The person card

The person card is one driver or one employee on one page: how to reach them, the set they drive, their deadlines and documents, absences, equipment, trips, working time, scorecard, orders and history. Open it from Fleet, People (double-click a row, or the link in the side panel), from Search (Ctrl+K) or from an order.

Before you start

• Your organization has the TMS add-on. Everyone in it can open person cards and see the dates of every document.
• Changing the person, adding documents and absences, handing over equipment and working on trips needs a role that may change TMS data with the Fleet module.
• Medical, psychological and identity documents can be opened only by admins and the person who added them (see Private documents).
• Reading dates from a scan uses the AI: it needs AI reads documents and writes drafts in TMS settings, Automatic actions (on by default).

The header

The header shows the name, the status, the employment (Employee or Self-employed) or, for office staff, the job, and "From Marcos TMS" when the person comes from your existing system. The main button changes with the tab: Edit on the overview, Add document on Documents, Build trips on Trips and diets, Upload DDD files on Working time.

The ⋯ menu holds:

The tabs are Overview, Trips and diets, Absences, Equipment (with the number of items held), Documents (with the number of deadlines that need a look, red when one has passed), Working time, Scorecard, Orders and History. Office staff have no Working time and no Scorecard. On a narrow screen the last tabs move under More.

Overview

• Mobility package (drivers): when the driver is due home, for example "Home overdue by 15 days", with Mark the return home (see Cabotage, return to base and tachograph files).
• Contact: Phone, Contact channel, Email, Language of messages, Private phone, Employment, Code, Branch, Driver card number and Notes. Office staff show their Job, Employed from and Employed until.
• Current set: Tractor, Trailer, Second driver and In this set since, or "Not in any set right now."
• Closest deadlines, with All deadlines to the Documents tab.
• Upcoming absences in the next 60 days, with Absences, or "No absences planned in the next 60 days." An absence today reads "Absent today: Sick leave until 06.11.2026".
• Cash desk: the person's KP and KW slips, each linked to the cash desk (see Cash desk), when there are any.

Documents

Deadlines

"The nearest first. A deadline without a date is shown so it can be filled in." Each line has the document, its date, the days left ("in 25 days" in amber within 30 days, red when passed) and Add to add the document that renews it. A driver's deadlines are the Driving licence, Driver qualification (code 95), Driver card, Medical exam, Psychological exam, ADR certificate and Health and safety training. An office employee's are the medical exam and the health and safety training, and the newest training, ID, A1, contract or other document they have.

An issue is raised 30 days before a deadline, urgent from 7 days and after the date, for active people only.

Documents

"Scans in Files, kept for 5 years. A document's end date moves the person's deadline." The list shows Document, Number, Valid from, Valid until, Keep until and File, with older documents of the same kind folded under Older.

Adding a document

1. Click Add document (or Add on a deadline, or drop a scan on the tab: "Drop a scan of the driving licence, the medical exams or the driver card, and we will read the dates.").
2. Drop the scan ("or choose a PDF or a photo"). It is stored in Files, in the folder for staff documents.
3. Click Read the dates: "AI suggests the dates; you check them before saving." After reading: "Check the highlighted fields, then save."
4. Check the fields and click save.

When the scan has no end date, Quanty offers the usual validity: "Usually valid for 60 months: until 29.08.2030" with Use, and marks it "End date from the usual validity (60 months). Check it on the document." The reader also warns: "The scan seems to show another person: Jan Kowalski.", "This document has already expired.", "The dates were the other way round; we switched them." When it cannot read: "No dates could be read from this scan. Type them in." With the AI off: "Reading with AI is switched off in the TMS settings." Each reading uses AI credits; a document saved after a reading shows "Dates read by AI and checked".

A document's new end date moves the deadline only forward. The newest driver card also sets the person's Driver card number. Files are PDF, JPG, PNG or Word, up to 25 MB.

Private documents

Medical exam, Psychological exam and ID card or passport are private: "Medical exams and identity documents are seen only by administrators and the person who added them. Every opening is written to the history."

• Others see the kind and the dates only, marked Administrators only and "You see the dates only".
• Saving a private document makes its file private in Files: other people's access and its shared links are removed. "Only administrators and you will see this file." So a private document takes only a file you uploaded or may share.
• Opening, changing or deleting someone else's private document is refused: "Only administrators and the person who added it can open or change this document."

Deleting a document

Only an admin deletes, and only after Keep until: "This document must be kept for 5 years and cannot be deleted yet." A deleted document leaves the card; "The file stays in Files."

Absences

The month calendar with holidays, the Leave balance of the year and the list of absences with their codes, working days and hours. See Absences.

Equipment

"Equipment held": "Each handover gets a numbered protocol to print and sign." Each item shows Handed over with the date, "Serial no. R58W90AB12C", "Protocol PP/0003/2026" with Open protocol to print, and Take back. Hand over equipment hands over another item from the office. Below, Taken from the store lists the parts and gear the person took from the parts store in the last 12 months, less what came back. See Equipment and handover and The parts store.

Trips and diets

The month's trips with each day's amount and why, the Advances and the Receipts, and Send the settlement. See Trips and diets.

Working time

Drivers only: the tachograph files with their download deadlines, Upload DDD files, and the driving times from telematics. See Cabotage, return to base and tachograph files.

Scorecard

Drivers only: fuel against the norm, damages and documents on time, month by month. See The driver scorecard.

Orders

Recent orders with this driver: Order (or Draft), Route, Loading, Unloading and Status, each opening the order card. "No orders with this driver yet."

History

"Every set this driver was in, newest first. Corrections never overwrite: the old entry stays, struck through, with the reason." Each entry shows the tractor and trailer, from and to (or "now"), "second driver" when he drove as the second one, where it came from (By hand, From an order, From telematics, Imported) and Corrected with the reason. To change a set, correct it on the vehicle (see Sets and switching).

Good to know

• A driver whose licence, driver card, code 95, medical or psychological exam has expired is flagged when you assign him (ADR only for dangerous goods). A missing date is shown, never blocks.
• The date of birth lets Quanty suggest the medical exam validity: 30 months instead of 60 from the age of 60. The suggested validities are marked to verify; the date on the paper always wins.
• An anonymised person keeps the card with "Kierowca usunięty" and the badge Data erased (see Personal data).

Related pages

• TMS people, trips and working time: the register and adding a person.
• Absences, Trips and diets and Driver pay.
• Equipment and handover.
• Personal data.