How aggregated intelligence empowers every part of your transport operation
SCALING FOR SUCCESS
Why The Lawson Group chose a future-proof system to fuel growth
MASTERING DRIVER RECORDS
Managing occasional drivers and long-term absences
From Managing Director Mark Johnston, welcoming everyone to this Summer issue of CONNECTED.
Chris Cuffe discusses the hot topic of leveraging tachograph data as a strategic asset in UK fleet operations
The latest company news from our IT, support, and compliance teams.
Highlighting The Lawson Group as they discuss why a scalable and future-proof system is crucial to support their ongoing growth and development as a business.
With the busy summer season here, we shine a light on our Clandestine Check featuring testimonials from Gary Smith Transport and JMW Solictors.
A round-up of our customer’s news and recent successes.
Mark Johnston explores how aggregated data delivers real value - and how integrated intelligence can support every aspect of a transport operation.
Marc Caplin discusses the best ways to manage records for occasional drivers and long-term absences, and shares insights from the CV Show on how digital systems are transforming fleet maintenance.
WELCOME
Welcome to the Summer issue of CONNECTED! In recent editions, we’ve looked back over two decades of progress - and more recently, at the achievements and challenges of the past year. This time, our attention is firmly on the future because staying ahead of the curve has always been part of our strategy - planning, adapting, and maintaining a clear commitment to innovation.
We’re looking ahead to the next three to five years with a clear roadmap for growth, deeper customer partnerships, and long-term value - with a focus on helping customers unlock even more from our systems, particularly by making smarter use of the insights and integrations they already offer.
To support this, we’ve made several key investments - including the recent move to our new HQ in Lymm; the development and expansion of our IT teams in Birmingham; continued investment in apprenticeships across software development, cybersecurity, and data analysis; and a strengthened focus on research and development - expanding functionality, improving system integration, and delivering future-ready tools.
Our direction is guided by a simple principle: we connect technology and expertise so you can comply, control, and communicate. That’s the focus behind everything we do - product development, customer service, and building digital tools that deliver practical, real value.
This is why we were thrilled to be recently named Best Innovation in Software at the 2025 UK Business Awards
The award reinforces that our focus on collaboration, reliability, and hands-on support is delivering real value to our customers. It also celebrates the success of ClockWatcher Elite and its seamless integration with tools like Asset Maintenance, Defect Check, and the Aquarius App. A standout innovation noted was the Clandestine Check, which we developed in
response to growing pressure on operators around cross-border vehicle security and compliance - and it is the focus of this issue’s Product Spotlight, featuring testimonials from Gary Smith Transport and JMW on page 9.
In two separate features on pages 3 and 13, we also explore how our platform brings together operational data - and how this level of integration unlocks opportunities far beyond compliance, from cost control and driver performance to real-time planning and strategic forecasting.
This is both the reality today and the direction of tomorrow – and you’ll hear more about it in our Customer Spotlight on page 7, where Dan Hearne, Group Transport Manager at The Lawsons Group, shares how digital systems are helping to futureproof their operations.
Finally, you’ll find updates on compliance, recent developments in road transport, and customer news from across the industry.
Thanks for reading - and if you’ve got a story to share, or would like to be featured in a future issue, we’d love to hear from you.
Mark Johnston Managing Director
LEVERAGING TACHOGRAPH DATA AS A STRATEGIC ASSET IN UK FLEET OPERATIONS
By Chris Cuffe, Aquarius IT Consultant
1. Ensuring Compliance Through Real-Time Data Governance
Within the framework of Regulation (EC)
No 561/2006 and the UK’s retained EU law, tachographs are mandatory for monitoring drivers’ hours and rest periods. However, their value increases significantly when this data is ingested into centralised platforms with live alerting and exception reporting.
Integrated systems enable real-time tracking of drivers’ hours, allowing planners to intervene before breaches occur. For instance, if a driver is nearing their maximum permitted hours, automated alerts notify transport managers, who can take immediate action to reallocate loads or revise schedules-minimising infringement risk and avoiding costly penalties or DVSA intervention.
Behavioural trend analysis also becomes possible. By examining data around rest break compliance, speeding, or irregular shift patterns, operators can build risk profiles for individual drivers, guiding tailored training programmes and proactive interventions.
As digital transformation accelerates across the UK transport and logistics sector, tachograph data is emerging as a critical strategic resource-well beyond its traditional use for compliance. When properly integrated, this data provides granular visibility into driver activity, vehicle utilisation, and operational efficiency. This enhanced visibility not only supports day-to-day operations and long-term forecasting, but also strengthens reporting capability - making it an essential resource for strategic reviews and board-level decision-making.
2. Operational Cost Control Through Multi-Source Integration
When tachograph data is combined with telematics, fuel management platforms, and vehicle maintenance systems, it forms the backbone of intelligent cost control strategies.
• Fuel Efficiency: Driving events such as idling, harsh acceleration, or over-revving can be correlated with fuel usage to highlight inefficiencies and support targeted coaching.
• Vehicle Utilisation: Analysis of hours-driven and mileage data helps ensure balanced fleet deployment. This extends asset lifespans, prevents unnecessary downtime, and supports accurate decision-making around vehicle replacement cycles.
• Labour Costs: With driver card downloads acting as time-stamped records of working hours, payroll accuracy improves, and unplanned overtime is more easily identified and avoided.
Insurance providers increasingly recognise the riskreducing potential of tachograph data. Enhanced visibility into driver conduct and reduced incident frequency can support premium negotiations or eligibility for safer fleet incentives.
3. Real-Time Driver Resource Management
The advent of remote tachograph download has revolutionised driver scheduling and compliance monitoring. With instant access to current availability, transport teams can make operational decisions based on actual legal driving capacity, not estimates.
This helps to avoid inadvertent scheduling of drivers who are already close to their legal limits-improving both compliance and wellbeing. In turn, it enhances customer satisfaction by reducing service delays linked to unexpected driver changes or last-minute legal infringements.
Access to live tachograph data also enables transport managers to maximise driver time more effectivelyparticularly in high-pressure, time-sensitive scenarios. As one operator running a fast-paced multi-drop business once explained, a Friday afternoon collection request could be the difference between a profitable week and a lost margin. With live data, managers can make instant, informed decisions - ensuring every available hour is used efficiently, without compromising compliance.
Driver card data also feeds into Time & Attendance systems, enabling accurate shift tracking and ensuring compliance with the Working Time Directive. Additionally, tachograph data supports driver scorecards used in performance management and incentive schemes.
4. Strategic Planning and Predictive Analysis
Over time, tachograph data builds a highly structured, longitudinal dataset that can inform key strategic decisions.
Fleet managers can use utilisation trends to identify underused vehicles, highlight recurring pinch points in route planning, and adjust resource allocation accordingly. Long-term analysis can also reveal seasonal demand fluctuations, informing staffing plans and fleet procurement strategy.
More advanced analytics-when layered into BI toolssupport predictive maintenance scheduling, demand forecasting, and even the evaluation of alternative fuels or EV deployment scenarios based on stop-start usage patterns in urban environments.
5. Seamless Integration with Fleet Systems
The true value of tachograph data is unlocked through full ecosystem integration. This includes connectivity with:
• GPS and telematics platforms
• Maintenance and defect reporting tools
• Transport Management Systems (TMS)
• Driver compliance and training systems
A well-integrated setup allows for centralised dashboards showing real-time vehicle status, driver compliance alerts, and maintenance reminders. It also facilitates custom reporting through platforms like Power BI, enabling deep insights into operational performance, compliance risk, and cost trends.
This connectivity ensures that tachograph data not only meets DVSA and internal audit requirements but also powers smarter, faster decisions across all levels of the business.
In conclusion, in today’s complex and competitive UK transport environment, tachograph data is no longer simply a compliance obligation-it’s a powerful tool that helps transport businesses work smarter, save money, and stay ahead in a fast-moving industry. By embedding it into broader fleet management systems, operators can improve compliance assurance, reduce costs, enhance driver safety, and gain the insights needed to make informed operational and strategic decisions. As regulations evolve and customer expectations rise, leveraging this rich data source will be critical for maintaining both efficiency and legal integrity across the fleet.
On page 13, Mark Johnston builds on this conversation by exploring how Aquarius’ integrated platform acts as a powerful data aggregator - connecting tachograph insights with asset maintenance, and other core business systems to help operators extract deeper value and make smarter, joined-up decisions across their transport operation.
NEWS ROUND UP
CV SHOW SUCCESS
This year’s 25th anniversary CV Show marked a special milestone for Aquarius - our 20th year of being at the event supporting suppliers, partners and exhibiting ourselves. It proved another successful outing, with strong footfall and great engagement from across the transport industry. We were especially pleased to welcome several major operators to the stand -and proud to sign a significant new contract during the show.
A highlight was seeing our Compliance Manager, Marc Caplin, join Anthony Tattersall (Darcica Logistics) and Amanda Duffy (Duffy Logistics) on the Technical Stage for an insightful session on how digital systems are transforming fleet maintenance. Prior to the show Marc was also invited on to the show’s official Podcast.
All in all, it was a productive and enjoyable three days in Birmingham for the whole team said Liz Haselden, our Marketing Director - and we’re already looking forward to returning next year.
TEES, CHATS & CHEERS AT THE GOLF MASTERS
For an 8th year, we proudly sponsored Hole 10 at this year’s Export & Freight Golf Masters -a brilliant day of sport, networking, and hospitality at Lough Erne Resort.
Now in its 12th year, the event continues to bring together a fantastic mix of people from across the Irish transport industry. The team enjoyed catching up with familiar faces, making new connections, and sharing a few laughs (and mints!) along the way.
RECOGNISING EXCELLENCE AT THE MOTOR TRANSPORT AWARDS
Congratulations to all the finalists recently announced for the 2025 Motor Transport Awards - including our customer Collett & Sons, shortlisted for Team of the Year. From a strong field of entries, 50 companies have been recognised for their innovation and performance in road transport.
Aquarius is proud to support the event once again and will be presenting the Service to Industry Award at the glitzy ceremony in September. Our MD, Mark Johnston, was also pleased to be part of this year’s judging panel.
SUPPORTING TA’S 70TH ANNIVERSARY AT SILVERSTONE
In May, as a Silver Sponsor, we were invited to the Transport Association’s 70th Anniversary Celebration, held at the iconic Silverstone Circuit. Representing us on the day were Mark Johnston and Subir Gupta, who joined over 430 guests for an impressive showcase of 140+ modern and classic trucks.
TRUCK TAKEOVER WITH WELCH GROUP
The Aquarius team had another brilliant day supporting Welch Group at the first-ever Truck Takeover event in early June at Santa Pod Raceway.
It was an action-packed celebration of all things trucking - with impressive vehicles, great company, and a fantastic atmosphere. One standout moment was watching one of Welch’s electric trucks take to the drag strip - a real crowd-pleaser that perfectly captured the spirit of the day.
CELEBRATING WITH WICKES
A big congratulations to this year’s Wickes Distribution Colleague of the Year! As proud sponsors, Subir Gupta, our Sales Manager, had the honour of presenting the award during the ceremony held at Alton Towers in June.
FUN, SUN & SOFTWARE AT RT EXPO 2025
This year’s Road Transport Expo delivered a fantastic mix of sunshine, great conversations, and genuine interest in our integrated software solutions. The team, who have supported the event from day one, enjoyed connecting with both familiar faces and new contacts from across the industry.
Thanks to everyone who stopped by - and to the organisers for creating such a vibrant and well-run event once again.
CUSTOMER SPOTLIGHT
BUILDING SUPPORTIVE & STRONG PARTNERSHIPS
Customer support is one of Aquarius’s key strengths, and this was noted by The Lawson Group; so Subir Gupta recently sat down with Dan Hearne, the company’s Group Transport Manager, for a frank and honest chat about their experience with Aquarius and the reasons behind their decision to transition and integrate their driver and fleet maintenance systems last year.
Q: Can you tell us a bit about The Lawsons Group and your transport operations?
A: The Lawsons Group is the largest independent Timber, Building Materials & Fencing merchant in London and the South East, and we have branches extending from Lincolnshire to the South Coast. We operate 35 regional branches delivering over 220,000 deliveries per year and all drivers are directly employed by Lawsons. With over 700 employees and a turnover exceeding £165 million, our transport operations are crucial in ensuring smooth logistics and compliance across our vast UK network.
Q: What are the most important factors for you when managing drivers’ hours and compliance?
A: With over 150 drivers dispersed across multiple locations, it’s essential that we have a digital tachograph analysis system, backed up by support, that provides Head Office and our team of transport managers and office administrators with full visibility and ease-of-control over compliance -and one that does not create unnecessary burdens for our branch managers. The responsibility of ensuring legal
compliance to the highest standards is with us here at Head Office.
Q: What prompted the decision to switch to Aquarius’ ClockWatcher Elite solution?
A: We transitioned from our previous software supplier to ClockWatcher Elite in 2021, just after the pandemic, following a recommendation based on its capabilities and Aquarius’s exceptional hands-on customer support. A key part of this transformation was the integration of eSIGN, which has helped us centrally manage and streamline driver infringements, making compliance oversight much more efficient and seamless.
Q: What led to the decision to fully integrate your driver and fleet management systems?
A: After working with Aquarius, and being impressed with the ease of use of their software and the support they provided, we then explored how we could further enhance compliance by connecting our driver and fleet management digital solutions. We decided to integrate Asset Maintenance, Driver Defect Check,
and Document Manager into a single, streamlined platform. This move, we believe, also positions us as the first builders’ merchant in the UK to fully integrate driver and fleet management data onto one platform.
Q: Turning to Document Management first, what impact has this had on compliance and communication?
A: Document Management has revolutionised how we share critical company information with drivers. For example, our health and safety policies are comprehensive, but they mean nothing if you can’t get them out to drivers and get their buy-in -therefore ensuring drivers read, understand, and acknowledge them is essential. Through the Aquarius App, drivers can instantly access and sign off on essential documents in Document Manager, from our Transport Manual to Strapping Policies and Toolbox talks in-between. This has vastly improved communication, reduced administrative workload for branch managers, and strengthened compliance across the business.
Q: Next, how has Asset Maintenance transformed your fleet management?
A: We previously used a well-known fleet management system, but as the company grew, its processes changed, and we lost the consistency of a dedicated point of contact. Having reliable personable support - being able to pick up the phone and speak to someone familiar - is crucial for me and my team.
The switch to Aquarius’s Asset Maintenance provided an integrated, user-friendly solution. Now, transport teams and branches no longer need to navigate multiple systems, saving time and improving efficiency. The system’s familiarity across branches ensures a seamless experience for managers who may transfer locations. Aquarius has given us ‘a single pane of glass’ - we have centralised, real-time visibility of all driver and vehicle data on one platform, enhancing compliance and decision-making.
Q: Can you describe the scale of assets managed through Asset Maintenance?
A: Our fleet is extensive and diverse, ranging from company cars and 3.5-tonne vehicles to commercial lorries with cranes and loft-lifters, forklifts, and plant equipment. We also operate Europe’s largest fleet of JCB reach trucks, and our commitment to sustainability is evident in our growing e-fleet, which includes electric cars, forklifts, and the UK’s first gas-powered lorry with a crane. The scalability of the software, and the ability to customise Asset Maintenance makes adding new assets seamless in line with our growth plans.
Q: How does integration between driver and vehicle data benefit compliance?
A: There are so many advantages on both a management and practical day-to-day level. One good real-life example, is that it ensures missing KMs are identified and explained. Previously, we lacked this level of cross-referencing between driver and vehicle data and being able to drill down into the figures. Now, with everything contained on one platform, compliance monitoring and reporting is more efficient, reducing the risk of errors and non-compliance issues.
Q: How was the onboarding process for the new systems?
A: Implementing Asset Maintenance, Defect Check, and Document Management was a significant task, but we fully embraced it. Our goal was to have everything live in three months, with the aim of all branches being live in December. We did, however, manage to complete the roll-out a month ahead of schedule due to the operational ease that Aquarius provides.
Q: You also work with Motia (formerly known as Cubo), who are one of Aquarius’s partners - how does this integration support your operations?
A: We use Motia’s live vehicle cameras and compliance tools, which integrate seamlessly with Aquarius. This further enhances our ability to monitor and manage compliance within a single, unified system. The single-pane-of-glass approach means we have companywide visibility on one dashboard, streamlining processes and ensuring nothing is overlooked.
Q: Looking ahead, how does Aquarius support The Lawsons Group’s future growth?
A: As we continue to evolve and develop as a business and a department, having a scalable and future-proof system is crucial. We believe that Aquarius provides the technological backbone to support our compliance and fleet management needs, allowing us to maintain our high standards while growing. We’re always pushing forward, investing in the best solutions - as an example, our fleet is predominantly Scania - and leading the way in the industry. Aquarius is an essential partner in that journey.
Q: Any final thoughts on the partnership with Aquarius?
A: The success of any system isn’t just about the software - it’s about the people behind it. Aquarius’s commitment to customer service - the regular site visits from you, Subir, and the day-to-day hands-on support - has been invaluable. They understand our business, and their solutions continue to evolve with our needs. Having the right partner is key, and Aquarius has proven to be exactly that.
Q. What’s next for The Lawsons Group and Aquarius?
A: It is still early days with Asset Maintenance, but we already have ideas on ways we can further leverage the software’s capabilities and fully maximise the data insights.
PRODUCT FOCUS
STAYING COMPLIANT AT THE BORDER
With the busy summer season upon us, queues and waiting times at ports inevitably increase, heightening the risk of clandestine entrants. Alongside this, recent increases in fines under the clandestine entrant civil penalty scheme underline why operators must take preventative measures seriously.
UNDERSTANDING THE PENALTIES
The UK’s Border Force civil penalty scheme was updated in 2023 as part of wider Home Office efforts to step up enforcement of immigration rules, particularly around the transportation of clandestine entrants and illegal working. Its impact is now being felt more than ever. Clandestine fines can reach up to £10,000 per entrant for both drivers and operators. Even if no entrants are found, inadequate vehicle security may still result in fines of up to £6,000 each. Clearly, prevention is critical.
CASE STUDY
Aberdeen-based Gary Smith Transport is one operator already benefitting from this approach. The company recently achieved accreditation under the UK Border Force’s Clandestine Entrant Civil Penalty Accreditation Scheme, supported by the implementation of Aquarius’s App.
“We have just received accreditation from Border Force Control for their scheme. Your clandestine check app that we currently use, accompanied by your team support, has played a vital role in helping us achieve our goal,” said Gary Smith, Owner of Gary Smith Transport.
“As a proud customer for nearly 20 years, Aquarius IT has continued to support my business
with excellent technical innovation throughout.”
Legal expert Laura Hadzik, from JMW Solicitors, also highlighted the real-world importance of strong digital records:
“Evidence from Aquarius’s clandestine check has proved vital in some of our successful penalty challenges.”
WHAT IS AN EFFECTIVE PREVENTATIVE SYSTEM?
Operators must demonstrate consistent, thorough vehicle checks, properly documented at the departure point and after every stop. This record-keeping isn’t just recommended-it’s essential evidence if challenged by Border Force.
HOW AQUARIUS SUPPORTS COMPLIANCE
This is where Aquarius can help. Last year, we launched a dedicated Clandestine Check function within our Aquarius App, digitising the updated Border Force checklist and providing operators with a secure, practical system to log inspections. This checklist can be fully customised by fleet managers to suit individual vehicles and trailers, ensuring checks are relevant and specific.
Key Features:
• Digital, customisable Border Force checklist
• GPS and time-stamped photo evidence
• Real-time data submission to head office
• SOS Button for driver emergencies
• Seamless integration with Document Manager
• Supports accreditation and audit readiness
WHY A STRONG AUDIT TRAIL MATTERS
For all commercial vehicles travelling abroad, the ability to demonstrate a consistent and well-documented security check process is not just best practice-it’s essential. When Border Force assesses a civil penalty, it considers the evidence a driver and operator can produce-including the thoroughness of vehicle checks, whether it is a first offence, financial circumstances, and whether the operator is a member of the Civil Penalty Accreditation Scheme.
Crucially, operators can still face penalties even if no clandestine entrants are found, if they cannot demonstrate effective preventative systems and proper record-keeping.
DOCUMENT MANAGEMENT AND DRIVER COMMUNICATION
To support wider compliance, the Aquarius App also includes Document Manager, which allows operators to send training materials and policy updates directly to drivers, request digital signatures, and retain all records securely. This functionality answers Border Force’s accreditation criteria on how many documents are issued, how long they’re stored, and how driver instructions are kept up to date.
BUILT FOR THE REALITIES OF THE ROAD
Another vital feature is the App’s SOS Button - an added safety net which alerts head office if a driver is in distress and provides real-time location tracking.
Think of the Clandestine Check like a Driver Defect Check for vehicle security. It follows the same clear logic: enables drivers to complete checks via thier mobile device, ensures full traceability, and removes the risk of incomplete or lost paper records.
As operators gear up for a busy summer, proactive measures become increasingly essential. With Aquarius’s dedicated Clandestine Check functionality, companies can confidently protect their drivers, mitigate risks, and demonstrate best practice-potentially avoiding costly fines and maintaining seamless operations.
To learn more about the Aquarius Clandestine Check App and how it can safeguard your operations, contact the team via sales@aquariusit.com
CUSTOMER NEWS
LTS GLOBAL ACHIEVES DVSA EARNED RECOGNITION
Congratulations to LTS Global Solutions on achieving DVSA Earned Recognition status – a fantastic achievement that reflects their commitment to high operational standards and compliance.
We’re proud to have supported their journey with our ER-approved driver and fleet management tools and look forward to continued success.
DARCICA WELCOMES FIRST FULLY ELECTRIC HGV
Big congratulations to Darcica Logistics who have recently taken delivery of their first fully electric HGV. As part of DAF Trucks’ early adopter programme, Darcica is among the first to begin real-world operations with a zero-emission heavy goods vehicle. The vehicle was supplied through HTC Group, with support from DAF Trucks UK and David Price.
It’s great to see our customers innovating – well done to Anthony Tattersall and the team!
WELL DONE TO WATER DIRECT’S FIELD TEAMS
We’d like to recognise Water Direct’s dedicated field technicians, who have been working tirelessly over the summer to keep essential water services running - especially in rural and remote areas where support is critical.
As temperatures soared, the team has been monitoring supplies, delivering alternative water, and maintaining vital infrastructure alongside utility partners.
We’re proud to support customers like Water Direct, who play such an important community role during extreme weather conditions.
DECARBONISATION POWER PLAYERS
Congratulations to Paul Campey (MD, Campeys of Selby), and Jamie Sands (Head of Solutions) and Chris Welch (MD) of Welch’s Transport - all named among Motor Transport’s 2025 Decarbonisation Power Players. Their recognition reflects the industry’s continued commitment to sustainability, and we’re proud to support their achievements.
While the spotlight often falls on the largest fleets, it’s fantastic to see both Campeys and Welch’s recognised in the top 25 - a clear example of how a growing number of SME operators are helping to shape a lowercarbon future.
For example, under Paul’s leadership, Campeys of Selby has introduced a range of forward-thinking initiatives – from operating the UK’s first 19-tonne electric DAF LF truck to expanding its fleet of CNG vehicles.
FOX BROTHERS GROUP EXPANDS WITH J FISHER & SONS ACQUISITION
Commendations to the Fox Brothers Group on the acquisition of J Fisher & Sons - a well-established business specialising in road planning, heavy haulage, and asphalt reprocessing across the North West. This marks a significant step in Fox Brothers’ ongoing evolution toward becoming a fully integrated, circular construction materials business, committed to delivering sustainable and innovative solutions to the construction industry.
Paul is pictured here with Liz Campey and the team at RT Expo.
UNLOCKING GREATER VALUE FROM YOUR COMPLIANCE DATA VIEWPOINT
By Mark Johnston, Managing Director at Aquarius IT
Tachograph data has long been central to monitoring drivers’ hours and staying compliant with UK and EU regulations. But in modern transport operations, its value goes far beyond legal obligations. As Chris Cuffe outlined on page 3, the strategic value of tachograph data goes well beyond compliance - forming the foundation for smarter operations, real-time planning, and cost control.
I’d like to extend that conversation further - not just to explore the impact of tachograph analysis, but to show how, when connected with our other digital tools like Asset Maintenance, and other business systems, compliance data becomes a powerful aggregator of operational insight.
At Aquarius, we believe compliance data – in all its forms - shouldn’t just be seen as a regulatory necessity, but as a valuable operational asset. Managed through a centralised platform, it enables transport operators to drill deeper into the numbers, improving visibility, reducing risk, and supporting better, joined-up decision-making across the business.
More Than Just Hours and Infringements
Traditionally, operators have used tachograph analysis primarily to monitor infringements and rest break compliance. But when aligned with systems for payroll, time & attendance, licence validation, and fleet maintenance, the scope broadens significantly.
For example, Time & Attendance data - especially when enriched with tacho downloads - gives a full view of shift patterns, absenteeism, and working time limitshelping streamline both payroll and planning. Licence Check integrations provide automated visibility of driver eligibility - flagging changes in real time to reduce manual checks and minimise legal exposure.
Cost Visibility and Control
Vehicle costs are another key area where integrated data delivers value. By linking defect reporting and maintenance scheduling with asset finance and utilisation data, operators gain insight into total cost of ownership - helping them make informed decisions on servicing, decommissioning, or vehicle replacement.
A good example of this in action comes from Wickes. As Mark Wheeler, their National Transport and Compliance Manager, explains:
“With Asset Finance, I can now capture and record these costs digitally, and analyse what particular vehicle parts are getting damaged, and if certain vehicle types are getting more damage than others. This level of detail allows us to challenge our third-party fleet operator and apply pressure to reduce non-repair and maintenance spend.”
Since embedding Asset Finance alongside Asset Maintenance, Wickes has also introduced weekly cost reviews with in-house and 3PL partners.
“We can now track and report on costs dynamically, and the flexibility of the system means we’ve adapted it to suit our needs - even manually creating new categories without extra development costs. It’s saving us money and helping us manage more effectively.”
When used correctly, this data can surface hidden costs, identify trends, and improve workshop efficiency. Asset Maintenance also plays a critical role here - ensuring that every inspection, repair, and defect rectification is logged and auditable - creating a complete digital paper trail.
A Foundation for Smarter Planning
Beyond day-to-day compliance, integrated data provides a foundation for strategic planning. With the right tools, transport teams can use historical patterns to anticipate peak periods, optimise fleet allocation, and model the impact of business growth or regulatory change.
Business intelligence dashboards - built on top of connected compliance data - allow operators to benchmark performance, spot anomalies, and drive continuous improvement across operations.
By connecting systems via APIs - including transport management, warehouse platforms, vehicle tracking, and camera systems - operators gain a real-time,
joined-up view of their operations. These integrations enable automatic data sharing across platforms, and allow compliance insights to inform decisions in planning, risk management, and service delivery.
But, it doesn’t’ stop there.
Importantly, we recognise that while Aquarius’s aggregated data creates real value on its own, we also know - and are seeing in practice - that additional value can be realised by integrating that data with other essential operational platforms across the business. By feeding driver and vehicle data into broader digital workflows, businesses can move from isolated reporting to connected intelligence that supports every corner of the operation.
From major fleets to owner-drivers, managers to directors – the opportunity is the same - plan and make your biggest decisions with greater intelligence, using the full picture your data provides.
Compliance as a Catalyst
Ultimately, compliance should be more than a checkbox - it should be a catalyst for operational performance. With a digital system that aggregates data from across the business, operators are no longer reacting to compliance breaches - they’re proactively managing risk, cost, and workforce effectiveness.
That’s exactly what we’re doing at Aquarius. By connecting the dots between driver, vehicle, HR, and operational data, we’re already helping customers unlock the full value of their compliance information – not just for audits, but for better business decisions every day.
INDUSTRY ROUND-UP
From legislation changes to new digital systems and service standards, there’s a lot happening across the transport and logistics sector. Here’s a quick look at the latest news headlines making an impact across the industry.
LICENCE CHANGE BOOSTS ZERO-EMISSION VAN ACCESS
As of the 10th of June, drivers with a category B licence can operate fully electric or hydrogenpowered vehicles up to 4.25 tonnes without needing extra training. This change aligns ZEV rules with petrol and diesel equivalents and accounts for the additional battery weight. It also allows towing, provided the total MAM doesn’t exceed 7 tonnes. The BVRLA welcomed the move, calling it a “long overdue” step toward modernising outdated regulations and supporting van fleet decarbonisation.
ECMT PERMITS TO GO DIGITAL BY 2026
The International Transport Forum (ITF) has announced that ECMT Permits will go fully digital in 2026, replacing paper permits and logbooks with QR codes and an online journey logging system. Permit holders will be issued login credentials for the digital platform by the International Road Haulage Permit Office. Training sessions are available for operators to get familiar with the process ahead of the rollout. Until then, the application process remains unchanged, and paper documents will still be issued and valid.
NEW MAINTENANCE RATING SCHEME GOES LIVE
v
The Maintenance Provision Rating Scheme (MPRS) has officially launched, aiming to raise workshop standards across the UK. Backed by the DVSA, MPRS rates commercial vehicle maintenance providers - from independents to dealership networks - giving operators greater transparency when choosing a service partner. The scheme supports better compliance and vehicle safety by helping businesses make informed decisions. A blog from the DVSA’s Moving On platform offers further details and guidance on how to register or check provider ratings.
AUTONOMOUS TAXI & BUS TRIALS SET FOR SPRING 2026
Commercial trials of fully driverless taxi and bus style services are now scheduled to begin in Spring 2026 - earlier than first expected. Enabled by the UK’s Automated Vehicles Act, firms like Uber and Wayve aim to launch Level Four autonomous taxis in London, offering app based booking without safety drivers. The trials are part of a government push to cement the UK’s lead in the autonomous vehicle space, with officials projecting £42 billion in economic benefits and 38,000 jobs by 2035.
CHANCELLOR COMMITS
£2.6 BILLION TO TRANSPORT DECARBONISATION
As part of the latest spending review, the Chancellor has pledged £2.6 billion toward decarbonising road transport. This includes £1.4 billion to support the uptake of EV vans and HGVs, along with £400 million for expanding the public charging network (on top of the current 80,000+ charge points). In general, the move has been praised, as it could significantly drive demand and remove adoption barriers.
The long-awaited Lower Thames Crossing - a 2.6 mile tunnel to relieve the Dartford Crossing - received full approval in March, and in June, the government allocated an additional £590 million toward construction. Part of a £1 billion “structures fund,” the project is expected to begin in 2026, with completion due around 2032. Transport officials say the new route will strengthen freight resilience across the Thames corridor.
TACHOGRAPH SEAL REQUIREMENTS AT ANNUAL TEST
DVSA has issued a reminder to ensure consistent application of rules during annual HGV and PSV tests. Important: The ‘snap-off’ section on 1C tachograph seals must be fully removed by the tachograph centre. If it isn’t, the vehicle will fail the test and must be re-calibrated before a retest. At retest, DVSA will check for a new calibration and correct seal installation.
DVSA will also follow up with any tacho centres not meeting the requirement.
FIRST ELECTRIC FREIGHT TRUCK CROSSES THE CHANNEL
In a major milestone for low-emissions logistics, Kuehne+Nagel, P&O Ferries, and Renault Trucks have successfully completed the first-ever heavy-duty electric freight truck crossing of the English Channel. The 40-tonne Renault Trucks E-Tech T travelled from Kuehne+Nagel’s East Midlands Gateway depot to Amiens, France - covering 1,100km in total, including a ferry trip aboard the hybrid P&O Liberté. The project showcases real-world potential for long-distance, zero-emission freight movement.
PLUS: It’s been reported that the UK has taken the top spot for electrified-vehicle adoption among large countries in Europe, beating France and Germany. According to BloombergNEF’s flagship Electric Vehicle Outlook 2025 report, in 2024, EVs - including battery electric and plug-in hybrid vehicles - made up 29 percent of passenger vehicle sales in the UK, which is ahead of both France (27 percent) and Germany (13.1 percent).
With Marc Caplin, Compliance Manager at Aquarius IT
HOW BEST TO MANAGE RECORDS FOR OCCASIONAL DRIVERS OR THOSE ON LONG TERM SICKNESS ABSENCE COMPLIANCE
Here at Aquarius, we deal with operators of all shapes and sizes and, when it comes to analysing tachograph records, the vast majority of records that pass through our ClockWatcher system are generated by full-time driving staff.
However, in most transport operations, there will always be a contingent of employees where driving is not their full-time occupation; the classic example being a Transport Manager that is called upon to jump into a vehicle when they are a driver short.
Indeed, we service a wide range of operations where transport is the primary function but merely a means to an end which routinely include staff that only drive very occasionally.
We will often get asked for the best approach to managing these occasional drivers when it comes to processing records within an operation’s tachograph analysis system. As these employees are not usually perceived as drivers, it is often the case that they are languishing as a “red” entry on the system’s download compliance screen as the 28-day limit for card downloading has been exceeded.
The temptation here is to deactivate these very occasional drivers from the system for fear of projecting a bad impression during an audit or inspection on the basis that these employees are “not drivers.”
This is not the best approach; if an employee is issued with a driver card, it is best practice to download it frequently, even if it is rarely used, or indeed has never been used at all. This enables the operator to evidence that ALL driver cards are being downloaded in a timely fashion. It also proves to enforcement authorities that the driver card has not been used elsewhere - and indeed could potentially help Transport Managers identify use of the driver card they may otherwise not be aware of!
When driving occasionally in this way, it is also worth remembering the record keeping requirements under Drivers’ Hours that since 2020 have stated that all drivers who operate in scope of the assimilated (EU) regulations need to carry 28 days’ worth of tachograph records with them for roadside inspection purposes. We ran a webinar on this subject a while back which can be accessed here LINK. This has implications for
somebody “just jumping into a vehicle” as it means would need to ensure they can produce the relevant records before starting their journey. This can be quite an onerous task. As a result, some operators have taken the decision to stop putting their employees in this position altogether.
The other aspect to consider is how these records are treated under the Road Transport Directive (Working Time). Dependent on the frequency, occasional drivers may be exempt from having to keep working time records (11 duty periods within a 17-week reference period, 15 times if it’s 26-week period) but exceeding these limits would bring them in scope of not only Drivers’ Hours, but the full record-keeping requirements of the Working Time Directive as well. If this is the case, then all working time records would need to be entered into an operator’s tachograph analysis software to maintain an accurate view of the working time average across a reference period.
SICKNESS ABSENCE
As with occasional drivers, we will often get asked as to the best approach to driving staff that may be off on long-term sickness absence; can they be deactivated?
Again, this would not be the best method as full transparency is the best approach. Even if a driver is in the unfortunate position of being on long-term sick leave, as an employee they should remain “live” on the system as there is a requirement for this sickness absence to be recorded under the Working Time Directive. Even short periods of absence should be added to an analysis system as 8-hours working time for each individual day but, for longer periods, data should be added on the basis of 48-hours’ working time for each complete week.
COMPLIANCE
NO TIME FOR DOWN-TIME: HOW DIGITAL SYSTEMS ARE TRANSFORMING FLEET MAINTENANCE
In an industry where efficiency, compliance, and safety are paramount, digital systems are increasingly reshaping the way fleet operators approach vehicle maintenance and defect reporting. What was once a paper-heavy and time-consuming process is now being streamlined through smart, connected solutions and the results speak for themselves.
As Compliance Manager at Aquarius, I’ve had the opportunity to work with operators across the UK who are adopting digital tools such as our own Asset Maintenance system to manage vehicle
From Reactive to Proactive: Tackling Downtime with Digital Tools
One of the most immediate advantages of a digital defect reporting and maintenance system is speed. As Anthony explains, having instant access to defect information means that his maintenance team can respond more rapidly, without having to wait for paper checks to be submitted. “The moment a defect is reported, the system notifies my team via email. That allows us to plan rectifications immediately, helping us keep vehicles on the road.”
Digital wall planners, automated alerts, and custom dashboards provide planners with better visibility and more time to bring assets in for scheduled work such as MOTs and maintenance inspections. Flexibility is another key strength as recurring events can be quickly rescheduled without messy paperwork, making it easier to adapt as circumstances change.
maintenance more effectively. I recently spoke with two individuals with first-hand experience in this area: Anthony Tattersall, founder of Darcica Logistics, and Amanda Duffy, founder of Duffy Logistics, a transport compliance and auditing consultancy - each have extensive experience using Asset Maintenance and the Aquarius Defect App.
Their insights offer a compelling case for embracing digital systems; not just to reduce vehicle downtime, but to improve operational oversight, enhance compliance, and support efforts in reaching sustainability targets.
The Aquarius app supports photo uploads and multilingual functionality which can serve to improve the clarity of defect reports. “A picture really does speak a thousand words,” Anthony adds. “This is especially useful when working with drivers whose first language isn’t English.”
Operational Efficiency: A Broader Impact
Reducing down-time is only part of the picture. Anthony highlights how digital tools contribute to a more streamlined operation overall. “Having a fully integrated system that covers both defects and maintenance gives me a bird’s-eye view of everything without trawling through spreadsheets or paper files.”
Custom dashboards allow users to monitor specific metrics relevant to their role, whether in planning, compliance, or workshop operations. And because the system is cloud-based, it’s accessible from anywhere, allowing remote working and real-time updates.
Customisation is another strong suit. From tailoring driver defect checklists to controlling what information must be submitted (e.g. mandatory photos or comments), operators can ensure consistency and thoroughness across the fleet.
Digital systems also support financial tracking. “We can monitor spending on defect repairs, accident damage, and general maintenance,” Anthony notes.
“That visibility has been key in managing costs.”
Supporting Stronger Compliance
In a sector governed by strict regulatory requirements, digital systems can serve as powerful compliance tools. The DVSA’s most recent update to the Guide to Maintaining Roadworthiness makes more references than ever to digital systems, recognising their role in improving accuracy, transparency, and audit readiness. This is a clear signal that this technology is no longer just a “nice-to-have”, rather it’s becoming a recognised and recommended tool for staying compliant.
Amanda, with her auditing background, emphasises the importance of digital audit trails. “Most systems provide detailed records, including time-stamped logs of checks, job cards, and repairs. They help operators demonstrate due diligence and readiness for any regulatory inspection. It’s about building a culture of proactive compliance.”
Data Integration: Extending Value Across the Operation
Data doesn’t just stay in the workshop. One of the most powerful features of a well-integrated system is the ability to connect vehicle maintenance data with other aspects of fleet management, from tachograph analysis to driver performance monitoring.
By sharing data between modules, operators can use Aquarius systems to easily identify discrepancies - for example, if a driver hasn’t performed a check, has done it at the wrong time, or has done it too quickly. Data is shared across systems; the defect system will share data with ClockWatcher Elite allowing users to compare defect information with tachograph records and the system can alert a driver if insufficient “Other Work” is recorded at the start of a shift via an addition to existing tachograph infringement reports.
“Integration allows us to track missing mileage during inspections or see how defect data corresponds with driver behaviour,” says Anthony. “It turns data into actionable insight.”
Greener Fleets Through Smarter Systems
Digital maintenance systems are also supporting sustainability efforts which is an increasingly important focus for many operators. Darcica Logistics, for instance, won the Sustainability category at the 2023 Motor Transport Awards, and Anthony believes digital tools played a key role.
“By reducing paperwork, improving vehicle uptime, and supporting proactive maintenance, we’re reducing waste and improving fuel efficiency,” he explains. “It’s about smarter operations, which naturally leads to a smaller environmental footprint.”
In conclusion
The shift to digital isn’t just a trend, increasingly it’s becoming a standard. As both Anthony and Amanda have shown, the benefits extend far beyond compliance. Digital systems can help operators work smarter, reduce costs, keep vehicles on the road longer, and build a stronger foundation for both growth and sustainability.
Whether you’re just starting your digital journey or looking to expand your current setup, the message is clear: there’s no time for downtime and digital tools are here to help you stay ahead.
This piece was summarised from a presentation Marc gave at the 2025 Commercial Vehicle Show alongside Amanda and Anthony.
