In road transport, the driver card is the key to success: it's compulsory as soon as a vehicle is fitted with an electronic tachograph, it's personal and valid for 5 years. Without a valid driver's card (or with a non-compliant card), you fall foul of the Transport Code: up to 6 months' imprisonment and a €3,750 fine - and, very concretely, a costly interruption of activity. This situation constitutes an offence.
From October 23, 2023, driver card renewal will no longer be possible via Chronoservices, but directly via the HubProTransport website and service (account and personal space). In terms of checks, a major development: since December 31, 2024, the authorities have been able to check your activities over 56 days (instead of 28 previously). In other words, the slightest delay, incomplete form or missing information can turn into an administrative and financial risk. Card validity, expiry (date written on the card) and renewal must be managed 3 months before expiry to ensure business continuity - an organization facilitated by connected tools like Sinari Telematics.
In this article, we get straight to the point: the 7 mistakes that hurt the most when renewing, their consequences (fines, immobilization, data loss...), and above all how to avoid them with simple methods and tools (ready-made documents, checklists, online best practices). The aim is to help you stay compliant and operational, without jargon and with concrete actions you can put in place immediately.
In France, apply 3 months in advance (between D-90 and D-30): since 23/10/2023, everything goes through HubProTransport and renewal is not automatic. If you wait until the last minute, you're leaving yourself open to risks (missing documents, delayed processing, card received too late).
The risk is twofold: operational, because the new card is not recognized until the day after the old one expires (you can't drive without a valid card); and legal, because driving with an expired card or without a card is still a criminal offense.
To avoid this pitfall, keep a centralized view of expiry dates (D-90/J-60/J-30 filters, status and proof of deposit), activate automatic alerts, and master the switchover: use the old card until its last day, insert the new one the next day, and keep the old one with you for a month.
Before making any request, make sure you're fully aware of how the conducteure card works andits obligations: validity, data download, archiving.
Renewal is based on details: misspelled name, incorrect photo, expired license, inaccurate address... and the form pauses - sometimes beyond the deadline.
Contact (France - HubProTransport)
The main obstacle is not the platform, but the quality of the file (unclear part, field entered "at first sight", payment not finalized) → back and forth, validation postponed, card arriving too late.
Best practices (express)
The temptation to "test" the new card before its expiry date is strong... but it's a false economy. The tachograph only recognizes the new card from the day after the date written on the old one. Inserting it too soon will create gaps in the record and expose you to requalification as a driver without a card - all the more sensitive as the checks cover 56 days of activity.
The correct method is simple: use the old card until its last day, then insert the new one the next day (D+1) and check the identification. Keep the old card for at least a month after its expiry date (it may be requested for inspection purposes), and make sure that all its data has been retrieved and archived before putting it away for good.
Changing cards without extracting data from the old one (or too late) = gaps in history, weakened payroll, and lack of control.
EU obligations (essential)
Why it's risky: letting expire without full extraction complicates justification of hours, audits, and can lead to sanctions for failure to keep/preserve records. Useful reminder: the rules apply within the European Union and by member state.
Good practices (targeted)
This rigorous management of time and compliance also contributes to good CSR transport practices, guaranteeing transparency, security and social monitoring of drivers.
There's a tendency to think of the old card as "good for the garbage can". The opposite is true: during the changeover period, it remains a useful piece of evidence (control, reconstitution of activity, payroll). In France, you should keep your card with you for at least one month after its expiry date; it may be requested during an inspection.
What you need to do
A perfect file can be blocked if the payment is not finalized or if the delegation to the employer is not made. In France, the cost of the card is borne by the employer (direct payment or reimbursement of the driver). Without clear rules (who pays, when, how), we end up with "pending" requests, cards delivered too late and internal friction.
Another critical point is delegation within the portal. If the company centralizes, the driver must delegate the employer directly from his personal space; otherwise, it's impossible to submit the request or track the billing.
Recommended procedure
Add a shared dashboard (due date, delegation OK, payment OK, receipt date) and a "Who does what" memo. By defining who initiates, who pays and who follows up, you receive the new card before the deadline. If necessary, you can order registered mail to ensure timely receipt.
Managing cards "by hand" ends up creating holes (forgotten deadlines, payments not finalized, downloads > 28 days). And yet everything exists: HubProTransport website and service for procedures, TMS/fleet tool for alerts & tracking, secure archiving for proof. With the switchover to HubProTransport (10/23/2023) and 56-day controls, staying in DIY mode becomes risky - even if the download frequency remains ≤ 28 days.
To implement (essential)
The driver card is not a formality to be ticked off in the corner of a spreadsheet. Improperly managed, its renewal can immobilize a driver, create gaps in the record and put the company at legal risk. Well-orchestrated, on the other hand, it's a clean, predictable routine: anticipate between 3 months and D-30, file a form and documents that are understood and correct, switch to D/J+1 without a hitch, then secure the archive. The result: no downtime, untroubled compliance and reliable payroll.
In concrete terms, it all starts with well-configured alerts and centralized management of due dates, followed by immediate deposit and payment, and then by a controlled switchover (end of use of the old card, obtaining and activating the new driver card the very next day). Add a dashboard and a minimalist monthly audit, and you turn an anxiety-inducing subject into a business reflex.
In the event of breakdown or incident (loss/theft), the replacement procedure can be ordered and sent directly via the portal; the 15-day tolerance with start/end tickets remains possible, to ensure the vehicle's return to headquarters. As a reminder, the vehicles subject to this procedure are those used for goods transport over 3.5 tonnes and for passenger transport.
👉 Request a Sinari Telematics demo - we'll set your alerts together, automate downloads and manage renewals, for stress-free compliance.