Centralized Management for Logistics Groups & Branches

In corporate environments, decentralized tachograph data leads to duplicated administrative processes and increased legal liability. TachoTools delivers a robust multi-company architecture that centralizes executive supervision while maintaining strict operational independence for every subsidiary.

Enterprise Capabilities for Distributed Operations

• Single Sign-On (SSO) Support: Streamline access management for corporate IT departments.
• Independent Permissions: Define custom roles (Manager, Dispatcher, Auditor) per branch.
• Cross-Entity Analytics: Compare performance metrics between different operational sites.
• Centralized Billing: One contract to cover all your fleet units and subsidiaries.

Designed for the Scale of Modern Logistics

TachoTools is the strategic choice for:

• International Logistics Groups: Manage cross-border subsidiaries with local compliance settings.
• Transport Cooperatives: Centralize records for independent members under one professional umbrella.
• Compliance Consultants: Supervise dozens of client portfolios from a professional white-label ready platform.

Several entities, one transport manager — who actually answers

Distributed structures are usually treated as an IT question: separate the tenants, set the permissions, done. The real question sits somewhere else entirely. Responsibility does not follow the org chart.

Two points get overlooked in group structures with striking regularity:

• The transport manager is a person, not a letterhead. Repute is assessed against a named individual — including one who is nominated on several licences and has never seen the data of one of them.
• Each entity that operates vehicles holds its own duties. Downloading, retention, working time records, organising the work. A central system performs the task in one place; the addressee of the obligation remains each individual company.

That second point is the expensive one. If one company in the group has not downloaded for months, it does not help that two sister companies are run impeccably. Whoever is named on the licence must have access to that licence's data — a tenant separation that walls the transport manager off from the operation he stands behind is not data protection. It is a liability with a technical justification.

Repute is built over months, not on one day

This is why routine review pays better than a good defence when the letter arrives. An operator is not judged on a single incident but on what has accumulated — and on how the business responded along the way.

One myth is worth clearing up here, because it circulates in group structures more than anywhere and frightens people for no reason: good repute is not lost automatically. There is no counter that issues a decision by itself once a threshold is passed. There is a process, an assessment of whether losing it would be disproportionate, and a right of challenge.

The other side of that coin is less comfortable: where there is a process, there are deadlines — and a missed deadline closes the door far more effectively than the breach itself. For a group that means something very concrete: official correspondence must not sit unopened in an entity whose administration is somewhere else. Whoever manages centrally must also know centrally when each letter was served.

In short

Multi-entity capability isn't a feature list, it's a question of who answers: who is named where, who can reach the data, and who notices when a cycle is missed. Answer those three and the technical requirements follow almost by themselves.

The deadlines multiply faster than the fleet

When a group grows, everyone counts vehicles and drivers. Something else grows faster: the number of deadlines that belong to nobody.

• Periodic inspection of each tachograph, at most every two years from the last one.
• Driver card validity — a separate date for every driver.
• Periodic driver training, on yet another cycle that coincides with none of the others.
• Download cycles — 28 days for the card, 90 for the vehicle unit, as maximums rather than a schedule.

Across five vehicles that's roughly fifteen dates in one person's head. Across five entities and fifty vehicles it's hundreds, and not one of them announces itself. That is the point at which growth stops being a question of capacity and becomes one of organisation.

Where to start

Not with the system. With one sheet: entity, transport manager, access, date of last download. Compiled by hand once, it routinely exposes more than the first month of any tool — because it makes visible what the system doesn't contain at all.

Separate tenants, shared duties

Technical separation and legal separation are two different things, and confusing them is expensive in group structures. Every entity that operates vehicles carries its own duties — downloading, retention, working time records, organising the work.

A central system relieves nobody. It performs the task in one place; the addressee of the obligation remains the individual company. If one of them hasn't downloaded for months, the impeccable record of two sister companies is no help at all.

There is also a data protection dimension that only arises in groups: who in entity A may see the driver data of entity B, and on what basis? Tachograph files are personal data about named individuals. "Everything on a shared drive so anyone can get at it" opens access too far and makes it harder to show who looked at what — failing both requirements at once.

Three questions that settle any group structure

They take minutes to answer and should be answered before the software is chosen, not after:

• Who is named as transport manager on each licence?
• Does that person actually have access to that entity's data?
• Who notices when one entity misses a download cycle?

The third is where it fails in practice. In distributed structures a lapse goes unnoticed because everybody assumes somebody else is watching. Nobody is being careless — the gap simply has no owner.

And where to start is not the system either. Start with one list: entity, transport manager, access, date of last download. Compiled once by hand, that single sheet routinely exposes more gaps than the first month of any tool — because it shows what isn't in the system at all.