Flatbed Transport: Effectively Managing Driver Work Hours

On a flatbed truck, securing and handling loads can take up a significant portion of a driver’s day, beyond the time spent behind the wheel. However, these activities are not invisible to the tachograph: when properly recorded, they can be logged as “other tasks,” alongside driving, availability, break, and rest times. The driver can also make manual entries to document certain activities performed while away from the vehicle.

For a flatbed operation, where loading, securing, stowing, or waiting may be repeated during a single route, the challenge is therefore to have a complete and accurately categorized record of the driver’s activities. An incorrect activity selection, a missed entry, or an imprecise interpretation of the data can complicate the tracking of on-duty time and payroll preparation.

Operations managers and HR teams must therefore take into account all the activities that make up the driver’s day, even before considering route optimization or pricing. HR management tools then make it easier to centralize and analyze this information.

What is flatbed transport, and how does it differ from conventional freight transport?

Flatbed transport is not managed like traditional freight transport: the nature of the loads being transported imposes specific technical and human constraints.

Flatbed transport refers to the hauling of loads that cannot be palletized, are oversized, or are considered indivisible masses (construction materials, machinery, metal structures, logs) on a flatbed truck without side walls, which requires special attention to securing the load.

Unlike transport in a box truck or a covered semi-trailer, the load is not entirely contained by a closed body. The stability of the load depends primarily on securing devices—such as straps, chains, or chocks—used according to the type of cargo being transported.

This technical characteristic also affects work organization: securing the load is not a secondary task but a task in its own right that can take up a significant amount of time during a route. This time must be properly accounted for when monitoring the driver’s activity.

The vehicle’s gross vehicle weight rating (GVWR) also determines the type of heavy-duty driver’s license required; a vehicle weighing more than 3.5 metric tons, for example, requires a license appropriate for its category and configuration. These technical and regulatory requirements underscore the need for rigorous monitoring of the driver’s activities.

What types of vehicles make up a flatbed fleet (semi-trailers, equipment carriers, low-bed trailers)?

The vehicles that make up a flatbed fleet do not all serve the same purposes, and confusing their functions can lead to improper assignments.

The flatbed semi-trailer is a common configuration for transporting long or bulky loads that require unobstructed access to the cargo. A flatbed carrier, on the other hand, refers to a vehicle specifically designed to transport wheeled construction equipment, typically equipped with devices to facilitate loading and unloading.

The low-bed trailer, on the other hand, reduces the loading height and allows for the transport of particularly tall or bulky equipment while complying with applicable dimensional restrictions.

Each configuration involves different constraints regarding driving, loading, securing, and handling. These specific requirements must be factored into route planning as well as the monitoring of drivers’ activities.

Does the loading plan (tarpaulin, side panels, stanchions) influence the choice of flatbed?

The loading plan is not a mere formality: it directly determines the choice of vehicle and the time required before each departure.

In particular, it allows loads to be distributed across the cargo bed while taking into account their weight, volume, position, and distribution across the axles. This organization contributes to the stability of the convoy and ensures compliance with regulatory limits.

Side panels, when installed on the vehicle, help secure certain types of cargo. Stanchions are used in particular to secure long loads such as lumber or certain metal pipes laterally. Covering the load with a tarp may also add an additional step before departure.

All of these tasks take time and must be factored into the driver’s actual daily schedule.

Securing, strapping, and wedging: work time that must be properly factored in

Securing cargo is not a one-time operation on a flatbed truck. Depending on the route, the driver may need to intervene several times throughout the day to secure or adjust the load.

Handling on a flatbed can involve several steps: securing loads to limit their movement, installing and tightening straps, using lashing chains for certain loads, and checking that the cargo remains secure.

This process may be repeated with each load or intermediate delivery. It is this repetition that particularly distinguishes flatbed transport operations, where cargo is generally confined within a box or enclosed trailer.

From an operational standpoint, the challenge is therefore to anticipate these tasks when planning the route. From a labor management perspective, it is also essential to ensure that these work periods are properly recorded and included in the driver’s activity report.

Does load securing vary depending on the type of operation (construction, machinery, materials)?

Securing the load does not follow a single protocol: it depends directly on the nature and characteristics of the load being transported.

Construction machinery, for example, requires devices adapted to its wheels, tracks, or anchor points. Construction materials such as prefabricated elements, beams, or metal structures may require other securing and lashing devices.

Anti-slip mats, chocks, straps, or chains must be selected based on the load configuration and the constraints involved.

This variability requires drivers to be proficient in the securing methods appropriate for the goods being transported and underscores the need for special attention to training and internal procedures.

Does the transport of heavy loads for the construction industry involve specific securing requirements?

Transporting heavy loads for the construction industry involves more than just reinforced securing. It may entail additional regulatory and logistical requirements.

Certain loads may be classified as oversized cargo when they exceed regulatory weight or size limits. Prefabricated components, beams, structures, or machinery may also have shapes and tie-down points that vary significantly from one load to another.

These unique characteristics can extend the time required for preparation, loading, securing, or unloading on-site.

For the company, this time must be factored into route planning and taken into account when analyzing the driver’s actual workload.

How does this non-driving time affect the driver’s working time and on-duty time?

A driver’s workday is not limited to the number of hours spent driving. Securing, strapping, blocking, loading, and unloading are also work activities.

The tachograph specifically distinguishes driving time from “other tasks,” on-call time, and break or rest periods. When a driver performs a handling or securing operation, this must therefore be recorded under the corresponding activity.

For a flatbed operation, the proportion of these other tasks can be particularly significant. A route with multiple delivery points may thus alternate between driving, material handling, securing cargo, and waiting periods.

For the operations manager and the teams responsible for HR management, the challenge is therefore to take all of these activities into account to gain an accurate picture of the driver’s day.

Non-driving hours, waiting time at job sites: how should they be classified?

Not all periods during which the vehicle is not in motion constitute the same type of activity.

Loading, unloading, securing cargo, or inspecting goods constitutes work. On the other hand, a waiting period may, depending on the circumstances, be classified as working time or on-call time.

The distinction depends, in particular, on the conditions under which the wait occurs and the driver’s ability to know its duration in advance and to manage their time.

Simply because the truck is stationary is therefore not sufficient to determine the driver’s status. The company must be able to identify the actual nature of the period in question and verify that it has been correctly classified.

On flatbed routes, this distinction is particularly important when drivers must wait before a loading operation, access to a job site, or the arrival of another piece of equipment.

What are the risks of manually or approximately calculating these hours?

The problem is not the existence of time that cannot be recorded by the tachograph, but rather the quality of the information entered and how it is processed.

An incorrectly selected activity, a missed manual entry, or a data entry error can create a discrepancy between the work actually performed and what is ultimately recorded for labor reporting purposes.

When these discrepancies occur repeatedly, they can complicate payroll processing, monitoring compliance with working hours, and justifying the data in the event of an audit or dispute.

The company must therefore be able to maintain and utilize reliable data. In the event of significant or repeated errors, salary adjustments or penalties for non-compliance with regulations may be at stake. In the most serious cases, intentionally concealing hours worked can also have more severe consequences.

The goal of structured HR management is precisely to limit these discrepancies and facilitate their detection before they become problematic.

From Loading to Payroll: Why Is It Important to Accurately Classify a Driver’s Activities?

On a flatbed route, driving represents only part of the workday. Between trips, the driver may spend time loading, securing cargo, strapping it down, blocking and bracing it, inspecting the cargo, or waiting.

The tachograph specifically allows for distinguishing the various activities that make up a driver’s day. Drivers are trained to use it and must select the activity that corresponds to the situation at hand: driving, other tasks, availability, or break/rest. When performing a handling, securing, or loading operation, this must therefore be recorded as a work activity.

If an activity was performed while the driver card was not inserted into the tachograph, the driver can also complete their history using the manual entry function available when the card is inserted. This allows the driver to record work time performed before taking the vehicle.

The challenge, therefore, lies less in the ability to record these periods than in the reliability of their entry and analysis. An incorrectly selected activity, a missed manual entry, or improperly consolidated data can create discrepancies in the tracking of service time and complicate the work of the teams responsible for HR and payroll.

Manual vs. Automated Reporting: What Impact Does It Have on Payroll Reliability?

The tachograph is an essential source for tracking drivers’ activity, provided that the various periods have been correctly recorded.

The next step is to retrieve, centralize, and analyze this information to make it usable by HR and payroll teams.

When this consolidation relies on multiple files, reports, or manual processing, teams must perform additional checks and data re-entry. Each additional step increases the risk of errors or discrepancies between the different sources.

A human resources management solution automates part of this process and further centralizes relevant information.

The goal, therefore, is not to replace the tachograph, but to make better use of the data it provides in order to simplify checks and ensure more reliable payroll preparation.

Does the tachograph record handling time?

Yes. Loading and unloading time is not considered driving time, but it can be recorded by the tachograph under “other tasks.”

When a driver is loading, unloading, securing cargo, strapping it down, or performing another transport-related task, they must select the mode corresponding to the activity being performed.

The tachograph also includes manual entry functions that allow drivers to log certain periods when they performed an activity while their card was not inserted into the device.

The challenge for the company is therefore not to create data that does not exist, but to ensure that activities are correctly recorded and then analyzed.

On a multi-stop route, where driving segments frequently alternate with loading and unloading operations, this quality of data entry is essential for obtaining an accurate picture of the driver’s day.

How does improving the reliability of time tracking enhance the economic profitability of multi-stop routes?

Making time tracking more reliable is not just a matter of compliance with labor regulations. A better understanding of actual activity can also help the company measure the cost of its services more accurately.

Two routes covering a similar distance do not necessarily require the same resources. The number of loads, securing operations, site access constraints, or waiting times can significantly affect the total duration of the service.

By taking into account all activities performed—not just mileage or driving time—the operations team gains a more accurate picture of the time actually spent on a route.

This information can then help analyze the profitability of services, better plan future routes, and adjust the assumptions used to calculate costs.

Transportation Compliance: Why Is Data Quality Important?

In road transport, tracking drivers’ working hours and activities is a major regulatory issue.

In such cases, the company must be able to provide consistent data on its drivers’ activities and demonstrate compliance with applicable regulations. Repeated discrepancies between the activities actually performed and those recorded can also lead to disputes regarding the calculation of working time or compensation.

In a flatbed transport operation, where other tasks can account for a significant portion of the day, it is therefore particularly important not to analyze driving time alone.

Rigorous HR management relies on the driver’s proper use of the tachograph, the quality of the data entered, and the company’s ability to correctly analyze this information.

How can payroll accuracy and compliance be improved using a dedicated workforce management module?

The tachograph provides much of the information needed to track a driver’s activity. A workforce management solution then steps in to facilitate the centralization, monitoring, and analysis of this data.

Sinari Time Management is dedicated to the HR management of drivers. In particular, it enables the management of their hours, availability, archiving of regulatory data, leave requests, and expenses.

The information can then be shared with relevant business tools, including TMS solutions and payroll software.

The benefit for the company, therefore, is not to recreate information already available in the tachograph, but to have an environment that makes it easier to process that information.

In a flatbed fleet, where driving, loading/unloading, securing cargo, and waiting times may all occur within a single day, this centralization makes it easier to track activity and reduces the need for manual data entry.

What exactly does a Time Management module cover, and how does it integrate with other tools?

A time management module does not replace the driver in the proper use of the tachograph or the rules for classifying different activities. Its role is to facilitate the use of time management data at the company level.

Sinari Time Management enables you to manage driver times, their availability, the archiving of regulatory data, absences, expenses, and the calculation of advance pay.

The information can then be shared with Sinari TMS as well as with third-party payroll software.

Sinari Telematics also contributes to the ecosystem by enabling the transmission of vehicle data and drivers’ social data.

For operations and administrative teams, the benefit lies in the flow and centralization of this information: data recorded in the field becomes more easily usable by the various departments involved.

What cost savings does automating time tracking provide?

Automation does not change the nature of the recorded activities; rather, it primarily makes processing them easier.

In an organization that relies heavily on manual processes, administrative teams may spend time downloading, verifying, reconciling, or re-entering information from various sources.

Centralizing data and automating some of these processes reduces the need for such manual tasks and frees up more time to analyze potential anomalies.

The benefits are therefore not limited to compliance. Better utilization of time data also facilitates internal management: comparing routes, identifying significant handling times, understanding recurring demands at certain sites, or conducting a more precise analysis of service costs.

Automation thus transforms regulatory data into information that is also useful for operational management.

Beyond the flatbed: the same challenge for all heavy-haul and specialized transport

The loading dock is not the only activity where non-driving tasks can account for a significant portion of the workday.

Heavy-haul transport can involve time spent on preparation, lifting, or securing cargo. Transporting machinery requires specific operations before and after the trip. Certain industrial or construction site activities can also involve significant amounts of time spent loading, unloading, or waiting.

Other transportation professions face similar situations: tanker unloading operations, specialized material handling, cargo inspections, or dock time.

In all these cases, the principle remains the same: the vehicle may be stationary while the driver is working. These activities must therefore be properly recorded in the tachograph and factored into the overall tracking of the driver’s activity.

For a company with a multi-activity fleet, having a consistent method for tracking and analyzing data thus simplifies HR management.

What other specialized transportation sectors (lifting, construction, warehousing) face this same challenge?

Several specialized transportation sectors regularly involve significant periods of work that do not involve driving.

Lifting operations, for example, involve preparation and handling tasks, such as setting up equipment or slinging the load.

In construction, drivers may also experience loading, unloading, or waiting times related to site access conditions and the organization of various operations.

At logistics sites and warehouses, dock operations, inspections, and loading and unloading are also activities distinct from time spent behind the wheel.

These situations have one thing in common: vehicle downtime and driver rest time are not synonymous. It is necessary to know the actual activity performed during the period in question in order to classify it correctly.

This approach allows for a consistent approach to HR management, even when the company engages in multiple transportation activities.

Accurately Categorized Activities, More Reliable Labor Management

In a flatbed transport operation, HR management does not begin or end with driving time. A typical day may alternate between driving, securing cargo, loading, unloading, on-call time, breaks, and rest periods.

The tachograph is specifically designed to distinguish between these different activities. The real challenge for the company, therefore, is to ensure that these activities are correctly recorded, that any necessary manual entries are made, and that the data can then be reliably analyzed.

On the loading dock, where non-driving activities are particularly common, this level of tracking provides a more accurate picture of the driver’s day.

A workforce management solution like Sinari Time Management then facilitates the centralization and analysis of this data for regulatory compliance and payroll processing.

Beyond compliance, a better understanding of the time actually spent on various activities can also help the operations team gain a more precise understanding of the costs and organization of its plateau routes.