Digital Transport Manager Changes: What Operators Need to Know from January 31, 2025

In a move to streamline regulatory processes and embrace digital transformation, the Office of the Traffic Commissioner has announced a key change that affects all holders of operator licenses in the UK. From January 31, 2025, any changes to Transport Managers on an operator’s license must be made exclusively through the digital Vehicle Operator Licensing (VOL) system.

This update marks a significant shift in how transport operators interact with licensing authorities and underscores the UK government’s continued efforts to digitize public services. In this post, we’ll walk you through what this change means, how it will impact operators, and what you need to do to stay compliant.

What is the VOL System?

The Vehicle Operator Licensing (VOL) system is an online platform managed by the Driver and Vehicle Standards Agency (DVSA). It allows operators to apply for, update, and manage their licenses digitally. Over the past few years, VOL has gradually taken over functions that were once handled via paper forms, phone calls, or in-person visits. The goal is simple: make it easier, quicker, and more efficient for transport operators to comply with licensing regulations.

With the new change, the VOL system becomes the sole channel for making changes to Transport Managers—professionals who are legally responsible for ensuring compliance with transport regulations and the safe operation of vehicles.

What’s Changing on January 31, 2025?

From this date, any request to add, remove, or update a Transport Manager on your operator’s license must be submitted through the digital VOL portal. Manual forms, emails, or paper submissions will no longer be accepted for these updates.

This applies to:

• Adding a new Transport Manager

• Removing an existing Transport Manager

• Updating the details (e.g., contact info, employment status) of a current Transport Manager

The digital route will offer improved tracking, faster processing times, and a clear audit trail for both operators and regulatory bodies.

Why Is This Change Being Made?

There are several reasons behind the shift to a digital-only system for Transport Manager changes:

1. Efficiency and Speed: Paper-based processes are slower and more prone to errors or miscommunication. By moving online, applications can be processed faster and with greater accuracy.

2. Transparency and Accountability: The VOL system logs every action, creating a digital audit trail. This is especially important for regulatory compliance and future inspections.

3. Consistency Across the Sector: Having one standardized method ensures fairness and consistency in how updates are submitted and reviewed.

4. Sustainability: Reducing reliance on paper and physical mail contributes to broader sustainability goals.

What Does This Mean for Operators?

If you’re a license holder, this change brings both opportunities and responsibilities.

1. You’ll Need a VOL Account

If you haven’t already registered for the VOL system, now is the time to do it. Registration is free and provides access to manage all aspects of your operator license.

2. All Changes Must Be Digital

Going forward, you’ll no longer be able to call or mail in Transport Manager changes. Everything must go through the portal.

3. Prepare for a Learning Curve

While many operators are already familiar with VOL, some smaller or older businesses may not be as comfortable using digital tools. It’s important to get acquainted with the platform now, rather than waiting until a change is urgent.

4. Keep Records Updated

Your Transport Manager’s information must be accurate and up-to-date in VOL. Any discrepancies could result in compliance issues or penalties.

How to Make Transport Manager Changes in VOL

Here’s a brief overview of how to make changes to your Transport Manager via the VOL system:

1. Log in to your VOL account at www.vehicle-operator-licensing.service.gov.uk.

2. Navigate to the “Manage Your Licenses” section.

3. Choose the license you want to update.

4. Click on “Transport Managers” and select the appropriate action:

   
   

   • Add a new Transport Manager

   • Remove an existing one

   • Update details

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6. Follow the on-screen instructions, which will guide you through uploading any required documentation and confirming your request.

7. Submit the change for review. You’ll receive confirmation via email and can track the progress through your account dashboard.

Tips for a Smooth Transition

To ensure a seamless transition to the new digital requirement, consider these tips:

• Train Your Admin Staff: If someone else manages your licensing tasks, make sure they’re trained on how to use the VOL system.

• Keep Digital Copies of Key Documents: These include the Transport Manager’s CPC (Certificate of Professional Competence), employment contracts, and ID documents. You may need to upload these when making updates.

• Check Internet Access and Devices: If your business operates in remote areas, ensure you have reliable internet access and devices that can handle the web-based system.

• Bookmark the Portal: Save the VOL portal in your browser for quick access, and check it regularly for updates or messages from DVSA.

Consequences of Non-Compliance

Failing to follow the new digital procedure could result in:

• Delays in processing your changes, which could affect operations.

• Warnings or penalties from the Office of the Traffic Commissioner.

• In extreme cases, your operator license could be at risk if you’re found to be operating without a properly appointed Transport Manager.

Remember, having a named and qualified Transport Manager is a legal requirement for most operator license holders. Ensuring these records are current and accurate is not just a box-ticking exercise—it’s central to your compliance responsibilities.

Final Thoughts

The move to a digital-only system for Transport Manager changes is a logical next step in the evolution of transport regulation in the UK. While it may require some initial adjustment, the long-term benefits—faster processing, fewer errors, and easier management—make it a positive development for most operators.

By preparing now and embracing the VOL system, you’ll not only stay compliant with the latest regulations but also streamline your own operations and reduce admin burdens.

If you haven’t already, set up your VOL account today, familiarize yourself with the interface, and ensure that all your Transport Manager records are accurate and ready for the switch. Come January 31, 2025, digital is the only way forward.