Drivers

Reference

A driver is a person your company books refuels, documents and vehicle assignments against. A driver may have a sign-in account for the Driver App, or be a record only.

Overview#

Each driver belongs to one company. The driver record holds the person's name and contact details; the sign-in account, when there is one, is a separate user linked to the driver. A driver without an account, such as a freelance or contract driver, can still be assigned vehicles and have refuels and documents booked against them, but cannot sign in to the Driver App. Drivers can be switched between Active and Inactive, and an inactive driver cannot refuel or use the Driver App.

Fields#

Documents and notes are attached on the driver's detail page; see Manage vehicle and driver documents.

Sign-in account#

The Login choice on the driver form decides what happens to the driver's account:

On an existing driver, the form opens on Link an existing user when the driver has an account, and on No login account when not.

Rules for a new login#

• When the driver has a phone number, the username is the phone number (with surrounding spaces removed), so the driver signs in to the Driver App with it. Leave Username blank; any other username is rejected with "Leave this blank: the phone number is used as the username."
• A phone number with spaces or special characters cannot be a username: "This phone number cannot be used as a username. Remove spaces and special characters."
• If any user on the platform already has that phone number as username, the form shows "A user with this phone number already exists."
• With no phone number, type a Username, or the platform builds one from the email address. With neither, the form shows "Username is required when no phone number is set."
• Password is required ("Password is required to create a login."). Password and Confirm password must match and pass the platform's password rules.
• With Link an existing user, a user must be picked: "Select a user to link."
• The new account belongs to the driver's company and gets no role. Being linked to a driver is what makes it a Driver App account.
• If saving the driver fails, the new account is not created either.
• The audit log records the account creation and the driver creation as two entries.

Changing or removing a login#

• Switching an existing driver to No login account only unlinks the account. The user itself is not deleted or deactivated; manage it under Users.
• Switching a driver who has an account to Create a new login links the new account in place of the old one; the old user is left as it is.
• Deactivating or deleting the user under Users does not remove the driver or its refuel and document history. The driver list then shows Login disabled.
• Many drivers in one company can have no account at the same time.

Login column on the driver list#

Active and inactive drivers#

• Deactivating a driver does not touch the sign-in account. The driver can still sign in, but the Driver App refuses every driver action with "Your driver profile is deactivated. Contact your fleet manager."
• Inactive drivers stay on the driver list, with an Inactive badge, and their detail and edit pages still open, so they can be reactivated. The list's Status filter shows All by default.
• An inactive driver is not offered when you assign drivers to a vehicle, bind a card, or create a work order or purchase order, and receives no maintenance reminders. An existing vehicle or order keeps its inactive driver when it is edited.
• The audit log and the detail page's activity list record the change as "activated driver" or "deactivated driver".
• An inactive driver's working schedule cannot be edited.

Driver detail page#

The detail page shows the driver's information, documents, notes and recent activity, plus the assigned vehicles when there are any and the working schedule for users who can view shifts. User account shows the linked account, or "No login account". A licence badge reads the driver's licence documents:

The working schedule is described in Set a driver's weekly working shifts.

Finding a driver by name#

The Name filter on the driver list matches the driver's full name: first, middle and last name together.

• Every word you type must match the name, in any order: "An Nguyen" finds "Nguyễn Văn An".
• Diacritics are ignored in both directions, including Đ: "Dang Thi Ha" finds "Đặng Thị Hà".
• A word must match a word of the name closely, not just appear inside it: "an" does not match inside "van". Small typos are tolerated: "Nguyen Van Ann" finds "Nguyễn Văn An".
• Search narrows the list but does not reorder it.
• The same matching applies to the vehicle list's driver filter and to the AI assistant's driver search.

The list also filters by User account email, Phone number, Email and Status, and in advanced filters by date of birth range and Address.

Importing drivers#

Drivers can also be imported from a spreadsheet. Every imported driver is linked to a user account named after the phone number (or, without one, the email), so each row needs a phone number or an email; a row with neither fails with "Email or phone number is required." The import sets no password. Record-only drivers, and drivers whose login password you set yourself, are added on the driver form.

Permissions#

Users see only their own company's drivers.

Related#

• Set a driver's weekly working shifts
• Manage vehicle and driver documents
• Vehicles