In the railway industry, every expired authorization, missing exam, or outdated certificate can have serious consequences — both financial and legal.

RailSoft is a system that comprehensively supports HR departments, dispatchers, company management, and safety departments in the process of managing and controlling the validity of railway staff documents, authorizations, and certifications.

Complete Management of All Certificates and Exams in One Place

RailSoft enables recording, monitoring, and managing the validity of all documents required by Polish and EU law for train drivers, rolling stock inspectors, and other employees involved in the operation of railway vehicles. The system allows you to manage, among others:

• A register of exams and certificates
• Records of authorizations for vehicle types (locomotives, wagons, special vehicles)
• Monitoring of document validity and their automatic renewal based on R7 documents and/or working time records
• Automatic suspension of authorizations in case of long employee inactivity (e.g., leave, sick leave, no rides for 6 months).

Wagon Authorization – Response to New UTK Guidelines

On February 17, 2025, the President of the Polish Office of Rail Transport (UTK) published an official position on the obligation for rolling stock inspectors to have up-to-date authorizations for the vehicles they service when completing the Brake Test Card (KPH).

RailSoft has long allowed authorizations to be assigned to both wagons and locomotives. Now — in response to customer needs and legal changes — the system additionally allows these authorizations to be displayed directly in the Exam Register of a specific inspector. This means a complete list of vehicle types the employee is authorized to handle is visible in one place.

Automatic Reminders and Restrictions

The system notifies users of upcoming document expiration dates, allowing for early planning of exams, training, or license renewal procedures.

Additionally, if an employee does not work as a train driver or inspector for a longer period, the system can automatically suspend their authorizations, preventing their assignment to train operations. This way, a dispatcher cannot make a mistake — the system will not allow assigning a person without active authorizations.

Transport Safety and Protection Against Penalties

RailSoft helps railway companies meet the requirements of the law and UTK guidelines. Cases of railway companies being fined for allowing employees without required authorizations to work are not uncommon. The Office of Rail Transport regularly imposes penalties for:

• Lack of valid exams or certificates
• Lack of required authorizations for the operated rolling stock
• Allowing a driver or inspector to work without valid authorizations

Thanks to RailSoft, the risk of such situations is practically eliminated.

This article was originally posted by Petrosoft.pl.

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source= https://railway-news.com/railsoft-safety-and-full-control-over-railway-employees-documents/