How to add a tachograph record
EU regulations require commercial vehicles to carry a type-approved tachograph and to have it calibrated every two years. Movcar lets you track each device — its serial number, type, calibration validity, and download history — so you always know which tachographs need attention and when.
Create one record per physical device. If a device moves between vehicles, update the vehicle link rather than adding a new record.
Step 1 — Open Tachographs
From the left-hand menu, click My Fleet → Tachographs. The list shows all devices in your fleet with their calibration status, download status, and linked vehicle.
Step 2 — Click “+ Add”
The Create form opens.
Step 3 — Fill in the required fields
| Field | Required | Notes |
|---|---|---|
| Name | ✅ | A human-readable label for the device — e.g. “Tachograph 1” or “DAF XF Tacho”. Appears in the list and in the download history so make it recognisable. |
| Type | ✅ | Pick the tachograph generation: Analog, Digital, or Smart. Smart (also called Smart 2) tachographs have been mandatory in newly registered heavy vehicles since 2023. |
Step 4 — Fill in the optional fields
| Field | Notes |
|---|---|
| Serial number | The device’s serial number, usually printed on the tachograph face or in the calibration certificate. Useful for identifying the device at a workshop. |
| Last calibration date | The date the most recent calibration was performed. |
| Calibration valid until | The certificate expiry date. Calibration is valid for two years for most vehicle categories under EU rules. This date drives the Valid / Expired status badge in the list. |
| Vehicle | Link the tachograph to a vehicle from the dropdown. The vehicle then appears in the list column and in download history. |
| Upload calibration certificate | Attach the calibration certificate issued by the approved workshop (PDF, JPG, or PNG). Storing it here means you can pull it up during a roadside inspection or when booking a re-calibration. |
| Status | Defaults to Valid. Leave this on Valid unless you need to manually override (e.g. the device is out of service). |
| Authorized workshop | Name of the workshop that performed or will perform the calibration. Free text. |
| Notes | Any internal notes about the device. |
| Expiry reminder | Checked by default. Movcar will send you a reminder before the calibration certificate expires. Uncheck only if you manage reminders elsewhere. |
Tip — upload the certificate now. The calibration certificate is the key compliance document for this device. If you have it to hand when adding the record, upload it immediately. If not, you can add it later via Edit tachograph.
Step 5 — Save
Click the purple Save button. The tachograph appears in the list with:
- A VALID (green) status badge if the calibration date is current.
- The linked vehicle name and registration.
- A Download status badge — this will show as Upcoming once you log the first download record.
What’s next?
- Log a tachograph download — record each periodic data download to maintain a compliance history.
- Edit a tachograph record — update dates and upload a new certificate after recalibration.
- Delete a tachograph record — remove a device that has been replaced or decommissioned.
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