The vehicle usage policy

Company vehicles can only be driven by people who are registered as drivers and who have signed the Vehicle Usage Policy. This guide explains how that works — for drivers (what you need to do) and for fleet managers (how to set it up).

Onboarding is now a single step: once a manager adds someone as a driver, the app gives them access and adds them to the policy's sign-off list automatically.

In short

• A manager picks which document is the usage policy — once.
• Adding a person under Fleet → Drivers is all it takes: they automatically get fleet access and join the policy's sign-off list. There is no separate permission to grant.
• A driver must read and sign the current policy before the app will let them take keys.
• Adding more drivers later never makes existing drivers re-sign. Only publishing a new version of the policy asks everyone to sign again.

For drivers

You must sign the Vehicle Usage Policy before you can take a vehicle's keys.

The first time you tap Take keys — and again whenever a new version is published — the app checks whether you've signed the current policy:

1. If you haven't, taking keys is blocked and you'll see a Read & sign usage policy button.
2. Open it, read the document, and sign the acknowledgement at the bottom.
3. Go back to Fleet → Vehicles and tap Take keys.

Signing is once per version — you won't be asked again until the policy is updated.

Taking keys also needs an active driver record and a valid (non-expired) licence. If you're blocked and there's no policy button, ask your fleet manager to check your driver record and licence date. The full key flow is in Taking and returning vehicle keys.

For managers (fleet admin)

1. Choose the usage policy (once)

1. Open Fleet → Drivers and click Usage policy (top right).
2. Pick your Vehicle Usage Policy from the list and click Save.

That's the document drivers must sign before taking keys. The document itself is written and published in the document system — only published policies appear in this list. Until you set this, there is no sign-off requirement and the key gate is effectively off.

2. Add drivers — that's the whole job

Open Fleet → Drivers → New Driver, pick the person, and enter their licence number and licence expiry date.

When you save, the app automatically:

• gives them fleet access — they'll see the Fleet pages and the Take keys button, with no separate role to grant; and
• adds their job position to the policy's sign-off list, so they're required to sign before driving.

Tip: access is applied at the person's next login. If a brand-new driver doesn't see Fleet yet, have them log out and back in.

Bring your existing drivers into the policy (one click)

Right after you first choose a policy, use Usage policy → Sync all drivers to audience. This adds every active driver's job position to the policy's sign-off list in one go, so you don't have to re-open each driver. You'll get a short summary (for example, "5 positions added, 2 already there").

It's safe to run anytime: it only adds what's missing, never duplicates, and never disturbs signatures already on file.

Keep licences current

Record each driver's licence expiry. The Drivers list shows the date and flags a lapsed licence with a red EXPIRED chip; an expired driver is blocked from taking keys until you capture the renewed date. A driver with no date on file is allowed — enter the date to start enforcing it.

Good to know

• Sign-off follows the job position, not the name. Whoever currently holds a driver's position is the one required to sign, so if someone changes roles the requirement follows the position.
• Adding people never forces a re-sign. Existing signatures stay valid; only publishing a new version of the policy asks drivers to sign the new one.
• No policy set means no gate. If you haven't chosen a usage policy, drivers can take keys without signing. Set one to turn the requirement on.

Related guides

• Taking and returning vehicle keys — the day-to-day key flow and the full eligibility checklist.
• Drivers and assignments — maintaining the driver register, licences, and assignments.
• Taking a vehicle home — after-hours approvals and the keys-after-clock-out alarm.