A fleet keeps drivers who never open a portal: temporary staff, subcontracted drivers, depot personnel without a mailbox. So the driver file is a record of its own — portal access is an optional extra, not a prerequisite.
Everything else follows from that one decision: a driver needs no user account, their e-mail address is optional and may be shared — several drivers hang off the site manager's shared mailbox — and the identity that has to stay unique is the personnel number. It doubles as the reliable sign-in name for those who do get an account.
Master data, driving entitlement, credentials, assignment, history, absences, company car usage, training — plus the records other modules keep about this person: instructions, damages, traffic fines, appointments, trip log and documents.
A foreign tab appears only when its module is licensed and this user may read it. Those are two different failures: without the licence the tab would be advertising, without the permission it would fill with refusals.
Subcontracted drivers carry their company, staff without an address of their own a 'no e-mail' flag. A shared mailbox is a hint, not a rejection — unless your tenant deliberately switches that off.
Occupational health checks, dangerous goods certificates, driver cards, passenger transport permits, ID cards, work permits, forklift licences — one catalogue with the rule that computes the next date: by inspection interval, by a fixed validity period, or manually. An explicit 'valid until' always wins.
Blocked since, blocked by, reason — and the block is checked before anything else: in self-service, in dispatch, in automatic and manual assignment, and in vehicle ordering. Regardless of whether the vehicle requires a licence class at all.
Expiring credentials produce one reminder per driver and threshold step that names all credentials coming due together — instead of one mail per certificate. Blocked, departed and external drivers are skipped, and the reason is logged.
Read personnel lists as CSV: map the columns, preview, dry run. The dry run walks the same decision path as the commit, only without writing. 'Fill empty fields only' protects hand-maintained data, and every skipped row names its line number and reason.
Scope tabs for all, internal and external drivers, server-side search, site and status filters, ten optional columns, multi-select with bulk actions, CSV export and a 'drivers without e-mail' panel.
Because that was a product assumption, not a real-world one. In practice several drivers share their site manager's mailbox, and a fleet that may not model this invents fake addresses instead. So on save you get a hint, not a rejection — and if your organisation sees it differently, switch the option off and it is refused again.
Yes. A sign-in name that is not a known user address is additionally resolved through the personnel number — and only when exactly one active, unblocked driver with a user account carries it. Existing e-mail sign-ins are unchanged.
The file keeps the person, licence control keeps the proof of driving entitlement. The permissions are separate: whoever maintains addresses and personnel numbers is not necessarily the person who signs off a licence check.
With site-based data visibility active, yes — through the site on the driver file itself, never through a vehicle. A driver need not be assigned to a vehicle at all, and filtering by one would make them invisible. The same boundary applies to the list, the headline counts, the CSV export, blocking, bulk actions and the import.
Licence data, recurring visual checks, UVV driver safety instructions and a booking block when the required class is missing.
Self-service booking from assigned pools, approval workflow and a dispatch board for day-to-day planning.
Drivers report odometer, tyre change, damage and fuel receipts themselves — administration just reviews.
Attach documents to vehicles, drivers, receipts, damages and fines, search them tenant-wide — on your own storage.
Fine-grained permissions, custom roles, isolated tenants, site-based data visibility and an immutable audit log.
30 minutes, no sales pressure: we show the module in the context of your fleet — self-hosted in your data centre, GDPR-compliant, made in Germany.