-registration button, an empty data sheet will be displayed for data and document recording:
Technical conditions for uploading documents
There are several options for electronically managing photos, datasheets and documents. You can use a camera, an office scanner device, a smartphone, but let us recommend to use the following applications in order to simplify and speed up document management:
- scanner application installed on your smartphone (eg. Tiny Scanner)
- a synchronized Dropbox (or similar) application installed on your smartphone and computer
Data and documents upload on driver’s data sheet
For data recording, you will need:
- one of the driver’s MRZ-coded ID cards (identity card or passport) and 1 additional document with photo (eg. driving license)
- a device suitable for taking photos
- a device suitable for scanning
- completed DiDb application forms as follows:
- Membership Declaration form
- Information on Data Control form
- optionally: driver’s Certificate of Conduct (CR)
- please upload the CR only if the issue date is not older than 3 months
- the submission of the CR is not a mandatory condition for submitting the application, but please note that our headoffice can only start processing the application if the CR has also been uploaded!
Documents to be scanned and/or uploaded:
- Membership Declaration form signed by the driver and authenticated by 2 witnesses
- Information on Data Control signed by the driver
- driver’s photo
- driver’s Certificate of Good Conduct (optional)
- front and back side of MRZ-coded personal document of the driver
- front and back side of another personal document of the driver
General rules for data uploading
Fields marked with star are obligatory to fill in! If you do not fill in such a field, it will be indicated by a red error message and you will not be allowed to proceed. You will also receive a red error message if a field is not filled in correctly (eg. you missed to enter + sign in the phone number field):
Rules for personal documents: at least 2 out of the 3 must be valid. If all three documents are available, please fill in all three expiry dates. Please pay attention that the expiry date shall be more than 31 days.
Document uploading for expired personal documents is not allowed by the system.
All documents shall be scanned and uploaded in colour!
The workplace and the bill payer of the service are filled in automatically by the system, it is not possible to change them manually.
The workplace is always the same as the partner to whom the user is assigned. By default, the workplace and the bill-payer partner are the same. If there is a separate agreement between SECTRAN and the carrier, the workplace and the bill payer may be different.
Rules for photo taking:
A photo of the driver must always be taken and uploaded. Failure to do so will prevent the service from being saved.
Other rules:
- the photo should be sharp and clear
- portrait photo is preferable, so please take the photo on driver from the shoulder to the top of the head
- the driver must not wear accessories (eg. sunglasses or hats)
- no any advertising is accepted on the driver’s clothing
- there should be no inappropriate objects or advertising in the background (white wall is preferable)
Finalization of data sheet and document upload
You can only finalize the registration application if you have completed all the required uploads on the registration form.
After uploading all data and documents, please click on the “Save” button in order to view and check the uploaded documents. The system will indicate with a red warning message if there is a problem.
Completed data sheet with duly uploaded data and documents:
After saving the process, the unique DiDb ID number of the driver will be automatically generated by the system. This ID will appear next to the name of the driver. In the above example, the DiDb ID of the driver is: 100166/LT99-202006.
Components of DiDb ID
All drivers in DiDb database own a unique ID number which consists of the next characters:
- first six digits mean: DiDb membership number
- next 2 letters refer to the citizenship of the driver (e.g. LT=Lithuanian; RO=Romanian; PO= Polish etc.)
- 99 is a technical number
- last six digits mean: date of registration (yyyymm) – > please inform the driver that his membership is valid for 2 years. The membership validation process shall be managed compared to the date of registration in every 2 years by the driver. Membership validation can be managed earliest on the 96th day prior to membership expiry date. In case the driver misses to fulfil his obligation for membership validation his membership will change to invalid.
Speed of document uploading
Depending on the size of the uploaded documents and the speed of the internet, it will take a few seconds to upload the documents to the server, please be patient!
Below, on the left side, you can see the current percentage of the upload:
Confirmation of completed service
If the uploading tasks have been successfully completed, the following system message will be displayed after clicking the “Next” button:
E-membership validation
In case you can find the driver’s name in the list of DiDb-listed drivers by spot checking, please choose the right driver by clicking on the “eye” icon at the end of line.
After this, a shortened data sheet of the selected driver is displayed, showing his name, his DiDb ID number, his DiDb status registered in the system, the status of last service provided for the driver, moreover its date. Based on the validity of the driver’s DiDb membership, the currently available, up-to-date service will appear in a blue box:
If no available services appear under the date of last service, this may mean:
- the driver’s membership is still valid and the validity period will not expire in the next 3 months
- the driver’s DiDb status does not allow the provision of any service (eg. : in case of banned or deleted membership)
If you are not sure about the reason, please contact our head office for getting more information.
Open (pending) services
If you find any open service on the driver’s data sheet next to “Last service status”, the reason is that the driver has not submitted a Certificate of Good Conduct either during or after the service provision.
These open services can be one of the follows:
- open registration
- open membership validation within due date
- open membership validation after due date
- open reactivation
Given that the submission of Certificate of Good Conduct is a basic condition for the assessment of the application, in case of a missing certificate we could not start the assessment of the service, so the validity of the membership was not extended.
Data and documents upload on driver’s data sheet
After clicking on the available service, the driver’s data sheet with the right service form will be displayed.
Date of birth and country of birth fields cannot be edited. If you notice a discrepancy between the country of birth stored in the system and the actual country of birth of the driver, please report it to our head office immediately!
DiDb ID of the driver can be found under the name of service, next to driver’s name. This ID is invariable.
In case the driver’s membership has been expired more than 2 years his membership will change to dormant. It means that – based on effective privacy rules that are detailed in Manual of Data Control in DiDb system – all personal data and documents shall be deleted from the system. During the reactivation, all personal data shall be uploaded again, as well as the photo and personal documents.
Rules for photo taking for e-membership validation
Even if there is a photo on the data sheet of the driver, a new photo of the driver must always be taken and uploaded! Failure to do so will prevent the service from being saved!
All other applicable rules for photo taking are the same that were detailed under e-registration.
Completed data sheet for e-validation with duly uploaded data and documents:
Depending on the size of the uploaded documents and the speed of the internet, it will take a few seconds to upload the documents to the server, please be patient!
Below, on the left side, you can see the current percentage of the upload:
If the uploading tasks have been successfully completed, the following system message will be displayed after clicking the “Next” button: