A New Integration with maszynista.gov.pl that Saves Time and Minimizes Errors
The digital transformation of processes in the railway industry is no longer a choice – it’s a necessity. That’s why Petrosoft.pl, in cooperation with clients from the railway sector, continues to develop the RailSoft Business Solutions system — a platform that not only streamlines daily operations but also automates the most time-consuming administrative duties. One of the latest innovations is the integration with the official government portal maszynista.gov.pl, which makes managing employee documentation faster, more accurate, and fully compliant with the requirements of the UTK (Office of Rail Transport in Poland).
How did the previous process of updating data in maszynista.gov.pl look like?
Railway companies – both passenger and freight operators – are required to regularly complete and update employee data on the maszynista.gov.pl platform.
This applies to, among others, train drivers, shunting staff, and rolling stock inspectors.
Until now, this process was manual and time-consuming – each employee’s record had to be accessed separately, documents selected and uploaded, e.g. after obtaining a new qualification or updating medical examinations.
Such a workflow consumed many administrative and HR hours each month and carried the risk of data entry errors.
RailSoft Business Solutions – automation of data transfer to maszynista.gov.pl
In response to these challenges, Petrosoft.pl introduced a solution within RailSoft that completely changes the way railway companies manage data update processes.
From JSON files to full “in touch” integration
In the previous version of RailSoft, it was possible to generate a JSON file for a specific employee, which then had to be manually uploaded to the maszynista.gov.pl portal. That was the first step toward automation.
Now, thanks to the completion of the “in touch” integration, the web and desktop versions of RailSoft enable direct connection with the official portal maszynista.gov.pl.
This means that employee data – such as new certificates, qualifications, or medical results – can be sent automatically or on demand, depending on client preferences.
Time savings and error reduction – real benefits for railway companies
The new integration is more than just a technological improvement – it delivers tangible operational time savings and reduces the risk of human error.
The system automatically identifies which documents have changed and transmits only the updated data. As a result, duplicate entries and registry errors are avoided.
Data validation before submission
One of the key components of the solution is the validation mechanism, which checks documents before submission.
The system detects potential issues – for example, missing license numbers, expired medical dates, or document type inconsistencies – and notifies the user before the data is sent to the UTK (Office of Rail Transport in Poland).
This proactive approach allows companies to avoid corrections and protects them from potential non-compliance issues during UTK inspections.
Data security and regulatory compliance
RailSoft Business Solutions meets the highest information security standards.
All data sent to maszynista.gov.pl is encrypted, and access is controlled according to the permission policies set by the client.
In addition, the system records the full operation history – meaning that every submission, modification, or correction is logged and can be easily reviewed during an audit or inspection.
Configuration flexibility – automation tailored to client needs
Not every organization operates the same way, which is why Petrosoft.pl ensured that the integration process is configurable.
Administrators can decide whether updates should be:
- automatic, e.g. once a day or after every change in the system, or
- manual, triggered by an authorized user.
This flexibility gives full control over data flow and allows companies to adjust the automation pace to their digital maturity level.
Petrosoft.pl technology consulting – more than software
What makes Petrosoft.pl stand out among other providers is its consultative approach to implementation.
The team of experts not only configures the system but also works closely with clients to analyze processes, identify optimization areas, and support gradual rollout.
The goal is not only to deploy technology but also to increase organizational efficiency and enhance operational safety.
Summary – RailSoft as a step toward digital railway maturity
The integration of RailSoft Business Solutions with the official government portal maszynista.gov.pl represents more than just a technical feature.
It’s a significant step toward the digital maturity of the railway sector, where automation, data security, and regulatory compliance go hand in hand with operational efficiency.
Petrosoft.pl demonstrates that digital transformation doesn’t have to be complicated – all it takes is the right partner who understands the specifics of the railway industry and can translate technology into practical business value.
This article was written by Petrosoft.pl.
