Drivers and assignments
What this guide covers
Maintaining the driver register (including driving-licence details) and assigning drivers to vehicles. Driver management is an administrator task (FLEET_ADMIN); assignments and take-home approvals are managed by dispatch (FLEET_DISPATCH).
Drivers
Open Fleet → Drivers. Drivers are mywork users, so a driver record links a person to their fleet details — driving-licence number, licence expiry, status and notes. From here an administrator can add, edit and remove driver records.
Registering someone as a driver is all it takes. An active driver record now automatically gives that person fleet access — they'll see the Take keys / Return keys button at their next login, with no separate role to grant. Taking keys also requires a non-expired licence and a signed usage policy; see Taking and returning vehicle keys → Who may take keys and The vehicle usage policy.
Adding a driver also adds their job position to the vehicle usage policy's sign-off list automatically, so they're prompted to sign before they can drive. See The vehicle usage policy.
Driving licences and expiry
Record each driver's licence expiry date. The Drivers list shows the expiry and marks a lapsed licence with a red EXPIRED chip. A driver whose licence has expired is blocked from taking keys until it is renewed and the new date is captured. A driver with no expiry date on file is allowed — enter the date to start enforcing it.
Take-home approvals
A driver may keep a vehicle after clocking out only with an approved take-home period. Manage these from a driver's row via Take-home → Manage. See Taking a vehicle home for the full flow and the after-hours alarm.
Assignments
Open Fleet → Assignments. An assignment links a driver to a vehicle for a period — useful for "this is the regular driver of this van".
- Assign a driver to a vehicle.
- End an assignment when it no longer applies.
Assignments vs key custody
These are two different things and it is worth keeping them straight:
- An assignment is an administrative pairing ("Driver X is responsible for Vehicle Y") set by dispatch.
- Key custody is the live, driver-initiated record of who physically holds the keys right now, and it is what attributes trips. See Taking and returning vehicle keys.
A driver can take the keys to a vehicle they are not formally assigned to (subject to the eligibility, policy and one-vehicle rules); assignments are for planning and reporting, custody is for accountability in the moment.