Manual entries on the tachograph are one of the most common sources of errors for truck drivers and fleet managers. While they may seem simple, incorrect entries can lead to fines, problems during inspections, and incomplete records of working hours. In this article, we explain when manual entries are required and how to record them correctly.
What Are Manual Entries on the Tachograph?
The tachograph automatically records a driver’s driving, working, and rest times. However, there are situations where the device cannot capture all activities automatically. In these cases, the driver must enter the data manually. These entries ensure accurate working time records and compliance with legal regulations.
When Are Manual Entries Required?
Common situations that require manual entries include:
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Start of the workday – if the driver inserts the card after the vehicle has already started moving, the beginning of the activity must be entered manually.
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End of the workday – working activities must be properly closed before the card is removed.
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Time spent outside the vehicle – for example, warehouse work or waiting for loading/unloading when the card is not in the device.
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Change of activity – when a driver switches from driving to working, rest, or availability, the change must be recorded manually.
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Card not recognized immediately – if the tachograph fails to detect the card at first, all data must be entered afterward.
How to Record Manual Entries Correctly
Correct manual entry practice involves several key steps:
- Always insert the card before starting work – if the card is not in the device, the tachograph cannot record activities.
- Check and confirm all manual entries at the start and end of the day.
- Select the correct activity – driving, work, rest, or availability. Incorrect symbols may result in fines.
- Regularly review data in DDD file software – this allows timely corrections before inspections.
Why Are Manual Entries Important?
Missing or incorrect manual entries can lead to:
- Fines for the driver and the company
- Problems during inspections
- Incomplete working time records, which can affect shift planning and fleet management
Accurate manual entries protect both drivers and companies and ensure compliance with legal requirements.
Conclusion
Manual entries on the tachograph may seem like a minor obligation, but they play a crucial role in accurate working time recording and avoiding fines. Drivers and fleet managers should regularly check, record, and confirm all activities and use digital solutions for analyzing tachograph and driver card data.
Proper practices and digital analytics ensure safety, accuracy, and compliance in road transport.