Give a driver a Driver App login
When you add or edit a driver, the Login choice decides whether the driver can sign in to the Driver App: link a user who already exists, create a new login in the same form, or keep the driver as a record with no login.
Before you start#
- Who can do it: Tenant Owner and Tenant Admin. Tenant Supervisor and Tenant Accountant can view drivers but cannot add or edit them. Drivers themselves hold no portal role; see Roles and permission groups.
- Where: Fleet → Drivers. Use Add Driver for a new driver, or Edit details on a driver's page for an existing one.
- Decide which choice fits:
- Create a new login — the driver will use the Driver App and has no account yet. This is the usual case.
- Link an existing user — the driver's account already exists in your company, for example one created under Users.
- No login account — the driver never uses the app, such as a freelance or contract driver.
- For a new login, have the driver's phone number ready: it becomes the username the driver types in the Driver App.
The rest of the driver form (name, vehicles, emergency contact) is described in Drivers.
Steps#
- Open Fleet → Drivers, then click Add Driver, or open the driver and click Edit details.
- Fill in the driver's details. Make sure Phone number (under Driver identity, below Login) is filled in: a new login takes its username from it when you save.
- Under Login, choose one of the three options. On a new driver the form starts on Create a new login; on an existing driver it starts on Link an existing user if the driver has an account, otherwise on No login account.
- Complete the fields for your choice:
- Create a new login: leave Username blank when the driver has a phone number; the box shows "Leave blank to use the phone number below". Type a username only for a driver with no phone number; with no phone and no username, the platform builds one from the driver's email. Enter the Password and repeat it in Confirm password.
- Link an existing user: pick the account in User. The list shows only users of your own company who are not already linked to a driver.
- No login account: nothing more to fill in.
- Click Save. The portal shows "Driver created successfully." or "Driver updated successfully."
- Check the username on the driver's page under User account, and give the driver that username and the password.
What happens next#
- The driver signs in to the Driver App with that username and password; see Sign in to the portal and the Driver App. The app accepts an account only while it is active and linked to a driver record.
- With Create a new login, the account and the driver are saved together: if the driver cannot be saved, no account is created either. The new account belongs to your company and has no role.
- The audit log records one entry for the new account and one for the driver, created or updated; see Audit log.
- The driver list shows Has login, Login disabled (the linked account was deactivated or deleted under Users, so the Driver App refuses it) or No login for each driver, and a driver with no account reads "No login account" under User account on the driver's page.
Rules and limits#
- The phone number is the username. When the driver has a phone number, a new login's username is exactly that number, never changed or numbered, so the driver can sign in with the number they know.
- The username does not follow later phone changes. Editing the driver's phone number afterwards does not rename the existing account.
- One account, one driver. An account linked to a driver is not offered for any other driver, and stays reserved even after that driver has been deleted.
- Passwords follow the platform rules: at least 8 characters, not a common password, not only numbers, and not too close to the driver's name, username or email.
- Removing a login only unlinks it. Switching a driver to No login account clears the link but does not delete or deactivate the user, and the Driver App then refuses that account. To stop the account itself, deactivate it under Users; deactivating keeps the phone number taken. See Delete a user.
- Replacing a login keeps the old one. Choosing Create a new login for a driver who already has an account links the new account instead; the old user is left as it is. If the old account already uses the phone number as its username, the new login is refused with "A user with this phone number already exists."
- A driver without a login is a record only and cannot use the Driver App; any number of drivers in a company can have no login. What such a driver can still have recorded against them is in Drivers.
- Driver status is separate from the login. Making a driver inactive does not touch the account; see Drivers.
- A deleted user frees the phone number. When platform support deletes a user, its username is released, so a new login with the same phone number can be created. Tenant roles cannot delete users themselves.
If something goes wrong#
| Message | Cause | Fix |
|---|---|---|
| "A user with this phone number already exists." | Another account on the platform already has this phone number as its username. | If it is this driver's own account in your company, choose Link an existing user instead. Otherwise ask platform support to delete the old login, which frees the number. |
| "This phone number cannot be used as a username. Remove spaces and special characters." | The phone number contains spaces or other characters a username cannot hold. | Type the number without spaces, for example 0912345678. |
| "Leave this blank: the phone number is used as the username." | A username was typed for a driver who has a phone number. | Clear Username. |
| "Username is required when no phone number is set." | No phone number, no username and no email to build one from. | Enter a Phone number or a Username. |
| "Password is required to create a login." | Password is empty. | Enter a password. |
| "Passwords do not match." | Password and Confirm password differ. | Type the same password twice. |
| A message under Password about length, a common password or similarity | The password breaks the platform rules. | Choose a longer, less predictable password. |
| "Select a user to link." | Link an existing user was chosen with no user picked. | Pick a user, or choose another option. |
| The account is missing from User | It belongs to another company, is already linked to a driver, or has been deleted. | Use Create a new login, or remove the link on the other driver first. |