Drivers holds the people who drive your vehicles. A driver record carries contact and licence details, can be linked to an HR employee and to a login, and keeps a history of the vehicles the driver has been assigned.
The driver list
Open Fleet Management › Drivers. You need Drivers › View; with View (own) you see your own driver record and the ones you created.
| Column | Notes |
|---|---|
| Driver no. | The driver's number. Links to the profile. |
| Name, Phone | From the record, or "—". |
| Licence and Licence expires | The licence number and its expiry date, or "—". |
| Status | Active or Inactive. |
| Vehicles | How many vehicles the driver has now. |
| Business unit | Shown only when your organization has business units. |
A status filter narrows the list. With business units, the funnel icon opens a Business unit filter. New driver appears with Drivers › Create.
Create or edit a driver
- Select New driver, or open a driver and select Edit (Drivers › Edit).
- Complete the fields.
- Save. A toast confirms "Driver created successfully" or "Driver updated successfully"; a failure shows "Could not create the driver." or "Could not update the driver." with the problem under the field.
Fields
| Field | Required | What to enter |
|---|---|---|
| HR employee | No | An employee from Human Resources. Choosing one fills a blank Name and Phone; both stay editable. |
| Name | Yes, unless an HR employee is chosen | The driver's name. |
| Driver number | No | Numbered automatically; untick Number automatically on a new driver to type your own. Cannot be changed afterwards. |
| Phone, Email | No | Contact details. |
| Status | No | Active or Inactive. An inactive driver cannot be assigned a vehicle. |
| Signs in as | No | One of the organization's members. See below. |
| Business unit | With business units | The driver's unit. |
| Licence number, Classes | No | Classes are separated by commas, for example B, C1. |
| Issued on, Expires on | No | The expiry cannot be before the issue date. |
| Notes | No | Free text. |
Signs in as links the driver to a person's login. A linked driver sees their own vehicles on My Fleet, can enter their own records when Fleet settings lets drivers do so, and can scan their own QR label to open My Fleet. A login can be linked to only one driver; otherwise you see "That user is already linked to another driver."
The driver profile
The header shows the status, driver number, phone and the vehicles the driver has now, each linking to its profile. The buttons are:
| Button | Needs |
|---|---|
| Assign to a vehicle | Vehicles › Edit, for an active driver. |
| QR label | Drivers › Edit and Issue and revoke QR labels. See QR labels. |
| Edit | Drivers › Edit. |
Tabs: Overview (contact, HR employee, login, licence details and notes), Assignments, Inspections and Issues (those the driver was involved in), Quotas (the driver's fuel quotas, with New quota; shown only with Quotas › View in Fuel Management), Renewals and Documents (files such as a copy of the licence; Upload files needs Drivers › Edit).
The Renewals tab lists the driver's expiring documents (driving licence, medical certificate and any other type for drivers), with Add renewal (needs Renewals › Create), Edit and Renew. It is empty with "You do not have access to renewals." if you lack Renewals › View. The driver, if linked to a login, is told before a document expires. See Renewals.
Assignments
An assignment says which driver has which vehicle, from when. A vehicle shows its current driver in the list and on its profile.
There are two kinds:
- Permanent: the driver's regular vehicle. A vehicle has one permanent driver at a time. Starting a new permanent assignment ends the vehicle's current one on the new start date.
- Temporary (cover): for a fixed period, for example while the regular driver is away. It needs an end date and takes over from the permanent driver while it lasts. When two assignments overlap, the temporary one counts as the current driver.
Assign a driver
- On a vehicle, select Assign driver; on a driver, select Assign to a vehicle. You need Vehicles › Edit.
- Choose the Driver (or Vehicle).
- Choose the Kind, the Starts date, and for a temporary assignment the Ends date.
- Optionally enter the Odometer and/or Engine hours at the handover, and Notes.
- Select Assign. A toast confirms "Driver assigned successfully".
A reading entered here is recorded as a meter reading on the vehicle, and is checked like any other (see Why a reading is flagged).
You may see: "A sold or disposed vehicle cannot be assigned.", "An inactive driver cannot be assigned a vehicle.", "The assignment must end after it starts." and "A new permanent assignment must start after the current one did."
End an assignment
In the Assignments tab, select End on a current assignment. Choose the date it ends (blank means today) and optionally the closing odometer and engine hours, then select End assignment. A toast confirms "Assignment ended". "This assignment has already ended." is shown if it was ended in the meantime.
The Assignments tab lists each assignment with its Kind, From, To (or "Current"), the Start reading and End reading, and the notes. A driver's or vehicle's name is hidden if you cannot view that record.
Current limitations
- A driver cannot be deleted from the screens; mark the driver Inactive instead.
- The licence expiry on the driver record is for reference only and sends no reminder. To be reminded before a licence expires, record it as a Driving licence renewal.
- A driver's number cannot be changed once saved.