Drivers

Drivers holds the people who drive. Each profile keeps contact details, license and medical certificate dates, training status, the vehicle assigned to them, a fuel card, documents and a private chat.

The list — Table or Timeline

Use the Table | Timeline switch at the top right (the app remembers your choice).

• Table — Name (with photo and employee ID), License, Status, Assigned Vehicle (the primary one, with +2 other vehicles under it when they have more), License Expires, and a Chat column with an icon that opens the driver's page on the Messages tab. Search by name, employee ID or email; filter by status; click headings to sort; export or import CSV.
• Timeline — one day by the hour, a row per driver, each route drawn from pick up to drop off with its vehicle. Right-click an empty spot on a driver's row and choose Add route to add a route for that driver at that time (the form opens filled in, and the driver is notified). See Reading the timelines. The search and status filter still apply, and the Driver drop-down above the names (photos and search) narrows it to one driver quickly when you have many. The chat icon to the right of each driver's name opens their page on the Messages tab.

Manage: import, export, archive and delete

• The Manage button at the top right holds Add driver, Import CSV, Export CSV, and — in the Table view — Archive and Delete for the drivers you tick (the checkbox at the start of each row; the one in the heading selects the whole page). Both ask you to confirm first.
• Archive hides a driver from the list, the timeline and every drop-down but keeps them: Archived (n) under the heading lists them, and Restore brings them back.
• Delete (in red) removes a driver from FleetCommander for good — not even under Archived, and it can't be undone from the app. Their routes, fuel, expenses, incidents and messages are kept for your records. A linked login is let go (their user account itself stays — remove it under Settings › Users if needed), and their employee ID becomes free.
• A driver still on a current or upcoming route can't be archived or deleted — end those assignments on the route's page first (the driver is told).

Add or edit a driver

1. 1Manage › Add driver (or Edit on a driver's page).
2. 2Enter the name (required) and optionally a photo, employee ID, phone, email, home address, dates, status and license details (number, state, class, expiry, endorsements, medical certificate expiry, background check, drug test, training).
3. 3Primary vehicle — the one they usually drive, chosen from the picture list. It is filled in for them on inspections and incidents, and choosing this vehicle elsewhere fills in this driver. Every vehicle is offered; one that is another driver's primary vehicle is shown with that driver's name, and choosing it moves it to this driver (the other driver is left with none). A heads-up tells you.
4. 4Other vehicles (optional) — a backup, or a second vehicle for some routes. Pick them one at a time from the Add a vehicle… list; each shows as a chip with an × to take it off. Add as many as needed. A vehicle can be one driver's primary and another's other vehicle. The driver sees them all on My Day and can inspect any of them; the driver's page lists them under Other vehicles, and the vehicle's page shows Also driven by. In Import CSV, put them in the Other Vehicles column, fleet numbers separated by ;.
5. 5Login account (driver portal) — link the driver to a user so they can sign in and use My Day. A user can be linked to only one driver.
6. 6Fuel card — the Card number (the full number, or just the last four digits) and the card issuer. A full number is stored encrypted: everywhere it shows as •••• •••• •••• 1234, and only people who can edit drivers can press Show number on the driver's page (it hides again after 30 seconds, and each view is recorded in Settings › Audit log). It never appears in exports, reports, emails or texts. On Edit, leave the box blank to keep the card on file, type a new number to replace it, or tick Remove the card number.
7. 7Save.

Attendance (who's clocked in)

When your company uses driver attendance, the Attendance tab on the Drivers page shows who's on duty, clocked out, late or not in yet on any day, and lets the office clock drivers in and out. See Driver attendance.

Driver onboarding (videos and handbook for every driver)

The Driver onboarding tab on the Drivers page is where you share training with all your drivers at once. Training videos: upload each video to YouTube (it can be Unlisted, so only people with the link find it), then press + Add video (or + Add another video) and paste its link with a title and, if you like, a description — reorder them with the arrows, edit or remove them. Driver handbook: upload it as a PDF (up to 50 MB); a new version replaces the old one and every driver is asked to read it again.

Drivers see them under My Day › Onboarding, watch and read them there, and tick each one off. Drivers' progress at the bottom lists every driver — videos watched, handbook read (with the date) and Done or 2 of 3 — and a driver without a login is marked, since they can't open My Day. Only people who can edit drivers can change the videos and handbook; every change is in the audit log. Nothing is compulsory: no driver is locked out for not finishing.

A driver's page

• Attendance — the driver's shifts, hours, pay, days late and any missing clock-out for the pay period, where you add, fix and delete shifts. See Driver attendance.
• Onboarding (the first tab) — which of the company's training videos this driver has watched and whether they've read the current driver handbook, each with the date, and 2 of 3 done. Edit videos and handbook opens Driver onboarding (below).
• Overview — Contact, License & compliance, Assignment (their vehicle), Fuel card (shown as •••• •••• •••• 1234, with Show number for people who can edit drivers when the full number is on file), and the Routes card.
• Routes card — every route the driver has been on, is on, or will be on, with a Past / Current / Future badge and a filter. Switch to Timeline to see the driver's week by the hour.
• Documents — license copy, medical card, training certificates, with expiry dates.
• Location (on the Overview tab) — the last position the driver chose to share, with the time and an Open in Google Maps link. It is only ever what they shared by tapping Share my location in My Day; nobody is tracked.
• Messages — a private chat between the office and this driver. Only the driver (in My Day) and staff who can open driver profiles can read it; other drivers can't. Notifications tell each side about a new message. A driver with no login account can't read or reply in the app — unless your company has text messages switched on: then each message is also texted to the driver's phone, their text reply shows here marked by text, and the Overview tab's Contact box shows Text messages: On / Off with a button to switch them off for that driver. Above the message box, Request location asks the driver to share where they are: a request appears in their chat with a one-tap Share my location button under it, and they are notified. When they share, you get a notification and a Shared their location message with an Open in Google Maps link. (You can't ask twice in a row while a request is still waiting.)
• History — who changed the profile, and when.